How to request PDF signatures: Send documents for others to sign online

Need to send a PDF for signature? This guide will show you how to request signatures, track your document’s status, and automate reminders securely using pdfFiller.

• Send signature requests by uploading your PDF to pdfFiller, adding signature fields, and sending it to your clients.
• Track your document’s status in real-time, so you know exactly when it’s been opened, viewed, and signed.
• Automate reminders to ensure your documents are returned on time without manual follow-up.
• Maintain security and compliance with legally binding e-signatures that are safe and enforceable.

Introduction: How to get documents signed

You have spent hours perfecting an important document, and now you need the final green light. This stage is often called the “final mile” challenge. In the past, this meant printing pages, signing them with a pen, scanning them back into a computer, and emailing them as attachments. Chasing signatures via email or confusing software slows down operations and frustrates clients.

The problem is clear: manual signature collection creates bottlenecks. Documents get lost in spam folders, recipients forget to print them, or they lack the right software to sign a PDF digitally. This back-and-forth communication wastes valuable time and resources.

The solution is a streamlined, automated request system that makes signing as easy as clicking a link. When you send documents for others to sign online, you remove friction from the signing process. Recipients can access the document from any device and add their signature in just a few clicks. Using a tool like pdfFiller allows you to request a signature on a PDF efficiently. You replace fragmented workflows with a single platform designed to manage document workflows, ensuring important documents get signed quickly and securely.

Why requesting signatures digitally is a business game-changer

Switching to a digital workflow transforms how your business operates. When you request a signature on a PDF electronically, you gain significant advantages over traditional paper-based methods.

Speed

Digital processes reduce turnaround time from days to minutes. You no longer have to wait for the mail or rely on a client to find a scanner. You simply upload your PDF files, add fillable fields, and send the request. The recipient opens the email notification, signs the document on their computer or mobile device, and hits submit. You can collect signatures almost instantly, keeping your projects moving forward.

Transparency

Traditional email attachments offer zero visibility. You send a file and wait, wondering if the client even saw it. Digital signature platforms eliminate this uncertainty. You can track signature status online with precision. You know exactly when a recipient opens, reviews, and completes your file. This transparency prevents “ghosting” and allows you to follow up at the right time.

Security

Security is critical when dealing with business agreements. Sending physical documents or unsecured email attachments exposes sensitive information to risk. Professional electronic signature tools provide verifiable audit trails. Every action is logged, providing a clear record of who signed the document and when. This ensures your signed documents are legally binding and secure.

To understand the basics of applying your own signature, read our guide on How to Add Electronic Signature to a PDF.

Step-by-step guide to sending a PDF for signature to a client

Requesting a signature on a PDF with pdfFiller can be done directly from the editor, making the process intuitive and fast. Here’s how to send a PDF for signature online:

1. Open your document

• Select My documents in the left-side menu.
• Open the PDF document you want to send for signature.
• Review and make any necessary edits to prepare the file.

2. Add recipients

• Go to the Add fields tab in the top right corner, then select Add recipient.
• Enter each recipient’s email address, or choose from your address book. You can add up to 10 recipients per document.
• To add another recipient, click Add recipient again. If you need to sign the document yourself, click Add myself.
• Once all recipients are added, click Save.
• Tip: To rename a recipient, click on their name. To remove them, click the Trash bin icon.

Screenshot: pdfFiller interface with the “Add recipients” pop-up window open.

3. Add fillable signature fields

• Select the Signature field from the left-side toolbar and drag it to the desired location within your document.
• Mark fields as required or make them conditional, depending on what’s needed.
• Assign each signature field to a specific recipient—fields assigned to different people appear in distinct colors for clear identification.
• Place as many signature fields as necessary for each individual.
• Tip: Resize a field by dragging its corners; move it by clicking and dragging it to a different location.

Screenshot: pdfFiller interface showing the “Invite to sign” workflow.

4. Review and send

• Once all fillable fields are in place, click Review and send in the top right.
• Double-check the document and recipient details, set reminders or expiration dates if needed, and confirm all security options.
• Click Send to distribute your secure signing request.

With these simple steps, you know how to request a signature on a PDF from multiple people at once and ensure your document is ready for completion with just a few clicks. Recipients don’t need an account and can sign using their device—helping you get documents signed online, quickly and securely.

Best practices for high completion rates

Getting a document sent is only half the battle; you also need the recipient to complete it. Following a few best practices ensures your documents are signed quickly and without hassle.

The “heads up” message

Before you send a PDF for signature online, send a quick message via Slack, text, or a separate email. Let the recipient know the document is coming and tell them what email address it will arrive from. This simple step prevents your signature request from being ignored or accidentally flagged as spam.

Clarity in instructions

Make the signing process obvious. Use the Comments feature or text boxes to direct signers to specific clauses or fields. If the agreement is complex, highlight the exact pages where you need their initials or signature. The less guessing the recipient has to do, the faster they will complete the form.

Screenshot: pdfFiller interface showing a document editor with a comment panel open.

Mobile-first prep

Many professionals sign documents on the go using an Android device or iPhone. When you create fillable PDF forms, make sure the signature fields are large enough for thumb-signing on a tablet or phone. Avoid placing fields too close together. A mobile-friendly layout ensures a hassle-free experience.

For tips on creating clean signatures, check out our guide on How to Draw a Signature in a PDF.

Managing and tracking your signature requests

Once you request signatures, you need an organized way to monitor their progress. pdfFiller provides built-in tools to manage multiple requests efficiently.

• The dashboard view. Use the ‘Outbox’ or ‘Sent’ folder in your pdfFiller dashboard to monitor all pending, signed, and declined requests. This centralized view lets you track signature status online at a glance, so you always know which contracts are finalized and which are still waiting for approval.
• The audit trail. When a recipient finishes signing, the document is saved in your account. pdfFiller generates a comprehensive audit trail for the finalized agreement. You can access the Unique Document ID, timestamp logs, and IP addresses associated with the signing event, ensuring full legal validity.

• Automated reminders. People get busy and forget to check their emails. Instead of manually following up, set automated triggers when you create the request. You can program reminders to go out every day, every business day, every two days, or every week.

Screenshot: pdfFiller interface showing the “Review and send” window where you can set up reminders.

Send PDF for signature online: Security, compliance, & ROI

Security is not optional when handling business agreements. When you use pdfFiller to sign a PDF by email link, you protect sensitive data. The platform meets strict 2026 security standards, including HIPAA, SOC 2, and GDPR compliance. This ensures your files remain encrypted and private throughout the entire signing process.

Furthermore, digital signature requests deliver measurable Return on Investment (ROI). Printing, scanning, mailing, and storing physical documents wastes money. By switching to a digital workflow, businesses eliminate the heavy administrative costs associated with physical signatures, saving time and resources on every contract.

Disclaimer: The information contained in this blog post is provided for general informational purposes only and does not constitute formal legal advice.

Final thoughts

Requesting signatures should be the easiest part of your job, not an administrative hurdle. By adopting a digital workflow, you can speed up turnaround times, track progress transparently, and maintain high security standards. You no longer have to chase down clients or deal with messy paperwork.

Close deals faster and streamline your document management. Start optimizing your workflows today—request your first signature for free with a pdfFiller trial.

Glossary

• Audit Trail: A secure, unalterable digital log that records every action taken on a document, including when it was opened, signed, and by what IP address.
• eIDAS: The Electronic Identification, Authentication and Trust Services regulation in the European Union that establishes standards for electronic signatures.
• Turnaround Time (TAT): The total amount of time it takes from sending a signature request to receiving the fully signed document back.