How to Email a Signed Document for Quick Approval

In today’s digital world, sending signed documents via email has never been easier. Leveraging electronic signature tools like Signaturely, DocuSign, and Adobe Sign ensures fast, secure, and efficient document handling, eliminating the need for printing, scanning, or faxing. Here’s everything you need to know about sending signed documents via email.

Why Email Signed Documents?

Emailing signed documents saves time, improves workflow efficiency, and provides instant delivery. With online tools, you can:

• Streamline approvals with quick turnarounds.
• Ensure legal compliance with robust security measures.
• Maintain document integrity through audit trails and encryption.

How to Email Signed Documents Using Signaturely

Signaturely simplifies the process of emailing signed documents. Follow these steps:

1. Create an Account: Sign up for a free or premium plan on Signaturely.
2. Upload Your Document: Add the file you need signed.
3. Add Recipients: Enter the email addresses of the individuals required to sign.
4. Insert Signature Fields: Drag and drop signature fields into the document.
5. Send for Signature: Click send, and Signaturely will notify recipients.
6. Track Progress: Monitor the signing process and receive notifications upon completion.

Key Features:

• Intuitive interface for easy navigation.
• Notifications for signing status.
• Compatibility with Google Drive, Dropbox, and OneDrive.

Alternatives to Signaturely

1. DocuSign

• Features: Advanced options like automatic reminders and customizable workflows.
• Integrations: CRM systems like Salesforce, Google Workspace, and Microsoft Office.
• Best For: Larger organizations with complex signing needs.

2. Adobe Sign

• Features: Customizable templates and robust authentication methods.
• Integrations: Seamlessly works with Adobe Acrobat, Microsoft Teams, and other platforms.
• Best For: Teams already using Adobe’s suite of products.

3. BlueNotary

• Specialty: Offers remote online notarization alongside eSignature capabilities.
• Best For: Documents requiring legal notarization and advanced security.

Ensuring Security When Emailing Signed Documents

When dealing with sensitive documents, prioritize security:

1. Use Encrypted Email Services: Protect documents with end-to-end encryption.
2. Password Protect Files: Add an extra layer of security to the documents.
3. Enable Two-Factor Authentication (2FA): Secure email and eSignature accounts.
4. Educate Recipients: Guide them on secure handling of signed documents.

Encryption Tip: Use AES-256 encryption for document security and services like PGP or S/MIME for secure email communication.

Key Considerations When Emailing Signed Documents

Legal Validity:

Ensure eSignatures comply with laws like the ESIGN Act in the U.S. or eIDAS in the EU.

Verify if certain documents (e.g., wills or deeds) require traditional signatures.

Backup Copies:

Store signed documents in secure cloud storage or encrypted local drives.

Document Integrity:

Utilize tools that provide an audit trail and verification features to ensure authenticity.

Recipient Communication:

Clearly explain the purpose and guidelines for handling signed documents.

eSignature Plugins for Email Platforms

Enhance your email experience with eSignature plugins:

• DocuSign Plugin for Gmail/Outlook: Access eSignature tools directly in your inbox.
• Adobe Sign Add-on: Add signing capabilities to emails without switching platforms.

Frequently Asked Questions About Emailing Signed Documents

1. How does Signaturely compare to DocuSign and Adobe Sign?

• Signaturely: Affordable and beginner-friendly, with plans starting at ~$10/month.
• DocuSign: Robust for enterprise-level needs, starting at ~$25/month.
• Adobe Sign: Ideal for Adobe ecosystem users, starting at ~$15/month.

2. Are electronic signatures legally valid?

Yes. They are legally recognized in many jurisdictions under laws like the ESIGN Act and UETA in the U.S., and eIDAS in the EU.

3. What if a recipient suspects tampering?

• Check the document’s audit trail or verification features.
• Request a new copy from the sender.
• Alert IT/security teams for further investigation.

4. Can I use eSignature tools with CRM or other platforms?

Yes. Tools like DocuSign and Adobe Sign integrate with platforms such as Salesforce, HubSpot, and Microsoft Dynamics for seamless workflows.

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Conclusion

Emailing signed documents has never been easier with tools like Signaturely, DocuSign, and Adobe Sign. By prioritizing security and leveraging advanced eSignature features, you can confidently streamline approvals while safeguarding sensitive information.

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