Help center / Sending documents

Send a document for signature

The four steps: Document, People, Place fields, Review and send.

Press Request signatures in the top bar. Sending takes four steps: 1 Document, 2 People, 3 Place fields, 4 Review and send. Your document is encrypted on your device before it is sent.

1. Document

Drop in or pick a PDF, Word, Excel, PowerPoint, OpenDocument, RTF or text file, or a photo, up to 50 MB. Office files are turned into PDF on our server and deleted straight away.
Choose several files to send them together in one request. Each stays a separate signed document.
Or Start from a document in your content library, or Or start from a template.
A PDF locked with a password cannot be sent. Open it with Unlock PDF first.

2. People

Choose Me and others, or just others (or Only me to sign it yourself). Add each person with their full name and email and choose what they do: Signs, Witnesses, Approves, Reads and confirms or Gets a copy. Tick Sign in order if each person should only be emailed after the one before has signed. Details: People, roles and signing order.

3. Place fields

Show each person where to sign and what to fill in. Pick the person under Who fills it, then click or drag a field onto the page. Sign Officially can also find signature lines, tags and form boxes for you. Details: Place fields and Several signers and automatic fields.

4. Review and send

Document

Title and Message to signers (shown in the invitation email).
Print the document ID at the top of every page.
Offer signers a "Before you sign" summary: a plain-English AI summary signers can open (Pro and up, off unless you tick it).
Add a QR code to every page so anyone can check a printed page is genuine Enterprise

When to send

Send now, or Schedule: In 1 hour, Tomorrow 9 AM, Monday 9 AM or any date and time up to 60 days ahead. Tick At this time in each signer's own time zone if your signers are spread out. Scheduled requests can be sent early with Send now on the document page.

Routing rules

Skip someone unless an earlier signer's answer calls for them, for example only send to the finance approver if the amount is over 10,000. Add Only if... rules on a named field. Needs Sign in order and Standard privacy. People who are skipped show as Not needed.

Privacy

Standard, or Private (end-to-end) where even Sign Officially cannot open the document (Pro and up). See Private mode and identity checks.

Security and timing

Extra check: signers also enter a one-time code we email them. Off unless you tick it.
Access code: an extra password you tell signers yourself, by phone for example.
Expires after 7, 14, 30 (the default), 60, 90 or 180 days.
Automatic reminders every 2, 3 or 7 days (Pro and up).
Signers see the page in English, Spanish, French, German, Portuguese or Hindi.

While signing

Allow comments (on by default).
Allow a signer to pass their part to someone else (on by default).
Let signers print, sign on paper and upload a scan instead (off by default).
After signing, send people to a web address of yours.

Tick Also save this document, people and fields as a template for next time if you send it often. Then press Encrypt and send (or Encrypt and schedule).

If your team has Approval before sending turned on, the request waits as Waiting for approval until an approver lets it go.

Still stuck? Write to support@signofficially.com.