Sending documents back and forth electronically is a common part of life, especially in the professional world. Knowing how to do it correctly, including when to send a signed document back, is crucial. This guide walks you through the process of how to email back a signed document, providing useful email samples to help you get it right every time. Whether it’s for a job offer, contract, or any other important paperwork, understanding the best practices for sending and receiving signed documents ensures a smooth and professional experience.
Understanding the Basics: Signing and Returning Documents
Before we dive into the email samples, let’s quickly cover the essentials. When you receive a document to sign, you’ll usually have a few options:
- Digital Signature: Some documents allow for digital signatures, which you can often add directly within the document using tools like Adobe Acrobat.
- Print, Sign, Scan: You might need to print the document, sign it with a pen, scan it, and then attach the scanned copy to your email.
- Electronic Signature Platforms: Services like DocuSign or SignNow can be used for signing, and the signed document can then be downloaded.
It’s important to follow the instructions provided by the sender about how they want the document returned, as the correct format ensures your signature is valid. Once you have your signed document ready, it’s time to email it back!
Email Example: Returning a Signed Contract
Subject: Signed Contract - [Your Name] - [Document Name]
Body:
Dear [Sender Name],
Please find attached the signed contract for [Document Name].
Let me know if you require anything further.
Thanks,
[Your Name]
Email Example: Returning a Signed Offer Letter
Subject: Offer Letter - [Your Name]
Body:
Dear [Hiring Manager Name],
Thank you so much for the offer! I’ve attached the signed offer letter, and I’m excited to join the team.
I look forward to starting on [Start Date].
Best regards,
[Your Name]
Email Example: Returning a Signed NDA (Non-Disclosure Agreement)
Subject: Signed NDA - [Your Name] - [Company Name]
Body:
Dear [Sender Name],
Attached is the signed Non-Disclosure Agreement (NDA) as requested.
Please confirm receipt.
Sincerely,
[Your Name]
Email Example: Returning a Signed Amendment to a Contract
Subject: Signed Amendment to Contract - [Your Name] - [Document Name]
Body:
Dear [Sender Name],
I have reviewed and signed the amendment to the contract. The signed document is attached.
Please let me know if you have any questions.
Regards,
[Your Name]
Email Example: Returning a Signed Form with a Specific Request
Subject: Signed Form - [Your Name] - [Document Name] - Regarding [Subject]
Body:
Dear [Sender Name],
Attached is the signed form for [Document Name].
I would like to request [Specific Request]. Please let me know if this is possible.
Thank you,
[Your Name]
Email Example: Following Up on a Signed Document (If No Confirmation Received)
Subject: Following Up: Signed [Document Name] - [Your Name]
Body:
Dear [Sender Name],
I’m following up to confirm that you received the signed [Document Name] that I sent on [Date]. The document is attached again for your convenience.
Please let me know if you need anything else from me.
Best,
[Your Name]
In conclusion, sending back a signed document is usually a simple process, but getting it right is important. By following these steps and using these email samples, you can confidently return signed documents and maintain a professional image. Remember to always double-check the attachment and subject line for accuracy, and you’ll be all set!