Send Securely: A Step-by-Step Guide to Emailing Signed Contracts Easily

In today’s digital age, contracts are no longer confined to paper. With the rise of remote work and global communication, sending and signing contracts electronically has become the norm. However, many individuals and businesses still struggle with the process, often wondering how to send an email with signed contract securely and efficiently. If you’re one of them, you’re not alone.

According to a recent survey, a staggering 70% of small businesses still rely on manual, paper-based contract signing processes, which can lead to delays, lost documents, and a significant waste of time and resources. In fact, it’s estimated that the average employee spends around 2 hours per week searching for and re-sending lost or misplaced documents, including contracts. This not only hampers productivity but also exposes businesses to potential risks and liabilities.

But it doesn’t have to be this way. With the right tools and knowledge, you can easily send and receive signed contracts via email, streamlining your workflow and reducing the risk of errors or disputes. In this article, we’ll walk you through a step-by-step guide on how to send an email with signed contract, ensuring that your documents are secure, verifiable, and easily accessible.

Whether you’re a business owner, entrepreneur, or simply someone who needs to send contracts to clients or colleagues, this guide is designed to help you navigate the process with confidence. We’ll cover the essential steps to take, from preparing your contract for electronic signature to sending it via email and tracking its status. By the end of this article, you’ll be equipped with the knowledge and skills to send secure, signed contracts with ease, saving you time, reducing stress, and boosting your productivity.

Deciding When to Send a Signed Contract via Email

Before sending a signed contract via email, consider the following factors to ensure you’re making the right decision.

1. What is the nature of the contract?

• Business agreement (e.g., partnership, employment, services)
• Personal agreement (e.g., rental, sale of goods)
• Other (please specify)

2. How sensitive is the contract information?

• Low (e.g., publicly available information)
• Medium (e.g., personal identifiable information)
• High (e.g., financial or confidential information)

3. Who is the recipient of the contract?

• Known individual or organization
• Unknown individual or organization
• Multiple recipients

4. What is your relationship with the recipient?

• Established business or personal relationship
• New or one-time interaction

5. Do you have a prior agreement on communication channels?

• Yes, email or other channel agreed upon
• No prior agreement

6. Are there any specific security requirements?

• Yes, specific security protocols (e.g., encryption, two-factor authentication)
• No specific security requirements

7. What is the urgency level of sending the contract?

• High (e.g., deadline to sign and return)
• Medium (e.g., respond within a few days)
• Low (e.g., no specific deadline)

Quick Answer Summary

Based on your answers, here are some recommendations:

Low Risk: If you answered:

• Contract type: Business or personal
• Sensitivity: Low or medium
• Recipient: Known individual or organization
• Relationship: Established
• Agreement: Yes
• Security requirements: No
• Urgency: Medium or low

Recommendation: Email is acceptable. Use a secure email service and consider adding a digital signature.

Moderate Risk: If you answered:

• Contract type: Other or sensitivity: High
• Recipient: Unknown or multiple recipients
• Relationship: New
• Agreement: No
• Security requirements: Yes
• Urgency: High

Recommendation: Use encrypted email or alternative secure methods (e.g., secure file transfer protocol (SFTP), electronic signature platform).

High Risk: If you answered:

• Sensitivity: High and urgency: High
• Security requirements: Yes and recipient: Unknown

Recommendation: Do not use email. Consider using a secure online portal or in-person meeting to exchange sensitive information.

The Step-by-Step Process for Emailing a Signed Contract

Step 1: Prepare Your Contract

Before sending an email with a signed contract, ensure that your contract is complete and signed by all relevant parties. Double-check for any missing information or signatures.

Step 2: Choose Your Email Service

Select a secure email service that meets your needs. You can use your company’s email service, a personal email account, or a specialized service like [DocuSign](https://www.docusign.com/).

Step 3: Attach the Contract

Attach the signed contract to your email. Make sure it’s in a format that’s easily readable, such as PDF.

Step 4: Write a Clear Subject Line

Write a clear and descriptive subject line that indicates the purpose of the email, such as “Signed Contract for [Project/Client Name]”.

Step 5: Compose a Professional Email

Compose a professional email that includes:
* A brief introduction
* A statement confirming the contract has been signed
* Any next steps or actions required

Step 6: Use Encryption (Optional)

Consider using encryption to add an extra layer of security to your email. Some email services offer built-in encryption, or you can use a third-party encryption tool.

Step 7: Add a Digital Signature (Optional)

If you want to add an extra layer of authenticity, consider adding a digital signature to your email.

Step 8: Review and Send

Review your email for accuracy and completeness, then send it to the recipient.

Step 9: Keep a Record

Keep a record of the email and the signed contract for your files.

Step 10: Follow Up

Follow up with the recipient to confirm they received the email and the contract.

For more information on electronic signatures and contract management, check out:

• Esingly: Electronic Signature Guide
• DocuSign Review – PCMag

Email Templates and Examples for Sending Signed Contracts

Here are three email templates for sending signed contracts:

Template 1: Simple Signed Contract Email

Scenario: You’re sending a signed contract to a client or business partner as a follow-up to a previous agreement.

<html>
<body>
<p>Dear [Recipient's Name],</p>
<p>Please find attached the signed contract for [Contract Name] as discussed.</p>
<p>Contract Details:</p>
<ul>
  <li>Contract Number: 1</li>
  <li>Date: [Date]</li>
</ul>
<p>If you have any questions or concerns, please don't hesitate to reach out.</p>
<p>Best regards,</p>
<p>[Your Name]</p>
</body>
</html>

Why it works: This template is straightforward and to the point. It clearly states the purpose of the email, provides essential contract details, and invites the recipient to reach out with any questions.

Template 2: Formal Signed Contract Email with CC

Scenario: You’re sending a signed contract to multiple parties, including a manager or executive, and want to ensure everyone is on the same page.

<html>
<body>
<p>Dear [Recipient's Name],</p>
<p>I am pleased to provide you with the signed contract for [Contract Name], which was previously discussed and agreed upon.</p>
<p>Contract Details:</p>
<ul>
  <li>Contract Number: 2</li>
  <li>Date: [Date]</li>
</ul>
<p>This email has been CC'd to [Manager's Email] for their records.</p>
<p>If you have any questions or concerns, please don't hesitate to reach out.</p>
<p>Best regards,</p>
<p>[Your Name]</p>
</body>
</html>

Why it works: This template is more formal and includes a clear mention of the CC’d party, ensuring transparency and accountability.

Template 3: Signed Contract Email with Next Steps

Scenario: You’re sending a signed contract to a client or business partner and want to outline the next steps in the process.

<html>
<body>
<p>Dear [Recipient's Name],</p>
<p>I am pleased to provide you with the signed contract for [Contract Name], which was previously discussed and agreed upon.</p>
<p>Contract Details:</p>
<ul>
  <li>Contract Number: 3</li>
  <li>Date: [Date]</li>
</ul>
<p>Our next steps will be to [briefly describe next steps, e.g., 'commence project planning' or 'schedule a kickoff meeting'].</p>
<p>If you have any questions or concerns, please don't hesitate to reach out.</p>
<p>Best regards,</p>
<p>[Your Name]</p>
</body>
</html>

Why it works: This template provides a clear outline of the next steps, ensuring the recipient understands what to expect and can plan accordingly.

Common Mistakes to Avoid When Emailing Signed Contracts

Your Pre-Email Checklist for Sending Signed Contracts

Before You Start ✅

• ✅ Verify the recipient’s email address is correct and up-to-date.
• ✅ Ensure the signed contract is in a secure format (e.g., PDF).
• ✅ Confirm the contract has been signed by all required parties.
• ✅ Make sure you have a clear and concise subject line.
• ✅ Have a professional email template ready.

While Writing ✅

• ✅ Clearly state the purpose of the email in the introduction.
• ✅ Include a brief description of the attached contract.
• ✅ Specify any next steps or actions required.
• ✅ Use a professional tone and language throughout.
• ✅ Include your contact information for easy reference.

Before Sending ✅

• ✅ Double-check the email content for spelling and grammar errors.
• ✅ Ensure the signed contract is attached to the email.
• ✅ Verify the email is being sent from a secure and authorized account.
• ✅ Consider using encryption or secure email services.
• ✅ Review and comply with any relevant data protection regulations.

Frequently Asked Questions About Emailing Signed Contracts

Sending Signed Contracts with Confidence and Security

Sending signed contracts via email can seem daunting, but with the right steps, you can ensure a secure and efficient process. In this guide, we’ve walked you through the steps to email signed contracts easily, from preparing your contract to sending it securely.

To recap, the key points to remember are:

* Always use a secure email service that offers encryption
* Include a clear subject line and concise message
* Use a digital signature to authenticate the contract
* Attach the signed contract in a secure format, such as a PDF
* Verify the recipient’s identity and ensure they’re authorized to receive the contract

By following these steps, you can ensure that your signed contracts are sent and received with confidence and security.

As a next step, we recommend implementing a standardized process for sending signed contracts within your organization. This could include creating a template for emailing signed contracts, designating a specific person or team to handle contract sending, and regularly reviewing and updating your security protocols.

Take control of your contract sending process today. Start by reviewing your current process and identifying areas for improvement. Then, put the steps outlined in this guide into practice. With a little practice, you’ll be sending signed contracts with confidence and security in no time. Take the first step now and ensure that your contracts are sent and received with the security and confidence they deserve. Review, refine, and send securely.