How to send a PDF for signature

Attachment versus signing request

You can attach a PDF to an email and write 'please sign and return'. The recipient prints, signs and scans it, or draws on it in Preview and replies. It works, and for low-stakes paperwork it may be enough.

A signing request is different. The document lives with the service, the signer receives a link rather than a file, and every action is logged: when the email was opened, when the code was confirmed, when they signed, from what IP address and device. The finished file comes back sealed, so you know it has not been edited. That is the evidence you want if a client ever disputes an invoice or a tenant disputes a clause.

Sending a PDF with Sign PDF

Go to signpdf.ai and upload the PDF. You do not need an account to see the result: we place the signature, initials, date and name boxes and label each with the signer it belongs to, based on the words around the blank. You sign up (Google in one click, or an email code) when you are ready to send.

Review the boxes, add each signer's name and email, and send. You can write a short message that appears in the email, set an expiry date, and sign the document yourself. On the Full plan you can make people sign in order and switch on automatic reminders.

From the dashboard you can see who has signed, send a reminder, or void the document if you need to fix something. When everyone has signed, all parties receive the sealed PDF with its certificate of completion.

If you already pay for Google Workspace or Adobe

Google Docs and Drive include an eSignature feature on Workspace Individual and certain business plans. Open the PDF in Drive, click the More menu and choose eSignature, drag Signature, Initials, Name and Date signed fields onto the page, then click Request signature. Google allows up to 10 signers per request. If you already pay for an eligible plan, it costs nothing extra.

Adobe Acrobat's paid plans also send documents for signature. If your organisation already has Acrobat, use it. Sign PDF suits people who want something lighter, paid monthly, without an annual commitment.

Tips that get PDFs signed faster

A few small things cut chasing time.

• Use the email address the person actually reads. The signing code goes there.
• Write a one-line message saying what the document is and when you need it back.
• Fill in everything you can before sending, so they only sign.
• Set an expiry date for quotes and offers so the urgency is real.
• Turn on reminders (Full plan) rather than chasing by phone.