Electronic signature best practices: 10 rules of thumb

Before you send

• 1. Send the final version. Read it through, check every page is there, and turn it into a PDF so the layout can’t shift.
• 2. Use each person’s own email address. A private link sent to their own address is part of what shows who signed. Avoid shared inboxes.
• 3. Include everyone who must sign, in the right order. Use a signing order only when it matters, for example when a manager approves before a client signs.
• 4. Say what it is and what matters. A short message and a few key points the signer confirms reading make it clear what they agreed to.
• 5. Match the checks to the document. Everyday papers need nothing extra. For sensitive ones add an access code given by phone; for high-value ones check ID; for deeds, have a witness in the room.

While it’s being signed

• 6. Set a deadline, and let reminders do the chasing. People sign sooner with a date, and polite automatic reminders save you awkward follow-ups.
• 7. Never sign for someone else. If you hand your device to someone so they can sign in person, record that you did, so the trail shows it.

After it’s signed

• 8. Keep the signed file exactly as it is. Re-saving it, printing it to PDF or compressing it changes the file and its fingerprint. Keep the original download.
• 9. Give everyone their copy. Each person should have the signed document with its record of who signed and when.
• 10. Decide how long to keep it. Keep signed documents as long as you need them, for example for the length of a contract plus any period for claims, then delete what you no longer need. It is good data protection practice.

Docket Secure does most of this for you: key points, access codes, deadlines and reminders, sign in person, a copy for everyone, a fingerprint on every signed file and auto-delete on the schedule you choose.