How do I send an email to airSlate SignNow?

Click the airSlate SignNow tool in the right pane. Enter recipient email addresses and type a custom message if desired. Click Next. Click to accept automatically-detected form and signature fields or drag fields into the file from the right pane.

How do you add signers to airSlate SignNow?

Open your document in the airSlate SignNow editor and click Edit Signers. Add signers by clicking the blue silhouette icon. You can customize signer names and add their email addresses in the corresponding fields (or leave them blank).

Is airSlate SignNow legally binding?

airSlate SignNow documents are also legally binding and exceed the security and authentication requirement of ESIGN. Our eSignature solution is safe and dependable for any industry, and we promise that your documents will be kept safe and secure.

How do I send a document to multiple recipients in airSlate SignNow?

Turn your document into a template by clicking More >> Make Template. Once you've finished editing, close the document. Then, click More and select Bulk Invite from the menu. In the invite window, enter your recipients' emails.

How secure is airSlate SignNow?

Are airSlate SignNow eSignatures secure? Absolutely! airSlate SignNow operates ing to SOC 2 Type II certification, which guarantees compliance with industry standards for continuity, protection, availability, and system confidentiality. The electronic signature service is secure, with safe storage and access for all industries.

What digital signatures are legally binding?

In 2000, the U.S. federal government passed the Electronic Signatures in Global and National Commerce Act (ESIGN), which in tandem with the Uniform Electronic Transactions Act (UETA) confirms that electronic signatures constitute legally binding documents if all parties choose to sign digitally.

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Write Guest Required for Secure eSignatures

Write Guest Required with SignNow's eSignature Solution

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What 'write guest required' means for eSignature workflows

The write guest required setting designates that a recipient who is not a registered account user must provide a handwritten or typed signature at a designated signature field before the document is considered complete. This option is commonly used when senders expect one-time or external signers and do not require account creation. It ensures a clear signer action is captured, ties that action to the document record, and integrates with the platform audit trail to record timestamp, IP, and method of signature capture for legal and compliance purposes.

Why enforce a write guest required field

Requiring a guest to actively write or enter their signature reduces incomplete signings and produces an auditable signer action, improving workflow completion rates without mandating account creation for external participants.

Common challenges when using write guest required

Ensuring signer identity with a guest signature can be harder without advanced ID verification, increasing reliance on contextual data and audit logs.
Cross-device signature appearance may differ if a guest draws on mobile but types on desktop, which can affect visual consistency.
Incomplete fields or navigation confusion can lead guests to skip required signature fields and delay execution.
Record portability requires careful retention settings to ensure guest-signed documents remain accessible and compliant over time.

Who configures and manages this setting

Account Admin

Account administrators define default signing rules, enable or disable guest signature options, and review retention settings to ensure organizational compliance with internal policies and applicable regulations.

Signing Agent

Operational users prepare documents and place 'write guest required' fields when sending to external contacts, troubleshoot signer issues, and verify that completed documents include the required audit trail entries.

Typical users of the write guest required option

Organizations that interact with external signers frequently use this option to collect legally enforceable signatures without requiring registrant accounts.

Small businesses sending contracts to customers who should not create accounts
Property managers collecting single-instance tenant acknowledgements
Healthcare reception teams obtaining consent forms from walk-in patients

This approach balances ease for external signers with the need for an auditable signature event recorded in the document history.

Additional capabilities that complement guest signing

These supplementary features help organizations tailor guest signature workflows to security, compliance, and operational requirements.

Bulk Send

Send the same document to many recipients while tracking each guest response separately and maintaining individual audit records.

Conditional Fields

Show or hide fields based on answers so guests only see relevant inputs and required signature areas remain clear.

Custom Alerts

Configure notifications for missing guest signatures, expirations, or completed events to keep stakeholders informed.

Template Library

Reuse documents configured with guest-required fields to speed repeated processes and reduce setup errors.

Mobile Signing

Provide a streamlined mobile experience that supports drawing, typing, and accepting signature input on phones and tablets.

Role-Based Controls

Limit who can enable guest-required fields and review completed guest-signed documents for compliance oversight.

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Four features that support guest signing effectively

These core features help organizations collect reliable guest signatures while keeping compliance and user experience in balance.

Configurable Fields

Signature fields can be marked specifically for guest signers, ensuring required completion and preventing accidental omission prior to document finalization.

Responsive Signing UI

The signing interface adapts to desktop, tablet, and mobile screens so guests can sign by drawing or typing without needing account registration.

Audit Trail

Every guest signature entry is logged with time, IP address, and method to support verification and legal admissibility when needed.

Optional Verification

Senders can add verification steps such as email OTP or ID checks to increase signer identity assurance for high-risk transactions.

How a guest completes a write-required signature

This sequence describes the user experience for an external signer asked to provide a written or typed signature without creating an account.

Receive Email: Guest opens the signing link from their email.
Open Document: The document loads in a browser or mobile view.
Sign Field: Guest draws or types their signature in the required field.
Completion: System records signature, timestamp, and audit details.

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Quick steps to require a guest signature

Use these concise steps to enable and place a 'write guest required' signature field when preparing a document for an external signer.

01

Open Document: Upload or select the document to send.
02

Add Signature Field: Place a designated guest signature field on the page.
03

Set Guest Requirement: Mark the field as required for guest signers.
04

Send to Guest: Enter recipient email and issue the signing invite.

Operational checklist for preparing guest-signed documents

Use this grid as a practical checklist to prepare documents that require guest signers and reduce common execution issues.

01

Document Selection:

Confirm correct version

02

Field Placement:

Place visible signature fields

03

Guest Flagging:

Mark fields as guest-required

04

Verification Steps:

Add OTP or ID if needed

05

Preview Test:

Run a signer preview flow

06

Retention Setup:

Assign retention policy

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Recommended workflow settings for guest-required signatures

These default settings balance signer convenience with auditability and are suitable starting points for many organizations.

Setting Name	Configuration
Reminder Frequency	48 hours
Signing Order	Parallel
Completion Action	Archive
Verification Method	Email OTP
Retention Policy	7 years

Supported platforms for guest signing

Guest signing works across common desktop and mobile platforms using a modern browser or the native mobile app for consistency and accessibility.

Desktop browsers: Chrome, Edge, Safari
Mobile operating systems: iOS, Android
Native apps: iOS and Android apps

For best results, encourage guests to use up-to-date browsers or the mobile app; test the flow on target platforms to confirm signature field visibility and input behavior.

Security controls relevant to guest signatures

Encryption: AES-256 encryption at rest

Transport Security: TLS 1.2+ for data in transit

Access Logs: Detailed access logging available

Audit Trail: Comprehensive event records

Authentication: Optional multifactor options

Document Locking: Post-signature tamper protection

Practical examples of write guest required in use

Two concise examples show how the write guest required option supports external signers across common industries while preserving auditability and compliance.

Field Service Work Order

A technician sends a work order to a client who is not an account user and requires a visible, written signature on completion

Field tech places a 'write guest required' signature field before sending
The client signs on a tablet or types their name, creating a clear signer action

Resulting in a timestamped, auditable record that verifies onsite acceptance and simplifies invoicing and service confirmation for the provider.

Patient Intake Form

A clinic provides intake documents to walk-in patients who should not create accounts

Reception places required guest signature fields and optional initials for consents
The patient signs on a kiosk or types their acknowledgement, linking the signature to the document record

Leading to preserved consent evidence in the audit trail and a consistent retention record for records management.

Best practices when using write guest required

Follow these recommended practices to minimize legal risk and improve completion rates for documents that require guest signatures.

Clearly label signature fields and instructions

Provide concise on-screen instructions adjacent to required fields so guests understand whether to draw or type their signature and how their action will be recorded.

Use optional identity checks for sensitive documents

Add email verification, SMS one-time passcodes, or ID verification when collecting guest signatures on contracts or documents with regulatory sensitivity to strengthen signer assurance.

Test the signing experience across devices

Validate the guest signing flow on desktop, tablet, and mobile to ensure signature capture behaves consistently and required fields are visible and responsive.

Retain a complete audit trail and retention policy

Store completed guest-signed documents with their full event history and apply consistent retention and backup policies to meet internal controls and compliance needs.

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Data accuracy, security, and compliance

airSlate SignNow is committed to protecting your sensitive information by complying with global industry-specific

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FAQs and troubleshooting for write guest required

This section answers common questions and troubleshooting steps related to guest-required signature fields and signer issues.

Guest cannot see the signature field
Ensure the field is placed in the active signing layer and not restricted by conditional logic; confirm the document view loads fully in the guest's browser and suggest clearing cache or switching browsers if fields remain hidden.
Guest signs but the document shows as incomplete
Verify the specific field is marked required and assigned to the guest recipient role; check for additional required fields elsewhere in the document preventing finalization.
How to verify guest identity for critical documents
Add verification layers such as email OTP, SMS verification, or integrated ID verification services before sending to increase assurance that the guest signer is the intended individual.
Managing signature style inconsistencies across devices
Provide guidance on whether to draw or type a signature, include a typed-name alternative field, and accept both inputs while relying on the audit trail for forensic validation if needed.
Can guests download a copy of the signed document?
Configure sender and account-level download permissions to allow or restrict guest download of completed documents based on organizational policy and privacy requirements.
What to do if a guest disputes a signature
Maintain the full audit trail, timestamp, and IP logs; review verification steps used during signing and consult legal counsel for dispute resolution following internal dispute procedures.

Feature availability for guest-required signing across vendors

A concise comparison of core capabilities that affect guest signing, showing availability and brief technical notes for each vendor.

Criteria	signNow (Recommended)	DocuSign	Adobe Sign
Guest signing without account
Embedded signing support
Built-in ID verification	Optional	Add-on	Optional
HIPAA-ready controls	Configurable	Configurable	Configurable

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Key timing and retention considerations

Set explicit deadlines and retention rules to manage guest-signed documents and ensure records remain accessible for required periods.

Signing Deadline Window:

7–30 days typical

Reminder Schedule:

48 hours and 7 days

Immediate Archival:

Archive upon completion

Minimum Retention Period:

3–7 years as needed

Access Review Interval:

Annual access review recommended

Risks and potential penalties for improper use

Noncompliance fines: Monetary penalties

Invalid agreements: Enforceability issues

Data breach exposure: Regulatory liability

Privacy violations: HIPAA or FERPA risk

Contract disputes: Legal challenges

Operational delays: Transaction backlogs

Pricing and plan-level differences affecting guest signing

Plan differences can affect features useful for guest signing, such as Bulk Send, API access, and advanced verification; this table summarizes common plan-level capabilities across vendors.

Feature / Vendor	signNow (Recommended)	DocuSign	Adobe Sign	HelloSign	PandaDoc
Free plan available	Limited free tier	Trial only	Trial only	Free tier	Free tier
Starting monthly price	$8 per user	$10 per user	$9.99 per user	$13 per user	$19 per user
Bulk send included	Yes on paid plans	Add-on or higher plan	Higher plan	Paid plan	Paid plan
API access availability	Available on plans	Available via plans	Available for enterprise	Available via business	Available via business
Enterprise support options	Standard + SLA options	Enterprise SLA available	Enterprise SLA available	Business support	Enterprise support

Simplify complex workflows

Create, execute, and manage workflows of any complexity, electronically from virtually anywhere. Scalable eSignature capabilities allow you to share documents with the right people in the correct order and define roles for each recipient. Execute document workflows faster and easier than ever before.

Automate document management

Optimize complex signing processes with airSlate SignNow’s powerful features to enhance your business. Control your automated eSignature workflows to ensure they're running at peak performance with instant notifications and reminders.

Optimize in team collaboration

Bring teams together in a secure, shared environment. Manage documents, use form templates and notifications to create more efficient cross-organization collaboration. Free your employees from having to spend time on repetitive activities so that they can focus on valuable, business-critical tasks.

Integrate into your existing systems

Run your projects with industry-leading integration. Collect Salesforce, Microsoft Teams, and SharePoint all in one business flow. Connect your software to a single system for endless possibilities and more productiveness.

Stay compliant with best-in-class data protection

Feel confident knowing that your information remains secure by the latest in encryption security. airSlate SignNow is GDPR and eIDAS compliant and provides you exposure into your eSigning process with court-admissible audit trails. Configure user access permissions and rights to regulate who has access to what.

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