OmniDochow to send the electronic version of the contract to the other party after signing?
After signing the electronic contract, how to confirm the version, send it to the other party correctly, and whether problems can be corrected after signing. Provides a checklist, sending steps, and version handling methods when revising.
Key points of this article
- It is not advisable to modify the signed document directly after signing. You should make a new version, confirm and sign again.
- Check signatures, dates and key terms page by page before sending. Any missing signatures or typos must be dealt with before sending.
- Use the PDF editor's comparison function to compare the originals to quickly find all changes after signing.
- Send via a signed request or a recorded channel, and save the receipt of receipt from the other party for future verification.
- The validity of the contract shall be subject to the local law and the agreement between the parties. For contracts with large amounts or complex terms, it is recommended to consult legal counsel.
Many people think that the matter is over after signing the contract, but end up stuck at the last step: how to send the signed version to the other party. There are two common situations. The first is that the other party wants a complete signed document, and you only have a screenshot of the signature in your hand; the second is that after sending it, you find that a certain date or amount is wrong, and you want to change it, but you are not sure whether it can be moved after signing.
This article talks about two things: how to correctly send the electronic contract to the other party after signing, and how to deal with problems found after signing. After reading it, you can send it according to the list, and you can also judge which changes should be re-signed and which ones can be explained directly.
Can I modify it after signing? One sentence conclusion
Technically, most PDF files can still be opened and edited after being signed, but it is not advisable to directly modify the signed file after signing. The signature corresponds to the specific content of a certain version. Once the content changes, the signature and the document will no longer match. The correct approach is to treat the modification as a new version, reconfirm and re-sign.
| your situation | Recommended practice | reason |
|---|---|---|
| After signing it, I haven't sent it to the other party, and I found a clerical error. | No longer use this version, change it and re-sign it with a new version. | The other party hasn't confirmed it yet, so the cost of modification is low. |
| The other party has received it, it’s just a typo | After written confirmation by both parties, a new version will be issued before signing. | The signature corresponds to specific content, and changes will cause the signature to be inconsistent with the content. |
| Involving amount, time limit, liability for breach of contract | Re-communicate the terms, sign a new version, and consult with legal counsel if necessary | Changes in substantive terms require new consent from both parties |
| I just want to save it for myself | Save a copy for annotation and keep the original intact. | Keep the original signed version that can be checked |
Before you start: Confirm these points first
- confirm that this is the final version. check the amount, date, subject name and clause number against the negotiation record. After sending it out and then changing it, it becomes a new version, and the other party needs to see it again.
- confirm that the signature location is complete. every page that needs to be signed or stamped should have a signature and date. Omission will cause the other party to request a resignature and slow down the process.
- confirm the format that the other party wants. PDF; is generally used for final draft retention. If the other party wants to modify the text, an editable Word file should be provided.
- Select a transmission channel that can leave a mark. the sending time and the reply of the other party can be retained by signing the request or sending it by email. Just say "already sent you", it is difficult to prove when there is a dispute.
- the basis for confirming the validity of the contract. whether the electronic signature is valid or not depends on the signature method, the law of the place where it is located and the agreement between the two parties. For contracts with large amounts or complex terms, it is recommended to consult the legal affairs first.
Steps to send a signed contract to the other party in OmniDoc
- Open the signed PDF and check page by page. Make sure that the signature, date and text on each page are present and that there are no missing or out-of-order pages.
- If you find a problem, stop it first and don't send it out. If there is an error, go back to the modification process and handle it according to the version method in the previous section.
- When the other party needs to sign online, initiate a signature request. Upload the PDF in OmniDoc, send it to the other party for signature, and the other party completes the signature online.
- Export the final PDF only when the other party receives the signed version. Use a PDF editor to save or export the signed file, with the contract name and version indicated in the file name.
- Write the version information clearly in the description when sending. Indicate the contract name, version number, signing date, and indicate that this is the final version.
- Please ask the other party to reply to confirm receipt. Save the receipt or reply screenshot of the other party and archive it together with the sending record.
- When the other party needs to make modifications, use the comparison function to compare the original manuscript. Compare the signed version and the original manuscript together, list all differences, then revise and re-sign on the new copy.
- Archive the final version. Store the final version in the format of "Contract Name_Version Number_Date" for easy retrieval later.
Check each item after completion
| Check items | How to see | What to do if there is a problem |
|---|---|---|
| Signature and date | Go through the pages page by page and confirm that each signature position has a signature and date. | Ask the other party to resign the missing page, do not rewrite it yourself. |
| Key content | Check the amount, date, name and clause number against the final version | If there are any errors, follow the version process to issue a new version and resign it. |
| File integrity | The number of pages is the same as the original, and the page order is correct. | Re-export and compare the original with the comparison function if necessary |
| The file can be opened | Open it with another device or another reader | Re-export if you can't open it to avoid sending corrupted files |
| Confirmed by the other party | Check the receipt or reply of the other party | If there is no response for a long time, reconfirm and keep the record. |
# Core comparison: three delivery methods
| Sending mode | An appropriate situation | Need to pay attention to |
|---|---|---|
| Initiate a signing request through OmniDoc | The contract still needs to be signed online. | Confirm that the other party signed the final version. |
| Send signed PDF directly | The other party only needs to keep the signed version. | Check page by page before sending, and save the sending record |
| Only send signature screenshot | Hardly suitable as an official version | Screenshots usually do not fully render all pages and dates, and are not recommended as official versions |
# frequently asked questions (FAQ)
1. What if the signed PDF has been changed by the other party?
Use the comparison function of the PDF editor to compare the file returned by the other party with the signed version you saved and list all the differences. If any change is found without consent, it shall be pointed out in writing, and the version confirmed by both parties shall prevail.
2. After signing, it is found that the date is wrong. Can you change the date directly?
Direct change is not recommended. A new version should be issued, re-signed after the amendment date, and informed the other party that this version replaces the previous version.
3. If the other party wants an editable file, how do I send it?
Use the PDF editor to export the file to Word format. After export, you should check the typesetting, form and number page by page, and confirm that it is consistent with the original before sending it.
4. Can the signed contract of the scanned version be processed with OCR?
Sure. OCR can recognize characters, making it easy to search and compare. The recognition results may be wrong, and the important contents still need to be checked manually against the original.
# Summary
After signing the electronic version of the contract, confirm that it is the final version before sending it, and then send it to the other party through a channel that can leave a mark, and save the receipt. If you want to change it after signing, issue a new version and re-sign it. Don't change the signed document directly. According to this set of practices, there is evidence to find out how to send the electronic version of the contract to the other party after signing and how to deal with the problems.
