How to Write an Email Requesting a Signature on Official Documents

In this blog post, we will look at how to send an email requesting someone to sign the documents promptly, along with that we will look at some tips to remember, best practices and a sample email that you can copy. So let us jump in.

Marketing Expert at Routine

It can be frustrating to wait for things to happen and it is especially true when what you need is a simple signature but there is a lot of delay or lack of communication causing the delay.

So in this blog post, we will look at how to send an email requesting someone to sign the documents promptly, along with that we will look at some tips to remember, best practices and a sample email that you can copy. So let us jump in.

Tips to Remember

• Clearly state the reason you need the signature and the consequences of not getting it on time.
• Inform the recipient about the time frames and state the deadline information so that there is no ambiguity.
• Add context to why the signature is important, the processes it will start and potential teams that might be impacted by an early or late submission.

Best Practices

• Start the email politely so that the recipient feels at ease and can swiftly consider the request which is unlikely if you start your email with a hostile or antagonistic tone.
• Thank them for their cooperation and clearly state your appreciation for their time in ensuring that the process runs smoothly and on time.
• Always end your email with a CTA to increase the chances of them taking action immediately and avoiding any unnecessary delays.

Sample

Subject: Signature Request on [Document Name]

Dear [Recipient’s Name],

Hope this email finds you well. I am writing this email to request your signature on the [Document Names] documents by [Deadline Date].

These documents need to be submitted to [Submission POC] by [Date] and it is critical to [Project or Task Name]. Any delay in the submission will cause inconvenience to processes that depend on it including [List Processes that Might be Impacted].

So please review, sign and share the documents before [Deadline Date] and if you have any questions or clarifications, please do not hesitate to reach out to me.

Thank you for your cooperation and swift response, it has been critical to getting this process moving given the timelines.

Conclusion

Asking someone’s signature is simple and now that you know the tips and tricks, best practices of how to do it, the task got a lot simpler. So what are you waiting for? Use the sample email shared or draft an email yourself and request that signature.

Thanks for reading. Also, check out Routine if time is important to you. Routine is free to use.

Try Routine today

Sign up and get started for free.