How to Ask Someone to Sign a Document (+ Free Email Templates)

Need someone to sign a contract, PDF, or agreement? A signature request is crucial to the signing process and below are professional and polite ways to ask for a signature — including email templates, “please sign and return” examples, and tips for requesting signatures online.

Let’s look at best practices to help you craft the perfect request and get vital documents signed on time.

To politely ask someone to sign a document, briefly explain the purpose of the document, provide clear signing instructions, and use courteous language such as “Please review and sign at your convenience” or “Could you kindly sign and return the attached document?”

Signature Request Email Templates

Whether you're requesting approval for a contract, agreement, or PDF, these email templates can help you ask for signatures professionally.

General signature request

Urgent signature request

“Please sign and return” email

Modern workflow

Common Phrases to Use in Signature Requests

Getting someone to sign a contract does not have to be complicated. In many cases, it's simply a matter of explaining the terms of the agreement and addressing any concerns that the other party may have. However, there are times when you may need to use persuasive techniques to get someone to sign on the dotted line.

Here are common phrases you can use to help you stay professional while asking someone to sign a document:

Best Practices When Asking Someone to Sign a Document

Aside from using the sample phrases we provide, there are other things to consider when asking for signatures. Remember: your goal is to get the other party to agree to the terms of the contract, not to pressure them into signing the agreement without consideration for their time.

Be respectful and straightforward

Being direct and courteous is best when asking someone to sign a document. Briefly explain why you need their signature and how the document will benefit the signer. Avoid using imperative phrases like "you must sign" or "I must have your signature." Using polite language is always a good idea when asking for a signature.

Set due dates

Make sure to specify how soon you need the signature and how much time the other party needs to review the document. Depending on the type of contract, you may wish to give the signer a few days’ lead time. However, signatories may take several weeks to review and sign financial or real estate contracts. You may also mention the consequences of missing the deadline for signing the document.

Add a personalized message

Avoid sending generic messages when asking someone to sign a document. Making your request personalized shows that you're willing to take the time and effort to ensure your message is understood. Seeing their name will help the signer feel more comfortable and at ease with what they’re signing.

Provide clear instructions

Make sure that the other party knows how to sign the document. Explain how the recipient should sign the document. If you're using an electronic signature platform, let them know they'll receive a secure signing link and won't need to print, scan, or email documents back.

Automate the signature process

Using an automated signature request system can make the sign and return process. This way, you can track who has signed your contract and who has not yet completed the document. You'll no longer need to send out requests for signatures manually. Automation also covers receiving alerts, so you're always aware of how far along the process is.

How to Request a Signature on Paper

Obtaining a signature in a non-digital format may be necessary under certain circumstances.

1. In person

Requesting in person adds an element of formality and personalization, as you're engaging with the other party directly. It also allows you to make last-minute clarifications about the document. Also, some documents, such as wills or marriage contracts, require an in-person signature.

2. By mail

This is the traditional way of requesting signatures. The printed document is sent via registered mail to the other party. It usually includes a written message asking the signatory to return it after signing. This method can take days or weeks, depending on how long the mail reaches the signatories and how long they need to review the content.

If speed is important, electronic signature platforms can reduce turnaround from days to minutes while still providing legally binding signatures in many jurisdictions.

How to Request an Electronic Signature Online

Electronic signatures are one of the fastest and most convenient ways to get documents signed. Instead of printing, scanning, or mailing paperwork, you can send a secure signing request that lets recipients review and sign documents from any device.

There are several ways to request an electronic signature, depending on your workflow.

Send a document as an email attachment (traditional)

You can attach a document to an email and ask the recipient to sign it. This approach works for simple, one-off requests but often requires recipients to download the file, sign it, and send it back. It can also create version confusion if multiple copies are shared.

Send a secure signing request with Fill (modern)

For the most efficient workflow, upload your document to a contract management platform like Fill. After adding your recipients, Fill sends a secure signing request and automatically tracks every step of the process.

Instead of manually following up with recipients, you can see when a document is viewed, signed, or completed, while automatic reminders help keep the signing process moving.

How to Ask Someone to Sign a PDF

If you're requesting a signature on a PDF, keep the process as simple as possible. Make sure recipients know exactly where to sign, what action is required, and when you need the signed document returned.

For the best experience:

• Add signature fields before sending the document.
• Include clear instructions in your email or message.
• Mention any deadlines or required actions.
• Provide a contact person in case the recipient has questions.

If you're sending a PDF as an email attachment, recipients may need to download, sign, and return the file manually. If you send PDFs regularly, an electronic signature platform like Fill lets recipients sign online through a secure link while you track progress and send reminders automatically.

Related guides:

• How to Sign a PDF
• How to Sign a PDF on iPhone or iPad
• How to Sign a PDF on Android
• How to Sign a PDF on Mac
• How to Create a Signature in PDF Using Windows

How to Request a Signature for Word or Google Docs

You can also request signatures for Microsoft Word documents and Google Docs. While both platforms offer ways to prepare documents for signing, converting your file to a PDF before sending it often provides a smoother signing experience and helps preserve the document's formatting.

For Word files:

You have several options for requesting a signature:

• Insert a signature line directly into the document.
• Convert the document to a PDF before sending it for signature.
• Use an electronic signature platform to send the document for online signing.

For Google Docs:

If your document is stored in Google Docs, you can:

• Use a supported eSignature add-on.
• Export the document as a PDF.
• Send it through an electronic signature platform for secure online signing.

Best practice: If you're sending an important document such as a contract, proposal, or agreement, convert it to a PDF first and send it through an electronic signature platform like Fill. This preserves your formatting, provides a more professional signing experience, and lets you track when the document is viewed and signed.

Helpful resources:

• How to Insert a Signature in Word
• How to Sign Documents in Google Docs

How to Ask Someone to Sign a Document on Mobile

Many people now review and sign documents from their phones or tablets.

If your recipient is signing on mobile:

• keep instructions short
• use mobile-friendly signing links
• avoid requiring downloads whenever possible

Choose an eSignature platform that allows recipients to sign directly from their phone's browser without creating an account.

Related guides:

• How to Sign Documents on Your iPhone
• How to Sign Documents on Android
• How to Sign Documents on an iPad
• How to Sign Documents on Your Mac
• How to Sign Documents Online for Free

Which Option Should You Use?

There are several ways to request a signature, and the best option depends on your workflow. While emailing attachments works for occasional requests, businesses that regularly send contracts, agreements, or forms often benefit from using an electronic signature platform.

Request Signatures Using Fill

Collecting electronic signatures is the quickest way to get documents signed. You can do this with Fill. All of the signing processes are made easy with its features where you can:

• Customize contract templates: Document signing is much faster since you no longer have to write contracts from scratch.
• Receive real-time notifications: Know immediately when the document is signed and if changes were made in the document.
• Enable the Decline to Sign option: Allow signers to formally reject a document when necessary, keeping the process transparent and ensuring clear communication.
• Collect legally-binding signatures: No more worries about compliance with regulations such as HIPAA, GLBA, ESIGN, and UETA.
• Integrate with other productivity tools: Add document management and electronic signature functionality seamlessly to your existing apps and services.

Experience how easy it is to request eSignatures with Fill. Start your free trial today.

Frequently Asked Questions

How do you politely ask someone to sign a document?

Politely explain the purpose of the document, provide signing instructions, and use courteous phrases such as:

• “Please review and sign at your convenience.”
• “Could you kindly sign and return the attached document?”
• “We’d appreciate your signature to proceed.”

What is the best way to ask for a signature by email?

The best approach is to keep the email short, professional, and specific. Mention:

• what the document is
• why the signature is needed
• when you need it signed
• how to complete the signing process

How do you ask someone to sign and return a document?

You can say: “Please sign and return the attached document at your earliest convenience.”

Or: “Kindly review, sign, and send back the attached agreement.”

How do I request an electronic signature?

Upload the document into an eSignature platform, add the signer’s email address, and send the signing request. The recipient will receive a secure link where they can review and sign online.

What's the easiest way to send a document for signature?

The fastest option is to upload your document to an electronic signature platform, add the recipient's email address, and send a secure signing request. This eliminates printing, scanning, and manual follow-up while allowing you to track when the document is viewed and signed.