How to Ask Someone to Sign a Document - ‘Please Sign and Return’ (2024)

In the world of professional email communication, certain phrases are like tools – they help get the job done. One such phrase is "Please sign and return."

Think of how many times you have had to say 'please sign and return.' It's an essential phrase for effective email communication.

Our blog post today unpacks this phrase, shedding light on when to use it, different ways to convey the message, and tips for effective communication.

Whether you're new to the workplace or a seasoned professional, mastering this phrase can streamline your email exchanges and enhance your professionalism.

When to Say 'Please Sign and Return'

Think about the last time you needed a document signed quickly. In today's fast-paced work environment, emails are the go-to method for getting those important signatures.

It's not just about asking for a signature; it's about knowing when it's appropriate and necessary to use the phrase "Please sign and return."

This small addition to your emails can make a big difference in how efficiently your work flows. Here are some everyday work situations where this phrase is particularly useful.

Here are a few times when the phrase 'please sing and return' is useful:

Contract Agreements

When sending contracts or agreements via email, it's essential to prompt the recipient to sign and return the document. This ensures both parties are legally bound and understand their obligations.

For example, in a job offer letter, you might write, "Please sign and return this offer letter to confirm your acceptance of the terms."

Permission or Approval Documents

In situations where you need written permission or approval, this phrase is crucial.

For instance, if you're requesting authorization for a project from a supervisor, your email might include, "Please sign and return the attached approval form to proceed with the project."

Legal and Compliance Documents

For legal and compliance matters, having a signed record is often mandatory.

Whether it's a non-disclosure agreement or a compliance acknowledgment form, using "Please sign and return" makes it clear that a signature is required for compliance.

Employee Onboarding

During the onboarding process, new hires are often required to sign various documents.

An email sent to a new employee might say, "Please sign and return the attached employee handbook acknowledgment."

Policy Updates

When policies in an organization change, employees may need to acknowledge they have read and understood the new policies.

An email regarding this might state, "Please sign and return the policy acknowledgment form."

Financial Transactions

In cases involving financial agreements, such as loan documents or payment agreements, this phrase is commonly used.

An email might read, "Please sign and return the attached loan agreement to initiate the transaction."

Need to thank someone for their time after a meeting? Check out our article for templates you can use today!

Ways to Say 'Please Sign and Return'

Crafting the perfect email request for a signature is an art in itself. It's not just what you say, but how you say it that can influence the response time and enthusiasm of the recipient.

Different situations and relationships call for different tones and wording. Here's a guide to various ways you can phrase "Please sign and return," tailored to suit different professional contexts and ensure a prompt and positive response.

Let's dive into some common and effective variations of this essential phrase.

• Direct Request: Please sign and return the attached document at your earliest convenience.

• Formal Approach: Kindly acknowledge receipt of this email by signing and returning the enclosed document.

• Deadline Specific: Please ensure to sign and return the attached file by [specific date].

• Polite Suggestion: Could you please sign and return the document when you get a chance?

• Follow-up Reminder: As a reminder, please sign and return the document we previously discussed.

• Action-Oriented: To move forward, please sign and return the attached form.

• Mutual Benefit: To expedite our process, please sign and return this document at your earliest convenience.

How to Ask Someone to Sign a Document

When you need someone to sign a document, how you ask can be just as important as what you're asking them to sign.

A thoughtful approach can make the process smoother and more efficient for both parties. Here are some useful tips to consider:

• Be Clear and Concise: Start your email with a clear subject line, like "Signature Required for [Document Name]." In the body, quickly state the purpose of the document and why their signature is needed.

• Explain the Importance: Sometimes, people are more motivated to act when they understand the significance. Briefly explain why their signature is important or how it will impact the project or process.

• Provide a Deadline: Setting a specific deadline helps to convey urgency and can prompt quicker action. Be reasonable with your time frame to allow them to review the document.

• Make It Easy: Include the document as an attachment or provide a link if it’s stored online. Consider using electronic signature tools to simplify the process.

• Offer Assistance: Let them know you’re available to answer any questions or provide clarifications about the document. This can alleviate any concerns they might have about signing.

• Follow Up Politely: If the deadline is approaching and they haven't signed yet, a gentle reminder can be effective. Keep it friendly and professional, acknowledging their busy schedule.

• Express Gratitude: Always thank the person in advance for their time and cooperation. A little courtesy goes a long way in maintaining good professional relationships.

By following these tips, you can enhance the effectiveness of your request and foster a cooperative atmosphere with your colleagues and partners.

'Please Sign and Return' Email Samples

Email templates can be incredibly useful, especially when you find yourself repeatedly sending out similar requests for signatures.

They not only save time but also ensure consistency and professionalism in your communications. To help you get started, we've put together a few "Please sign and return" email samples.

Let's take a look at some examples that you can customize for your needs.

Copy templates to use them anywhere:

Letter Requesting Signature on Contract

How to Ask Someone to Sign an NDA

'Please Sign and Return' Letter or Email Sample

Sample Letter or Email - 'Please Kindly Sign and Return'

Check out our Common Work Emails page for more templates you can use today!

How to Automate Common Emails & Phrases

If you find yourself typing things over and over (such as 'please sign and return'), use Text Blaze a try to automate them with ease.

Text Blaze allows you to create smart text templates and insert them anywhere with keyboard shortcuts.

Text Blaze helps you automate repetitive typing, boost productivity, and save time with dynamic email templates that work wherever you do.

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Boost Your Email Communication With Ease!

"Please sign and return" is more than just a phrase; it's a key part of professional email etiquette. Knowing when and how to use it can make your communication more effective and your work processes smoother.

Whether you're confirming agreements, seeking approvals, or handling legal documents, this phrase is a concise yet powerful tool. Remember, the way you phrase your request can make a significant difference in how quickly and effectively you receive a response.

Use Text Blaze to automate repetitive typing and boost productivity with dynamic email templates!