How To Sign A Document Sent By Email: Step-by-Step Guide
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How To Sign A Document Sent By Email: Step-by-Step Guide


In the current digital era, both business professionals and college students frequently sign documents delivered to them via email. However, a lot of people still have trouble with this procedure, asking things like, "What is an electronic signature?" and "How can I make sure my signature is legal?" This detailed guide seeks to give a thorough overview of the procedure, including the many kinds of electronic signatures, how to produce and include them in a document, and best practices for guaranteeing the legitimacy of your signature. So this advice will help you sign documents with confidence whether you're delivering them to coworkers or turning in assignments to teachers.

Why Is It Important To Know How To Sign Documents Sent By Email?

Email has taken over as the main form of communication for business and academic purposes in today's fast-paced world. A signature is frequently required for the validity of many crucial documents, including contracts, agreements, and assignments, which are frequently communicated through email. Understanding how to sign an email-sent document not only saves time and work but also ensures the document's validity and authenticity.

Additionally, using electronic signatures makes the process more economical and environmentally responsible by eliminating the need for printing, signing, and scanning physical copies. Therefore, anyone hoping to thrive in their professional or academic endeavors must learn how to properly sign an email-sent document.

Understanding The Different File Formats

Word and PDF files are the two most popular file types for documents. While Word documents are more adaptable and editable, PDF documents are typically recommended for formal documents that need to keep their formatting and design.

Make sure you have the necessary software to open and edit the file when you receive a document to sign. For opening PDF and Word documents, the majority of computers have built-in software. However, if you want to edit the document or add an electronic signature, you may need to download additional software, such Adobe or DocuSign.

We advise using Artlogo, which provides a simple and transparent approach to alter and insert digital signatures to documents, for the quickest and easiest procedure.

It will be simpler and more effective to sign an email-sent document if you are aware of the various file formats and have the required software.


Digital Signature Options

Once you have the necessary software, it's critical to comprehend the various electronic signature options. Basic electronic signatures, advanced electronic signatures, and certified electronic signatures are the three main categories.

The most basic kind of electronic signature is as easy to create as typing your name or uploading an image of your signature. To ensure the integrity of the signature, advanced electronic signatures need extra security measures like password protection or distinctive digital IDs. The most reliable and legitimate kind of electronic signature is a qualified one, which needs a certificate from a recognized supplier.

Consider the amount of security and document validity needed when deciding the kind of electronic signature to use. Advanced electronic signatures are adequate for the majority of academic and professional needs. However, a qualified electronic signature might be required for papers that are more important or sensitive.

How To Sign A Document Sent By Email Step-by-Step

Step 1: Open the email containing the document you need to sign.

Step 2: Download and open the document using the appropriate software.

Step 3: Review the document to ensure that all information is accurate and complete.

Step 4: Determine the type of electronic signature required and choose the appropriate option.

Step 5: If using a basic electronic signature, type your name or upload an image of your signature in the appropriate field.

Step 6: If using an advanced electronic signature, follow the prompts in the toolbox to add additional security features such as a password or digital identifier.

Step 7: If using a qualified electronic signature, ensure that you have the necessary certificate from an accredited provider before adding your signature.

Step 8: Save the signed document and make a copy for your records.

Step 9: Send the signed document back to the sender as instructed in the email.

You can confidently and easily sign an email-sent document by following these instructions. Never forget to select the proper electronic signature type based on the document's required level of security and legal validity. It is possible to complete the signature of an email-sent document quickly and effectively with the correct equipment and skills.

Tips For Ensuring a Smooth Signing Process

To ensure a smooth signing process, here are a few additional tips to keep in mind:

  1. Make sure you have the necessary software to open and sign the document. If you don't have the correct software, you may need to download it or ask the sender to convert the document to a different format. Artlogo, Signnow and Signeasy all offer the ability to sign documents smoothly.
  2. Read the instructions carefully to ensure you are signing the document correctly. If you have any questions or concerns, don't hesitate to reach out to the sender for clarification.
  3. If you are using an image of your signature, make sure it is clear and legible. If it is not, you may need to create a new signature image or sign the document using a different method.
  4. Double-check that you have signed and saved the document correctly before sending it back to the sender. This will help avoid any delays or errors in the signing process.
  5. Plugins: Consider using plugins such as DocuSign or Adobe Sign for a more efficient and secure signing process. These plugins not only allow for electronic signatures, but also offer features such as automatic reminders and document tracking.

By following these tips and the step-by-step guide outlined above, you can confidently sign a document sent by email and ensure that it is legally binding and secure.

How Can I Draw My Signature Digitally?

If you'd rather draw your signature digitally, Artlogo is an excellent choice. This online platform provides unique signature designs made by qualified calligraphers and designers.

With Artlogo, you may either get a professionally crafted handwritten signature or draw your own signature on a computer, tablet, or mobile device. Their staff of calligraphers, designers, and brand advisors will get to work as soon as you submit your order along with any necessary details and/or sample signatures. The result is a 100% handwritten signature that is one of a kind and may be used for branding, document signing, and email signatures, among other things.

Your digital signature will be more likely to be accepted as a legitimate signature for legal documents or significant emails if it appears polished and professional thanks to the use of a tool like Artlogo. Additionally, developing your own brand and making yourself stand out from your peers or colleagues can help with creating a distinctive and memorable trademark.

How Do I Share My Email Document Once Signed?

It's time to return the paper to the sender or the intended recipient after you have signed it. Here's how to send an email with your signed document attached:

  1. Save the signed document on your computer or device.
  2. Open your email client and create a new message.
  3. Attach the signed document to the email by clicking on the "Attach" icon or dragging and dropping the file into the body of the email.
  4. Add a subject line and any necessary message or notes to the recipient.
  5. Double-check that the attached document is the correct one and that it has your esignature attached.
  6. Click "Send" to complete the process.

Can I Print My Email Document And Sign With a Pen?

Your email document can be printed out and signed with a pen. This, however, negates the point of electronically signing a document, and it might not be permitted in some circumstances. It is best to always check with the sender or recipient to see if a physical signature on paper is necessary or if a digital signature is sufficient. Print the document, sign it with a pen if a physical signature is required, scan it, and then send it back to the sender or recipient.

Common Issues Encountered When Signing Documents Sent By Email

One of the most frequent mistakes is sending an email without first attaching the signed paper. By verifying that the attached document is actually the signed version, this may be easily avoided.

Lack of the proper software or instruments to sign the paper electronically is another potential problem. It's crucial to consider all available options in this situation, like using a program like Artlogo or asking the sender or recipient whether a physical signature is appropriate.

Last but not least, it's critical to confirm that the document being signed is the correct version and that all alterations have been done before signing. It's always a good idea to carefully read the document before signing it and returning it to prevent any misunderstandings or potential problems.

Are There Any Risks Associated With Signing a Document Sent By Email?

Yes, there are risks associated with signing a document sent by email. One significant danger is that the document may be hacked or intercepted during transmission. This could jeopardize the security of your signature. The document could be altered after signing, causing serious legal or financial consequences.

To mitigate these risks, it is important to use secure email services and to only sign documents that you have verified as being legitimate. Using digital signature software with encryption and authentication is strongly advised to maintain the integrity of signed documents.

As a business professional or college student, it is important to exercise caution and diligence when signing documents sent by email to protect your personal and professional interests.


In conclusion, electronically signing a document is a straightforward procedure that needs careful planning and execution. You may make sure that your e-signature is correctly attached to the document and that it is sent back to the receiver without any problems by following the above-described steps. Always review the attached file twice and ask the sender or receiver whether a physical or digital signature is necessary. You can show your competence and professionalism as a businessperson or college student by doing this.

Final Thoughts

When it comes to signing electronic documents, you want to ensure it's done securely, safely, and with a personal touch. That's where Artlogo comes in. Our services cater to students and business professionals worldwide who want to leave a lasting impression whenever they sign. We take pride in helping you make your own handwritten signature and leave a brand on all your important documents. Don't settle for a bland signature, use Artlogo and sign with confidence today!



    Article written by

    Cynthia Post, Marketing and Branding Expert


    Cynthia is a seasoned marketing professional with over ten years of management experience in the top tier global companies of the world. She’s been helping companies to thrive and grow their sales throuhgout her career after graduating from еру London School of Economics with honors. Branding, which includes both marketing and design, is her biggest passion that has been keeping her in the 5am club over the last 7 years. She is very focused on detail, new solutions and industry trends.

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