How to sign a document someone sent you: A simple guide

Someone sends you a contract, lease, tax form, or another important file. To sign a document someone sent you, open the sender’s signature request or upload the file to a tool such as pdfFiller, review the document, complete any required fields, add your signature with the Sign tool, and then download or return the finished file, usually without printing, signing on paper, or scanning anything.

This guide is for anyone who receives documents electronically and needs to sign and send them back efficiently. It walks through the main ways documents arrive, including signing links, PDF files, Word files, email attachments, and forms you need to complete on your phone, with step-by-step instructions for electronic signatures, using pdfFiller, fixing common file-opening issues, and understanding whether your signature is legally valid.

TL;DR:

• You can sign a document electronically by opening the sender’s signature request or uploading the file to a tool such as pdfFiller.
• Review the document, fill in the required details, add your signature with the Sign tool, and download or return the completed file.
• No printing is necessary for most electronic signing workflows.

Disclaimer: This article provides general information and is not legal advice. Consult a qualified legal professional when you need guidance about a specific document or transaction.

How do I sign a document sent to me electronically?

The signing process depends on how the sender delivered the document:

• If you received a signing link by SMS or email: Open the link, review every page, complete the fields assigned to you, create or insert your signature, and click the button that finalizes the request.
• If you received a PDF or Word attachment: Save the file, upload it to pdfFiller, fill in the required fields, add your signature, click Done, and return the signed file to the sender.
• If you are signing from your phone: Open the signature link in your mobile browser or use the pdfFiller app to upload and sign the document.
• If the document will not open: Check your internet connection, try another browser, and ask the original sender whether the link is active.

Using the sender’s existing eSignature request is generally the most direct option because the necessary fields and recipient details may already be configured. When you receive only an attachment, a PDF editor can help you complete and sign the document electronically.

How to sign a document sent to you as a link with pdfFiller

To get started with signing your document, follow these simple steps:

1. Open the email and click Review and sign. This will take you directly to the document that requires your signature.
   

   Select Review and sign to complete documents with pdfFiller.

    

2. Choose or create your signature. You can either select an existing signature or create a brand new one that best represents you.
   

   Use pdfFiller to easily sign documents sent as links.

    

3. Place your signature on the document. Once you’ve chosen your signature, place it in the required field(s) on the document.

Click Finish signing. Once you’re happy with your signature placement, click “Finish signing” to complete the process.

Sign documents easily with our user-friendly platform and digital signature feature.

And that’s it! Your document has been successfully signed and will be sent back to the relevant parties automatically. If you have any questions or run into any issues during the signing process, don’t hesitate to reach out to our support team for assistance.

How to sign a document from an electronic signature request: general instructions

When someone uses an eSignature platform to request a signature, the recipient is usually guided through the required fields. Account, identity verification, and access requirements vary by platform and by the sender’s settings.

Find and verify the signature request

Check your email account for a message from the sender or the eSignature service. If an expected request is missing, search your inbox and spam folder for the sender’s name, email address, or the document title.

The message should contain a link that opens the signing session. Before selecting it, confirm that you recognize the sender and expected the document. A platform may ask you to verify your identity or provide an access code before you can sign.

Be cautious with unexpected requests, unfamiliar domains, or messages asking for financial or account details. Contact the original sender through a known channel when you are uncertain whether the email is legitimate.

Open and review the document

Open the link and review the complete document before adding a signature. Scroll through every page and check names, dates, financial information, obligations, and other essential details.

Fields assigned to you may be highlighted or color-coded. If the document contains incorrect information, blank sections that should be completed, or unexpected changes, contact the sender before continuing.

Complete the assigned fields

Enter the information requested in each assigned field. Depending on the document, you may need to provide:

• Your name
• A date
• Initials
• Contact details
• Text responses
• Checkbox selections
• A signature

Required fields generally need to be completed before you can submit the document. Some platforms provide a Start, Next, or Click Sign button that moves you through the fields in sequence (in pdfFiller, those are Review and sign, Get started, and Finish), and in some workflows, you can advance or apply the required action with a single click.

You usually cannot add fields intended for other signers unless the sender has given you editing rights. In workflows involving several parties, each recipient may receive a separate request.

Create and apply the signature

When you reach the signature field, select it to open the signing panel. Depending on the platform’s features, you may be able to:

• Draw your signature with a mouse, finger, trackpad, or stylus
• Type your name and select a generated signature style
• Upload an image of a handwritten signature
• Use a previously saved signature

After you create or select the signature, place it in the designated field and resize it when necessary.

Electronic signatures and digital signatures are related but not identical. An electronic signature is a broad method of showing intent to sign, while digital signatures generally use certificate-based cryptographic technology to verify identity and document integrity.

Finish and keep a copy

After completing all required fields, select the platform’s final button.

Depending on the workflow, the platform may notify the sender and other parties automatically. It may also provide a confirmation email or a copy of the signed document automatically. Save the confirmation and signed file somewhere you can access later, and make sure it is stored securely.

Some services attach time-stamped audit trails or completion records that may show events such as when the document was opened, viewed, or signed. For example, PandaDoc’s and pdfFiller’s eSignatures are SOC2 Type II certified. To learn about pdfFiller’s audit trail in more detail, see our blog post: How to track document activity with Audit Trail. The exact information recorded depends on the platform and its configuration.

How to sign an emailed PDF attachment with pdfFiller

Not all documents arrive as formal signature requests. A sender may instead attach a plain PDF or Word file and ask you to sign documents and return them. The following steps explain how to handle email attachments with pdfFiller.

1. Download the document

Open the email and download the attachment to your computer, phone, or another device. Note where the file is stored; the Downloads folder is a common default location.

You may also receive a document through Google Drive or another cloud-storage service. Download the file or use an available import option before editing it. A Google Docs file may need to be downloaded in a supported format before you upload it to a PDF editor. pdfFiller’s integration with Google Drive makes working with Google Docs even more convenient.

2. Upload the document to pdfFiller

Open pdfFiller in your browser and sign in to your account. If you do not have an account, follow the current registration and access to sign up and start your free trial.

On the dashboard, select Upload document or drag the file into the upload area. pdfFiller supports PDF documents and several other common file types. Files in formats such as Word may be converted for use in the editor.

pdfFiller lets users upload PDF files and other documents from local storage, cloud services, URLs, email, or document requests, providing multiple ways to start editing, filling, or signing documents online.

3. Review and fill the document

After the file opens in the pdfFiller editor, review every page. Use the Text tool to fill blank areas that do not already contain interactive fields.

The Text tool in pdfFiller lets users edit existing PDF text, adjust formatting, and update document content directly within the online PDF editor.

If the document includes fillable fields, select them directly and enter the requested data. You can also use the available date, checkmark, or cross tools where appropriate. For more information on form filling with pdfFiller, see our blog: Filling out PDF forms online: Top 20 questions answered.

pdfFiller’s tools to add images, shapes, and tables to their PDF documents for a professional and polished look.

If the document does not have any fillable fields, you can still use the Text tool to add text anywhere on the page. Simply click on the desired location and start typing.

Make sure the details are correct before signing. Avoid changing contract language or information supplied by other parties unless the sender has authorized those edits.

4. Add an electronic signature

Select the Sign icon in the editing toolbar. The signature panel may display signatures you previously created and saved.

Use pdfFiller’s Sign tool to easily and securely add an electronic signature to your documents.

To create a new signature, use one of the options available in the editor. You may be able to draw it, type your name, or upload an image of a handwritten signature. Select the completed signature, place it on the appropriate area of the PDF, and drag its corners to adjust the size.

If the document also requires initials, use the available Initials tool and place them in the assigned locations. See more details on how to sign a PDF on any device in our complete guide.

5. Save and return the signed file

When the document is complete, click the Done button. Use the available download option to save a signed copy to your device.

pdfFiller’s Done button enables to save your changes and retrieve the signed document from your account.

You may also be able to send documents online via pdfFiller. Choose the email or send option, enter the recipient’s address, and add a message as needed.

In an email workflow, download the PDF and attach it to a reply to the original sender. Use a secure delivery method when the document contains sensitive personal, financial, or business data.

Can I sign a document from my phone?

Yes, you can. You can generally eSign a document from a phone by opening the signing link in a mobile browser or using a compatible app such as the pdfFiller mobile app.

Sign documents easily on the go with your phone.

If the sender provided a signature request, open the link and follow the displayed steps. If you received a PDF attachment, download the file to your phone and upload it through the app or browser workflow.

A touchscreen allows you to draw a signature with your finger or a stylus. You can then place it in the correct field, complete any remaining details, and submit or save the document. Review the entire agreement before signing, even when a mobile interface guides you directly to the required fields. Here’s our detailed guide to signing a document on Android devices: How to sign a PDF on Android.

What if the document will not open or the signing link does not work?

Start by checking that your internet connection is active and refreshing the page. Reopen the message from your email account and select the signing link again.

Link issues

If the link still does not work, it may have expired, been canceled, already been used, or been assigned to another recipient. Contact the sender and request a new link rather than forwarding the invitation to someone else. A signing request may be restricted to the intended or only signer.

Document version issues

If the document opens but does not display correctly, try an updated version of another supported browser. Browser extensions can sometimes interfere with online document tools, but disable them only when you understand the security implications.

If an uploaded PDF will not open, check whether it is password-protected, damaged, or unusually large. Ask the sender for the password or a new copy when necessary. For more information about password protection of your documents, see our guide: How to password-protect a PDF online.

Are electronic signatures legally binding?

Electronic signatures may be legally binding in the United States and many other jurisdictions, but validity depends on the applicable law, document type, signing process, consent of the parties involved, and available evidence.

The legal use of electronic signatures in the US

In the United States, the Electronic Signatures in Global and National Commerce Act, commonly called the ESIGN Act, generally supports the legal use of electronic records and signatures in covered transactions. State laws and document-specific requirements may also apply.

Electronic signing platforms may support the process with authentication records, document identifiers, timestamps, IP addresses, or audit trails. Such records can help document how the signing process occurred, but they do not guarantee that every electronic signature or agreement will be enforceable in every situation.

Certain documents may be excluded from general eSignature rules or may require additional formalities. These can include some wills, family-law documents, court filings, or notices, depending on the jurisdiction. In our guide to legally binding eSignatures, we’ve given more details.

Electronic signing versus traditional signing

The traditional method generally involves printing the document, signing it with pen and paper, scanning or photographing the signed pages, and returning them by email or post. It may also require access to a printer and scanner.

Electronic signing keeps the workflow digital. You can receive, review, fill, sign, save, and return documents from a browser, app, computer, or phone.

For a business and its sales team moving contracts, the HR team sending onboarding forms, approvals, or vendor agreements between several parties, electronic workflows may reduce manual steps and make completion easier to track. If you need to prepare a PDF document for signing, see our guide: How to prepare a PDF for eSignature. Features such as automatic reminders and audit trails can also help a sender collect signatures, although availability varies by service and plan.

Final thoughts: Sign and return documents with pdfFiller

Signing a document someone sent you does not need to involve printing and scanning. Whether you receive a formal request, a PDF attachment, a Word file, or a link on your phone, you can usually review, complete, sign, and return it electronically.

pdfFiller brings PDF editing and electronic signature tools into one workflow. You can upload a document, fill its fields, create and place a signature, save the completed file, and use the available options to return it to the sender.

If someone sent you a document to sign, start your free trial with pdfFiller to complete the task quickly and easily!

Glossary

• Audit trail: A time-stamped record of document activity, which may include when a document was opened, filled, sent, or signed and which parties performed those actions.
• Digital signature: A signature method that generally uses a digital certificate and cryptographic technology to help authenticate a signer and detect changes to a document.
• Electronic signature or eSignature: An electronic symbol, sound, or process used by a person to indicate an intention to sign a record or agreement.
• ESIGN Act: A US federal law that generally supports the legal use of electronic records and signatures in covered interstate and foreign transactions.
• Fillable field: An interactive area in a document where a recipient can enter text, select a date, mark a checkbox, add initials, or place a signature.
• LinkToFill: A pdfFiller feature designed to create a shareable link through which recipients can access and complete separate copies of a document.
• Signing link: A URL sent by email, SMS, or another channel that provides access to a document prepared for review and signing.
• Sign tool: A feature in the pdfFiller editor that allows a user to create, save, and place an electronic signature on a document.
• Wet signature: A handwritten signature applied to a physical document with pen and ink.