OmniDocHow to urge the signing of an online contract: remind the other party to sign as soon as possible
After the contract is sent out, the other party still refuses to sign it. How can I push it forward without hurting the relationship and advancing the progress? This article explains the confirmation before signing, the phased follow-up rhythm, steps and verification methods after signing, and explains how to use OmniDoc signature request to issue a contract.
Key points of this article
- Before urging the signature, first confirm whether the other party has received the link and whether the contract version is correct. Most delays are due to receipt or version issues.
- Urgent application is carried out in stages: first give a gentle reminder and attach a link, then explain the completion time, and finally communicate the reasons to avoid putting pressure on you from the beginning.
- When there are changes to the contract terms, you should re-initiate a signature request and inform the other party that the new version shall prevail. Do not let both versions circulate at the same time.
- The sending time and content are retained for each signature reminder. After signing, download the signed PDF archive for easy verification later.
After the contract is issued online, the common trouble is not the signing itself, but the fact that the other party has not made any move. The other party may have forgotten, may not have seen the email, or may be waiting for you to change the terms. At this time, if you just keep asking "Have you signed it?" it will not only delay things, but also easily make the other party feel uncomfortable.
This article is for those who need to send contracts to customers, partners, suppliers or employees for signature. After reading, you will know what to check before urging for a signature, how to follow up in stages, and what to check before and after signing a contract after issuing a contract with a signature request in OmniDoc. The article talks about general methods and does not rely on a fixed reminder function.
How to expedite the signing of a contract online? One sentence conclusion
The core of urging for a signature is to first find out why the other party did not sign, and then decide the intensity of the reminder. In most cases, it is enough to gently resend the link and explain the desired completion time; if the other party has questions about the terms, communicate and modify them first instead of continuing to press.
| your situation | Recommended practices | reason |
|---|---|---|
| The other party didn’t reply, and I’m not sure if I received it. | Resend the signing link with a brief explanation | Links may be classified as spam or ignored, low cost to resend |
| The other party has read it but has not yet signed it. | Explain the time you hope to complete and ask if there is anything you need to cooperate with. | The other party may be busy, and clarifying the time is more effective than simply urging. |
| The other party has questions about a certain clause | Communicate by phone or in person first, and then re-initiate the signature request after making modifications. | Pressing hard on old versions can easily lead to controversy |
| The content of the contract has been temporarily adjusted by you. | Inform the other party of the new version and the new signing request shall prevail. | Avoid two versions being circulated at the same time and signing the wrong version |
| The other party is an internal colleague or employee | Reminder in daily communication channels to indicate the deadline for signing | Internal processes rely more on face-to-face or instant communication |
Before you start: Confirm these points first
Before urging you to apply for a visa, make the following judgments and preparations. They determine whether your reminder can be seen and executed.
- Confirm whether the recipient information is correct. If you send it to the wrong address or fill in the wrong contact information, the other party will never receive it. Check the other party's name and contact information before sending it, and take the initiative to confirm that the other party has received it after sending it.
- Confirm that the contract version has been finalized. The prerequisite for urging is that the contract content will not change. If you are still revising, you should finalize it first before requesting a signature, otherwise the other party may sign an outdated text.
- Confirm that the other party has the authority to sign. Some contracts require the signature of a legal representative or authorized person. If it is sent to the person in charge, but the other party does not have the authority to sign, it is useless no matter how urgent you are. You should first ask the other party to confirm the signer.
- Specify the time you want it to be completed. When urging the application, make it clear when you hope it will be completed. The time should be realistic. Do not give a temporary deadline that the other party cannot cooperate with.
- Get ready for archiving. After signing, there must be a place to save the signed PDF and communication records to avoid being unable to find them later.
Steps to initiate a signing request and follow up in OmniDoc
The following steps apply to sending a contract PDF to the other party to sign online and following up if the other party does not sign.
- Check Contract PDF. Open the document and confirm that the number of pages, terms, amount, date, and signature location are correct. If it is a scan, you can try to select a piece of text to see if it can be copied; this determines whether the content can be directly found during subsequent verification.
- Find the signature request function in OmniDoc and upload the contract PDF. Select the document that needs to be signed by the other party and initiate a signature request.
- Fill in the other party’s contact information and check. Check the name and contact information item by item and send after confirmation.
- Record the sending time and signing link. Save the sending time, recipient and link in your own account or email, so that you can explain "when did we send it out" later.
- If the signature has not been signed by the agreed time, please send the link again. For example, if there is no news after two working days after it is sent, send a short message, attach a signing link, and state "The contract has been sent, please check and sign it. If you have any questions, you can tell me at any time."
- Indicate the time you want it to be completed. In the second reminder, state the date by which you would like it to be completed, and ask if there are any obstacles. Keep your tone calm and don't use threatening or threatening words.
- Still not signed, please communicate by phone or in person instead. Understand the other person’s true reasons. If it is a matter of terms, record the other party’s opinions, re-initiate the signature request after modification, and inform the other party that the new version shall prevail and the old version will no longer be used.
- After signing, download the signed PDF archive. After the other party completes signing, download the signed document and save it together with the sending record.
Check each item after completion
The completion of the signature by the other party does not mean the end of the process. The signing results and signature reminder records need to be checked item by item.
| Check items | How to see | What to do if there is a problem |
|---|---|---|
| Is the signer correct? | Check whether the name and identity at the signature are consistent with the recipient information | If the signer is not the expected person, he should confirm the authorization with the other party and re-initiate the signature if necessary. |
| Is the signature location complete? | Check page by page to see if the signature, date, and seal location have all been completed | Contact the other party for the missing part and keep the version before and after the replacement. |
| Is the content of the contract consistent with the final draft? | Compare with the final version, focusing on the amount, date, term and clause number | Stop the follow-up process immediately when you find inconsistencies, check with the other party, and do not execute them directly. |
| Is the record of reminder complete? | Check whether the time, content, and links of each send have been saved | Fill in the missing records as far as possible and indicate the time of the supplementary notes. |
| Whether the signed document has been archived | Confirm that the signed PDF can be opened normally, and the file name contains the contract number and date. | Download it again and check that the file size and number of pages are the same as the original file |
For the content of the contract identified by OCR, such as the amount or date of the scanned copy after text recognition, the original text should be checked item by item, and the wrong words may occur in machine recognition, especially the key numbers should be manually confirmed.
# "which method of reminder is suitable for you?
The strength of the signature should match the importance of the contract and the relationship of the other party. For ordinary internal confirmations, one reminder is usually enough; for contracts with larger amounts or tighter terms, communication should be started earlier and the time node should be clearly written. The tone of the external customer contract should be more cautious than the internal process, and it would be safer to keep a written record of each communication.
# frequently asked questions (FAQ)
1. How often is the message of visa reminder sent?
There is no uniform standard. The common practice is to remind you again about two working days after it is issued, and then decide whether you need to communicate by phone or not depending on the situation. The key is to make an appointment with the other party in advance to avoid frequent interruptions.
2. What if the other party said that he did not receive the signed link?
First check that the receiving address and contact information are correct, and then resend the link. At the same time, remind the other party to check spam or other folders. If you still can't receive it, you can send it again in other ways that are commonly used by the other party.
3. The other party offered to amend the terms of the contract, can the signing request continue to be used?
It is not recommended to continue with the original signature request. After amending the terms and conditions, you should re-initiate the signature request and clearly inform the other party that the new version shall prevail and that the old version is no longer valid to avoid the mixed use of the two versions.
4. Can you put pressure in strong terms when you ask for a visa?
This is not recommended. Tough language is easy to intensify conflicts and may also affect follow-up cooperation. It is more effective to explain the time node and ask the other party if they need to cooperate and focus on advancing the process.
5. After signing, how long will the reminder record be kept?
The specific term depends on the type of contract and the relevant provisions of the region, this paper can not give a unified answer. In practice, it is recommended to put the signing documents, sending records and communication records together for unified filing, so as to facilitate access at any time. If specific legal issues are involved, you can consult a professional.
# Summary
The key to the signing of online contracts is to find out the reasons first, then remind them in stages, and check and file them after signing. After initiating a signature request with OmniDoc, record every send and communication, so that the signature will be more organized and it will be easier to tell the progress.
