Consigne
Preparing a document for signature properly
Where each signature goes, what each person fills in, and why checking first saves voiding later.
Almost every request that has to be voided did not fail at signing: it failed at preparation. Five minutes of checking beforehand avoids the awkward conversation afterwards.
The four kinds of field
| Field | Filled by | When to use it |
|---|---|---|
| Signature | The signer | Always, one per person |
| Date | The system | Never by hand: a date written by the signer does not prove when they signed |
| Signer's detail | The signer | ID number, job title, an account number you do not hold |
| Your detail | You, when preparing | Amount, reference, anything you already know |
The five-minute check
- 1
Confirm there are as many signature fields as signers, each in its own place.
- 2
Read the document through once, not diagonally. Wrong amounts show up here.
- 3
Look at the preview exactly as the signer will see it.
- 4
If it is more than twenty sends, send one to yourself first.
Important
A document with the wrong amount signed by two hundred people is not fixed by voiding: it has to be resent with an explanation. The five minutes beforehand are worth more than any feature afterwards.
Watch out
Do not add fields the signer cannot complete. Asking for a detail they do not have to hand is the surest way to have them abandon the document.
›Can I move a field after sending?
If nobody has signed, yes, by resending. After that, no.
›Can it be signed on more than one page?
Yes, as many times as you place signature fields.
›What about annexes?
The whole thing is signed; annexes go inside the same document.
A real case
The situation
A company is about to send 180 amendments with a personalised amount.
What you do
- Sends one to themselves first
- Checks the amount renders correctly and the signature sits where it should
- Sends all 180
What you get
None have to be voided, unlike the previous round where 180 were voided over one misplaced field.
The situation
It is sent without placing the signature fields.
What you do
- Places them before sending
What you get
The signer knows where to sign without asking.
The situation
Two signers sign in the same place.
What you do
- Assigns a field to each
What you get
Each signature is identified.
The situation
The signer needs to fill in a value.
What you do
- Adds the corresponding field
What you get
The value arrives with the signature rather than in a separate email.
The situation
The document has a typo that shows up at signing.
What you do
- Reviews it fully before sending
What you get
Cancelling and resending is avoided.
The situation
The PDF has blank pages at the end.
What you do
- Cleans the document before sending
What you get
The signer does not wonder whether something is missing.
This article answers
- place the signature field in the pdf
- have the signer fill in a field
- prepare a contract for signing
- signature and date fields