A practical signing guide
How to request signatures online.
A good signature request starts before you send the email. Prepare the right document, assign the right people and check what each person needs to complete. Use this workflow to organize a request in Naxas Sign.
Before you begin
Have the current document, the intended signers' names and email addresses, and any required completion date ready. Review the wording and confirm that electronic signing is appropriate for the agreement. This guide explains the sending process; it does not provide agreement terms or determine legal requirements.
Sending requests requires the appropriate account and document allowance. New accounts and paid plan activation are arranged with our team. Check the launch plans and limits if you are choosing a sending plan.
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Prepare the document
Upload a PDF or Word document, or use the in-app document writer to prepare one from a template. Review names, dates, scope and any attached terms before proceeding. If you are reusing a document, check for details left over from a previous agreement.
Save time on repeat requests with a reusable template, while still reviewing the content for each new use.
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Confirm the people and their roles
List everyone who needs to sign and verify their email addresses. Decide whether signatures can follow your normal workflow or need a specific order. Naxas Sign supports signing order so people can sign in sequence when that is needed.
A spelling mistake in an email address or an unclear signer role can delay a request. Confirm both before adding fields.
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Place and check each field
Add signature, initials, date and text fields as needed, assigning them to the correct person. Review every page and make sure fields do not obscure the document's text. Check that each signature belongs to the intended signer rather than assuming the order of the fields establishes ownership.
For a template, review the saved fields and roles against this specific request.
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Review the request, then send
Check the document version, recipients, fields and signing order together. Set reminders and an expiry date appropriate to your timeline. Send only when the request is ready for each recipient to review.
Recipients open the signing link from email and complete the requested verification steps. Guests can sign without creating an account, using a phone or laptop.
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Follow progress and retain the result
Check who has viewed and signed. Before chasing an outstanding signature, review the request's current status and whether a signing order means another person must act first.
When completed, the document includes a signed PDF and certificate. Retain them together with the agreement's other records. The signing app also supports verification of a completed document and provides its activity record.
Common questions
Does every signer use part of the allowance?
The published plan allowance counts each document sent for signature once, however many signers it has. Signing a document that someone sends to you does not use a sending allowance.
Do recipients need an account?
Guest signing does not require an account. Recipients use their email signing link and follow the verification steps requested for that document. They should use their own invitation rather than share a signing link with someone else.
What if I send the same type of document often?
Reusable templates can keep fields and roles consistent. Pair the template with a short review checklist for the details that change. The feature overview explains templates, signing order and completion records, while the small-business guide helps you plan team usage.
Ready to plan your first request?
Confirm access and the right sending allowance.
Contact our team with your expected document volume and workflow requirements. If you already have an account, open the signing app to continue.