How To Sign a Document Sent by Email?

When it comes to understanding how to sign a document sent by email, the process might seem straightforward, but it often involves multiple steps to ensure security, efficiency, and compliance. Whether you’re sending payment receipts to a client or seeking approvals for a critical business document, email remains one of the most commonly used channels. However, managing signatures via email can be done in several ways, depending on whether you’re using traditional methods or modern digital tools.

In this guide, we’ll explore the best practices for how to sign a document sent by email, ensuring a secure and seamless experience.

 

Old Way of Signing Documents Sent by Email  

Sending documents through email for approval is not new, however, before the widespread adoption of digital tools such as electronic signatures, signing these documents involved using wet signatures.  

• Preparation and Sending the Documents for Approval: You prepare the document for getting approval or signatures by creating all relevant fields, including fields for signatures. You will send the documents to trusted recipients through email.   
• Printing and Signing the Document: Documents which require a signature for approval are printed by the recipient. Once the documents are printed, the recipients will sign the document in all the relevant fields using ink.   
• Scanning and Sending the Documents: Once you have printed and signed the document, the next step is to scan the documents using a scanner and send the document back to the sender through email.  

Printing paper copies of sensitive documents also meant an increased risk of vulnerability exposure. In cases where approvals or signatures from multiple parties are required, this decentralized process involving wet signatures proved highly inefficient, resulting in multiple copies of the same document.  

Best Practices for Signing a Document Sent by Email

Handling electronic signatures via email may seem simple, but ensuring security, efficiency, and legal compliance requires a structured approach. Below are key best practices to follow when signing documents sent via email, whether you’re the sender or the recipient.

1. Verify the Sender’s Authenticity

Before opening or signing any document, it’s crucial to confirm the sender’s legitimacy to prevent fraud or phishing attempts.

✅ Check the email domain: Official organizations use verified domains (e.g., @companyname.com). Be cautious of suspicious domains or personal email addresses.
✅ Look for inconsistencies: Scammers often use small misspellings or altered domain names to impersonate trusted sources.
✅ Verify the request separately: If you’re unsure, reach out to the sender through a known communication channel before signing.
✅ Avoid clicking random links: Instead of clicking directly on email links, navigate to the company’s website or use your electronic signature platform.

2. Use a Secure and Compliant eSignature Platform

Not all eSignature solutions offer the same level of security. Choosing a legally compliant and feature-rich platform ensures the validity of signed documents.

✅ Select an industry-leading solution like Certinal eSign, which adheres to eIDAS, ESIGN Act, UETA, 21 CFR Part 11, and other compliance standards.
✅ Ensure encryption standards: A secure eSignature platform should use AES-256 encryption for data protection and SSL/TLS protocols for secure transmission.
✅ Check for audit trails and tamper-evident features: Certinal eSign ensures every document has a detailed activity log, preventing unauthorized modifications.
✅ Avoid manually scanning and sending signed documents: Instead of printing, signing, and scanning, opt for direct eSigning through a certified platform.

3. Enable Multi-Factor Authentication (MFA) for Additional Security

Electronic signatures are legally binding, but unauthorized access can compromise sensitive agreements. Enabling Multi-Factor Authentication (MFA) ensures that only the intended signers can access and sign documents.

✅ Choose eSignature solutions that support MFA: Certinal eSign provides two-factor authentication (2FA) via SMS, email OTPs, or biometric authentication.
✅ Use role-based access control (RBAC): Assign specific roles to signers (e.g., approvers, reviewers) to prevent unauthorized changes.
✅ Restrict access with IP-based authentication: Some platforms allow geolocation and IP-based restrictions, ensuring only authorized users from specific locations can sign.

4. Ensure Legal Compliance and Enforceability

Before signing, ensure that your electronic signature meets the necessary legal and regulatory requirements.

✅ Check if the platform adheres to jurisdiction-specific laws: Different regions have different regulations, such as:

• ESIGN Act & UETA (USA)
• eIDAS (EU)
• IT Act 2000 (India)
• 21 CFR Part 11 (for healthcare and life sciences in the U.S.)

5. Keep a Digital Record of Signed Documents

Even though digital agreements eliminate the need for paper, proper record management is crucial for legal and operational reasons.

✅ Use cloud-based storage with version control: Certinal eSign offers secure document storage with access controls and version tracking.
✅ Automate retention policies: Configure your eSignature solution to auto-archive signed documents based on regulatory requirements.
✅ Maintain backup copies: Ensure that copies of signed documents are available in encrypted cloud storage, corporate servers, or regulatory archives.
✅ Set up automated reminders for renewal-based contracts: For agreements that require periodic re-signing, automated alerts prevent delays and legal risks.

How to Install an Electronic Signature Add-on for Gmail

Using an electronic signature add-on for Gmail allows you to sign documents directly from your inbox, eliminating the need to download, print, or scan documents. With Certinal eSign, you can streamline approvals and ensure legally compliant document signing right within Gmail.

Follow these step-by-step instructions to install and use an electronic signature add-on for Gmail:

Step 1: Access the Google Workspace Marketplace

1. Open Gmail and click on the gear icon (⚙️) in the top-right corner.
2. Select “See all settings” and navigate to the “Add-ons” tab.
3. Click “Get add-ons”, which will open the Google Workspace Marketplace.

Step 2: Search for Certinal eSign or Other eSignature Apps

1. In the Google Workspace Marketplace search bar, type “Certinal eSign” or “electronic signature”.
2. Select a trusted eSignature provider from the list.
3. Click on the add-on and select “Install” to begin the setup process.

Step 3: Grant Necessary Permissions

1. After installation, Gmail will request permission to integrate the add-on with your inbox.
2. Click “Allow” to grant the add-on access to your email attachments (this is necessary for signing documents).
3. Once installed, you will see a new Certinal eSign icon in your Gmail toolbar.

Step 4: Sign a Document Directly from Gmail

1. Open an email with an attached document (PDF, Word, or other supported formats).
2. Click on the Certinal eSign icon in the Gmail toolbar.
3. The document will open in Certinal eSign’s interface, where you can:
   • Add your digital signature
   • Place initials or date fields
   • Send the signed document directly back to the sender
4. Click “Sign & Send”, and the signed document will be automatically attached and emailed back.

Step 5: Request Signatures from Others

1. If you need someone else to sign, click “Request Signature” instead of signing it yourself.
2. Enter the recipient’s email address and add signature fields where needed.
3. The recipient will receive an email with a secure signing link to complete the process.
4. You’ll receive a real-time notification once they sign the document.

Step 6: Track & Manage Signed Documents

1. Open Certinal eSign’s dashboard from the Gmail add-on.
2. View all pending, completed, and in-progress signatures in one place.
3. Download signed agreements or store them in cloud storage for compliance and security.

Why Use an eSignature Add-on for Gmail?

✅No more downloading & scanning: Sign directly from your email.
✅Faster approvals: Get documents signed in minutes, not days.
✅Legally binding & secure: Certinal eSign ensures compliance with eIDAS, ESIGN Act, UETA, and global regulations.
✅Audit trails for every signature: Track who signed, when, and from where.
✅Works across devices: Sign on desktop, mobile, or tablet effortlessly.

Certinal eSign: Using Electronic Signature to Sign Document Sent by Email  

• Creating the Signature Workflow: Upload the documents to the electronic signature platform and create signature fields in the documents. To avoid working with multiple copies of the document for approval on the same document, a workflow is created that links each signature field to the appropriate recipient.  
• Adding and Sending Documents to Recipients: Add relevant recipient email addresses in your electronic signature platform from whom you seek approval on the documents.  
• Securing Approval: Once the recipients added by you receive the documents, they can securely sign the documents to give their approval. You will be notified once recipients sign off on the fields linked to them.  

Using electronic signatures for securing approval on documents sent by email eliminates the hassle of dealing with wet signatures. It ensures secure and efficient signing experience for the signer and the one seeking approval.  

Is It Safe to Use an Electronic Signature?  

Electronic signatures, such as Certinal eSign, protect documents and signatures against security threats and ensure compliant document signing. Electronic signature software is equipped with audit trails that ensure the integrity of the documents. In short, all this means documents signed using electronic signatures are tamper evident, providing conclusive evidence of any attempt to tamper with the document or the signature. So, you can be confident that all documents signed using electronic signatures are safe and protected against tampering.  

Conclusion  

Getting approvals has never been easier. With Certinal eSign, you can send documents for signatures or secure approvals. Based on advanced technology, electronic signatures ensure highly secure document signing. Certinal eSign also provides compliant document signing with its exhaustive coverage of local and global compliance requirements.  

Book a demo with us today if you want to learn more about electronic signatures for business workflows. 

Frequently Asked Questions (FAQs)

1. How do I send a document for signature via email?
Upload the document to your electronic signature platform, add signature fields, and input the recipient’s email address. The platform sends an email to the recipient with a secure link to review and sign the document.

2. Can multiple recipients sign the same document?
Yes, electronic signature platforms allow you to set up workflows where multiple recipients can sign the document in sequence or parallel. Each recipient is assigned specific fields to sign.

3. What happens after a recipient signs the document?
Once a recipient signs the document, you are notified. The document is updated in real-time, and you can track the progress of signatures via the platform’s dashboard.