How to Send an Email with Signed Contract?

With extensive experience in modern business communication, I recognize the criticality of emailing signed contracts, a process that demands integrity, professionalism, and legal compliance. Allow me to provide a thorough guide, complete with practical tips and real-life examples.

Key Takeaways

  • Understand the Basics: Learn the essentials of sending a signed contract via email.
  • Digital Signatures: Discover the importance and how-to of digital signatures.
  • Attachment Handling: Steps to correctly attach your signed contract.
  • Free TemplateUtilize the provided template to simplify the process.
  • Follow-up Procedures: Advice on following up after sending the contract.

Understanding the Importance of Digital Signatures



Step 1: Choose a Digital Signature Tool Before you even draft your email, ensure your contract is signed digitally. This isn’t just about scanning a handwritten signature; it’s about using tools like Adobe Sign, DocuSign, or HelloSign.

These tools not only add a level of professionalism but also provide legal validity to your document.

Real-Life Example: When I first used DocuSign for an independent contracting agreement, it added a layer of authenticity and was readily accepted by the other party, who was in another country.

Composing Your Email

Step 2: Draft a Clear and Professional Email Subject Line: Be concise, yet clear. Example: “Signed Contract Attached: [Contract Name]”

Body:


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  • Greet the recipient professionally.
  • State the purpose of the email clearly: You’re sending the signed contract.
  • Provide context if necessary: Mention previous discussions or meetings.

Tip: Always proofread your email for grammar and clarity.

Attaching the Signed Contract

Step 3: Attach the Document Correctly Ensure the contract is in a widely accepted format (usually PDF). Attach it to the email, and mention in your email body that the contract is attached. This prevents any confusion.

Ensuring Security and Privacy

Step 4: Consider the Security of Your Document If the contract contains sensitive information, consider password-protecting the PDF or using secure email services.

Sending and Following Up

Step 5: Send and Follow Up After sending the email, it’s good practice to follow up within a few days to confirm receipt and address any questions.

Following Up

Table: Follow-Up Timeline

Time After SendingAction
1-2 daysConfirmation of receipt
1 weekAddress any unanswered queries
2 weeksFinal follow-up if no response

Conclusion and Comment Request

Sending a signed contract via email is straightforward but requires attention to detail.

By following these steps, you can ensure that your contracts are not only received but also respected for their professionalism and security.

Do you have any tips or experiences with sending contracts via email? Share them in the comments below!


Tips for Sending Signed Contracts via Email

  • Use a reputable digital signature tool.
  • Keep your email concise and professional.
  • Always mention the attachment in your email.
  • Consider the security of your document.

Frequently Asked Questions (FAQs)

A professional office setting with a person sitting at a desk, focused on typing an email on a laptop

Q: What is a signed contract email?

Answer: A signed contract email refers to an email message sent by one party to another to confirm that a contract has been signed and executed by all relevant parties. It serves as a written acknowledgment and evidence of the agreement reached between the parties involved.

Q: Why is it important to send a signed contract email?

Answer: Sending a signed contract email is important for several reasons. Firstly, it provides a clear record of the contract’s execution and serves as proof that all parties involved have agreed to the terms and conditions outlined in the contract. 

It helps to avoid any misunderstandings or disputes that may arise in the future. Additionally, the signed contract email serves as a reference point for both parties and can be referred to in case of any discrepancies or questions regarding the agreement.

Q: What should be included in a signed contract email?

Answer: A signed contract email should contain essential information related to the contract, such as the names and contact details of the parties involved, the date of the contract signing, a brief summary of the contract’s purpose and key terms, and a statement confirming that the contract has been signed by all parties. It is also advisable to attach a copy of the signed contract itself or mention where the recipient can access it.

Q: How should a signed contract email be worded?

Answer: The wording of a signed contract email can vary depending on the specific circumstances and the relationship between the parties involved. However, it is important to include clear and concise language that confirms the signing of the contract and expresses appreciation for the agreement. 

For example, the email could begin with a salutation and a statement such as, “I am pleased to inform you that the attached contract has been signed by all parties involved.” It is important to use professional and formal language throughout the email to maintain a business-like tone.

Q: Is a signed contract email legally binding?

Answer: While a signed contract email is a valuable piece of evidence, its legal binding may depend on the jurisdiction and the specific contract laws applicable. In some cases, a signed contract email may be considered legally binding, especially if it meets the requirements of a valid contract under applicable laws. 

However, it is generally recommended to consult legal professionals to ensure that the contract’s execution and communication comply with all necessary legal formalities and requirements.

Q: Can a signed contract email replace a physical copy of the contract?

Answer: In most cases, a signed contract email cannot completely replace a physical copy of the contract. While the email serves as proof of the agreement and the contract’s execution, it is advisable to keep a physical copy of the contract as well. 

Physical copies are typically more reliable and provide a tangible record that can be easily referenced and shared. Moreover, certain legal jurisdictions may require physical copies or original signatures for specific types of contracts.

Q: Can a signed contract email be used as evidence in court?

Answer: Yes, a signed contract email can be used as evidence in court proceedings. It can serve as supporting documentation to prove that an agreement was reached and executed by the parties involved. 

However, the weight and admissibility of the email as evidence may depend on various factors, including the jurisdiction, the authenticity of the email, and the specific rules of evidence applicable in the court where the case is being heard. 

It is advisable to consult with legal professionals to ensure that the signed contract email is properly authenticated and meets the requirements for admissibility in court.

Q: What should I do if I don’t receive a signed contract email?

Answer: If you have not received a signed contract email as expected, it is recommended to follow up with the other party or parties involved. Reach out to them via email or phone to inquire about the status of the contract and confirm whether they have signed it. Open communication and proactive follow-up are essential in such situations. 

Politely express your desire to receive the signed contract email and inquire if there are any issues or delays that need to be addressed. It is important to maintain professionalism and ensure that both parties are on the same page regarding the contract’s execution. 

If necessary, consider discussing alternative methods of obtaining the signed contract, such as through physical mail or in-person delivery. Ultimately, clear and effective communication is key to resolving any concerns and ensuring that the signed contract email is received in a timely manner.

4 thoughts on “How to Send an Email with Signed Contract?”

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