![How to Politely Ask Someone to Sign a Document [+9 Templates]](https://foyercus.blob.core.windows.net/287a2408185e68c371c/blog/233/c/f1076ab6-66a1-41cd-9c1c-754c71856d0a.jpg)
In the world of business, effective communication is key. Especially when it involves requesting signatures on documents.
Being polite and direct is absolutely crucial to ensuring professional relationships. But the importance doesn't end there. Being polite can also have a huge impact on the responses you receive.
Odds are if you ask respectfully, you'll find people are more willing to respond both politely, and in a timely manner.
But, finding the right words can be tough, which is exactly why we created this guide.
In this guide, you'll learn the best practices for making your request both respectful and effective (whether it's for a contract, agreement, or any formal document). We'll even go over some examples of how to politely ask someone to sign a document, including a few templates you're free to copy!
So let's get right into how you can craft your signature requests to get those signatures smoothly.
Crafting respectful signature requests is more art than science. It's about striking the right balance between formality and friendliness. Here’s how to nail it.
Start with a Personal Welcome: It's simple but powerful suggestion, but a message that starts with "Hey [Name]," feels more personal and gets your request off to a good start.
Explain the Why: People like to know why they're being asked to do something. Briefly explain the document's importance and how their signature contributes. This context helps make the request feel more reasonable and less like a chore.
Be Clear and Concise: Clarity is your friend. Make sure your request includes all the necessary details without being overly wordy. Mention the document by name, why it needs signing, and any deadlines.
Include Instructions: Don’t assume everyone knows how to sign digitally. A quick step-by-step on how to sign the document or where to send it after signing can go a long way in making the process smoother.
Express Gratitude in Advance: A little thank you can set a positive tone. Saying something like, "Thank you for your time and attention to this matter," shows appreciation for their effort.
Offer to Answer Questions: End with an offer of assistance. Let them know you're available to answer any questions or provide further information. It shows you're not just demanding something; you're there to support the process.
Example Language for a Signature Request:
Follow-up Tips:
If you haven’t received a response, a gentle follow-up can nudge them in the right direction. Keep it light, polite, and understanding of their possible time constraints.
Crafting your signature request with these best practices can make the process more pleasant for everyone involved. It’s not just about getting what you need; it’s about fostering goodwill and maintaining professional relationships.
Dealing with delays and no replies can be frustrating. But, how you handle it can make a big difference. The key is staying professional and patient. Here's how to do it right.
First, give enough time. People are busy, so wait a bit before following up. A good rule is one week for a first reminder.
When you do follow up, keep it friendly. A polite reminder can be more effective than a demanding one. Try saying something like, "Just checking in on the document I sent last week. I hope everything's okay on your end."
If there's still no response, try a different approach. Maybe call them or ask if there's a better time for them to look at the document. This shows you're flexible and understanding.
Always thank them for their time and patience. Whether they respond late or not at all, showing appreciation can leave a positive impression.
Remember, your goal isn't just to get a signature. It's to maintain a good relationship. Staying courteous and professional can help you achieve both.
We made 9 email templates that you're free to use while politely asking someone to sign a document. The idea behind these template is to have one template for each part of the request process.
We have a signature template email from the initial signature request, to how to follow up when someone doesn't get back to you on time.
Subject: Request for Your Signature on [Document Name]
Dear [Recipient's Name],
I hope this message finds you well. I am writing to kindly request your signature on [Document Name], which is crucial for [Brief Explanation of Importance]. Could you please review and sign the document by [Deadline]?
You can sign digitally via [Software/Platform]. If you need any help with the digital signing process, I'm here to assist.
Thank you very much for your attention to this matter. Your prompt response will greatly aid in our progress.
Thanks,
[Your Name]
Subject: Friendly Reminder: Signature Needed on [Document Name]
Dear [Recipient's Name],
I hope you're doing great. I wanted to follow up on my previous email regarding the [Document Name]. We kindly request your signature by [Revised Deadline] to proceed with [Brief Explanation of Why It’s Needed].
If you have any questions or need further information, please don’t hesitate to reach out. Thank you for your cooperation and understanding.
Thanks,
[Your Name]
Subject: Urgent: Your Signature Required on [Document Name]
Dear [Recipient's Name],
I understand we all have busy schedules, but I kindly need to draw your attention to the urgent need for your signature on [Document Name] by [Urgent Deadline]. This document is critical for [Explanation of Urgency].
Please let me know if there's anything I can do to facilitate this process for you. Your prompt action is greatly appreciated.
Thank you for your immediate attention to this urgent matter.
Subject: Final Reminder: Signature Needed by Tomorrow
Dear [Recipient's Name],
As the deadline approaches, I wanted to send a final reminder to kindly request your signature on [Document Name] by end of day tomorrow. We value your contribution and need your signature to move forward.
Thank you for your prompt attention to this final reminder. Please let me know if there are any obstacles I can help overcome.
Best wishes,
[Your Name]
Subject: Follow-Up: [Document Name] Signature Needed
Dear [Recipient's Name],
I noticed that we missed the deadline for signing [Document Name]. I understand that you have a lot on your plate and appreciate all that you do. Is there a new timeframe we can expect your signature by? Your assistance is crucial for [Brief Reason].
Thank you for your understanding and cooperation.
Kind regards,
[Your Name]
Subject: Inquiry Regarding [Document Name] Signature
Dear [Recipient's Name],
I hope you are well. I’ve noticed that the [Document Name] has not yet been signed, and I wanted to check in to see if there are any questions or concerns I can address. Your signature is key to [Brief Reason for Urgency].
Thank you for your attention to this matter. I’m here to assist in any way I can.
Sincerely,
[Your Name]
Subject: Need Help with [Document Name]?
Dear [Recipient's Name],
I hope this message finds you well. I'm reaching out to see if you need any assistance or have questions regarding the [Document Name] that requires your signature. We aim to make this process as smooth as possible for you.
Please feel free to share any concerns or require further clarification. Thank you for your cooperation.
Thanks,
[Your Name]
Subject: Thank You for Signing [Document Name]
Dear [Recipient's Name],
Thank you very much for taking the time to sign [Document Name]. Your prompt response has greatly contributed to moving [Project/Process] forward. We truly appreciate your cooperation.
Please let me know if there's anything else you need from my side.
Subject: A Gentle Nudge: [Document Name] Awaiting Your Signature
Dear [Recipient's Name],
I hope all is well with you. Just a gentle nudge to remind you that [Document Name] is awaiting your signature. We would appreciate your prompt attention to this matter to ensure [Reason for Importance].
If you require any assistance or have questions, I'm here to help.
Thank you for your time and understanding.
Kindly,
[Your Name]
Navigating the nuances of professional communication, especially for signatures, is a delicate balance. I hope this guide helped you understand how to be both polite and effective in your signature requests.
Politeness and directness in communication do more than just convey respect; they foster a positive environment for cooperation. So, as you craft your next signature request, keep these principles in mind and you're bound to have success.
Thanks for reading! If you have any questions or feedback, send us a comment below.
