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Crafting a Professional Email Request for Document Signatures
Reaching out for signatures on important documents via email is a common practice in the business world. However, composing an effective email that gets the job done promptly and professionally can be an art form.
Here’s a step-by-step guide to help you structure your email requests for signatures:
Also Read
Subject Line:
* Keep it clear and concise, like “Request for Signature on [Document Name]”
Greeting:
* Start with a formal salutation, followed by the recipient’s name.
* Example: “Dear [Recipient’s Name],”
Introduction:
* Briefly explain why you’re writing and the purpose of the document.
* Example: “I am writing to request your signature on the Non-Disclosure Agreement (NDA) for our upcoming project.”
Document Details:
* Provide specific details about the document:
* Name of the document
* Number of pages
* Any specific clauses or sections that require their attention
- Example: “The NDA is a 2-page document that outlines the confidentiality obligations for both parties involved in the project.”
Review and Signature Process:
* Explain how they should review the document and sign it.
* Specify if you require an electronic signature or a physical signature.
* Provide instructions on how to return the signed document.
* Example: “Please review the NDA carefully and sign on the designated signature lines. You can return the signed copy to me by email at [email address].”
Deadline:
* If applicable, include a deadline for when you need the signature to ensure timely execution of the document.
* Example: “Your signature is requested by [date].”
Call to Action:
* End the email with a clear call to action, such as:
* Example: “Please let me know if you have any questions or require any assistance.”
Sign-Off:
* Thank the recipient for their time and end with a professional closing.
* Example: “Thank you for your attention to this matter. I appreciate your prompt response.”
Additional Tips:
| Tip | Description |
|---|---|
| Proofread | Check for grammar and spelling errors before sending. |
| Attachments | Attach the document for their reference. |
| Follow-Up | If you haven’t received a response within a reasonable time, follow up politely. |
Sample Email Requests for Document Signatures
New Job Offer
Dear [Recipient Name],
I hope this email finds you well. I am writing to request your electronic signature on your new job offer for the position of [Position Name]. Please click on the link below to review and sign the document.
[Signature Request Link]
Thank you for your prompt attention to this matter. We are excited to have you join our team!
Best regards,
[Your Name]
HR Manager
Employee Handbook Acknowledgement
Dear [Recipient Name],
I am writing to request your electronic signature on the employee handbook acknowledgement form. This form confirms that you have received and read the latest version of our company handbook.
[Signature Request Link]
Please sign the form by clicking on the link above. Your signature indicates that you acknowledge receipt of the handbook and agree to abide by its policies and procedures.
Thank you for your time and attention.
Best regards,
[Your Name]
HR Manager
Confidentiality Agreement
Dear [Recipient Name],
As part of your onboarding process, we require you to sign a confidentiality agreement. This agreement outlines the confidential information that you may encounter during your employment and your responsibilities to protect it.
[Signature Request Link]
Please click on the link above to review and sign the confidentiality agreement. Your signature indicates that you understand and agree to the terms of the agreement.
Thank you for your cooperation.
Best regards,
[Your Name]
HR Manager
Performance Evaluation
Dear [Recipient Name],
I am writing to request your electronic signature on your annual performance evaluation. This evaluation covers your performance during the past year.
[Signature Request Link]
Please sign the evaluation by clicking on the link above. Your signature indicates that you have reviewed the evaluation and either agree or disagree with its contents.
Thank you for your time and feedback.
Best regards,
[Your Name]
HR Manager
Leave of Absence Request
Dear [Recipient Name],
I am writing to request your electronic signature on your leave of absence request form. This form outlines the type of leave you are requesting, the dates of your absence, and the reason for your absence.
[Signature Request Link]
Please sign the form by clicking on the link above. Your signature indicates that you have reviewed the form and agree to the terms of your leave of absence.
Thank you for your cooperation.
Best regards,
[Your Name]
HR Manager
Employee Termination Agreement
Dear [Recipient Name],
I am writing to request your electronic signature on your termination agreement. This agreement outlines the terms of your separation from the company, including the date of termination, severance pay, and benefits continuation.
[Signature Request Link]
Please sign the agreement by clicking on the link above. Your signature indicates that you have reviewed the agreement and agree to its terms.
Thank you for your time and dedication to the company.
Best regards,
[Your Name]
HR Manager
Document Revision Acknowledgement
Dear [Recipient Name],
I am writing to request your electronic signature on the acknowledgement form for the revised version of the company policy manual. This form confirms that you have received and read the revised policy manual.
[Signature Request Link]
Please sign the form by clicking on the link above. Your signature indicates that you acknowledge receipt of the revised policy manual and agree to abide by its policies and procedures.
Thank you for your cooperation.
Best regards,
[Your Name]
HR Manager
What to include in an email requesting signature on documents?
Subject
- Request for signature on [document name]
Body
- Begin with a professional greeting, such as "Dear [Recipient Name],"
- Clearly state the purpose of the email, e.g., "I am writing to request your signature on the attached document, [document name]."
- Briefly explain the nature of the document and its importance, e.g., "This document is necessary for [purpose]."
- Indicate where and how the recipient can sign the document, e.g., "Please sign the document electronically using the link provided."
- Mention if there is a deadline or timeframe for signing, e.g., "Your signature is required by [date]."
- Thank the recipient for their time and consideration, e.g., "Thank you for your prompt attention to this matter."
- Close with a professional closing, such as "Sincerely," or "Best regards,"
Attachments
- Attach the document that requires a signature.
- If necessary, also attach any supporting documents or instructions.
Well, there you have it, folks! I hope this quick guide has helped you with drafting your own email requesting a signature on documents. If you do happen to stumble upon any issues or have any questions, feel free to give us a holler. Remember, we’ve got your back when it comes to navigating the world of emails and document signing.
Thanks a bunch for taking the time to read this article. We appreciate it! If you found this helpful, be sure to check back for more tips and tricks. See you soon!