Can clients sign electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act and UETA where adopted. Confirm the document is not among statutory exceptions such as wills or certain court filings before relying on an e-signature.

What makes an e-signature legally valid?

A valid e-signature shows signer intent to sign, consent to conduct the transaction electronically, attribution to the signer, and a retention mechanism that reproduces the signed record. Platforms capture these elements in the audit trail.

What if the signer's name differs from ID?

Name mismatches can trigger identity verification or a corrective signature. Provide a scanned ID per the requester's instructions or request the sender to accept alternate documentation to avoid invalidation.

Is notarization or witness required?

Some documents still require notarization or witnesses depending on state law and document type. Check jurisdictional rules for deeds, powers of attorney, and certain real estate documents before relying solely on e-signature.

Signer did not receive the email

Ask the sender to confirm the email address and check spam folders. The sender may reissue the link, or provide an alternate delivery method such as SMS or embedded signing.

How to revoke or correct a completed signature

Corrections typically require a signed amendment or rescission document. Contact the sender to void the prior version and issue a corrected request; keep audit trails for both transactions.

Electronic Signature
Templates
Miscellaneous
Client Signatures Needed

Client Signatures Needed

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

CLIENT SIGNATURES NEEDED

This General Business Agreement (the Agreement) is entered into as of Effective Date: by and between the following parties.

Parties

Client Name Client Address Service Provider Name Service Provider Address

Recitals

WHEREAS, Client desires to obtain certain professional services from Service Provider and Service Provider possesses the skill, experience, and personnel required to perform such services; and

WHEREAS, the parties wish to set forth the terms and conditions under which Service Provider will perform the services described herein and the Client will compensate Service Provider; and

WHEREAS, the parties intend that this Agreement constitute the entire understanding between them with respect to the subject matter herein and that any previous agreements, whether written or oral, are superseded by this Agreement.

Scope of Work

Service Provider shall perform the services described below in a professional manner consistent with industry standards. The parties may attach one or more statements of work that specify task descriptions, deliverables, milestones, and acceptance criteria. Any material changes to scope shall be documented in writing and signed by both parties.

Detailed Scope of Work

Payment Terms

Client shall pay Service Provider the fees described below in consideration for the performance of the Scope of Work. Fees are exclusive of applicable taxes unless otherwise stated.

Total Contract Amount Payment Schedule (milestones, amounts, due dates) Late Payment Fee

Term and Termination

This Agreement shall commence on the Start Date and shall continue until the End Date unless earlier terminated in accordance with this section.

Start Date End Date Termination Notice Period (days)

Either party may terminate this Agreement for material breach by the other party if the breach remains uncured after receipt of written notice and expiration of the notice period specified above. Termination does not relieve Client of its obligation to pay for work performed prior to termination or for non-cancellable commitments made by Service Provider in good faith.

Confidentiality

Each party acknowledges that during performance of this Agreement it may receive Confidential Information of the other party. "Confidential Information" means non-public business, technical and financial information disclosed in connection with this Agreement. The receiving party shall: (a) use Confidential Information solely to perform its obligations hereunder; (b) restrict disclosure to those employees and contractors who need to know and who are bound by confidentiality obligations at least as protective as those contained herein; and (c) not disclose Confidential Information to any third party without the disclosing party's prior written consent. Confidential obligations do not apply to information that is or becomes publicly known through no breach of this Agreement, is rightfully received from a third party without restriction, or is independently developed without use of Confidential Information.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflict-of-law principles. The parties submit to the exclusive jurisdiction of the state and federal courts located in that State for disputes arising under this Agreement.

Entire Agreement

This Agreement, including any exhibits or statements of work executed by the parties, constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior and contemporaneous understandings, agreements, representations and warranties, both written and oral. Any amendment or modification to this Agreement must be in writing and signed by authorized representatives of both parties.

The parties have executed this Agreement as of the Effective Date first written above.

Client

Party Label:

By:

Date:

Service Provider

Party Label:

By:

Date:

What 'Client Signatures Needed' Means

A Client Signatures Needed notice indicates a document or agreement awaiting one or more client signatures before it becomes fully executed. It commonly appears when a sender has prepared a contract, consent form, invoice, or disclosure and has routed it for signature but one or more signers have not completed their part. The notice summarizes which parties still need to sign, identifies outstanding fields or attachments, and flags any deadlines, notarization, or witness steps required to make the record legally effective in the United States.

Why resolving pending client signatures matters

Completing outstanding signatures finalizes obligations, preserves legal rights, and avoids processing delays or penalties. Timely signatures protect enforceability under U.S. electronic signature laws and reduce operational friction for billing, regulatory filing, or contract performance.

Typical users and recipients

Teams that send or receive Client Signatures Needed notices include legal, sales, HR, finance, and client-facing professionals who must close agreements or gather authorizations.

Legal and contracts teams responsible for closing agreements and maintaining execution records.
Sales and account managers collecting client acceptance or SOW signatures to start work.
Finance and billing teams requiring signed invoices, PO approvals, or payment authorizations.

Notifications help these groups track outstanding actions, follow up with reminders, and verify completion for downstream processes.

Who can sign and typical roles

Client Signer

An individual authorized to bind the client (owner, officer, authorized agent). Verify authority before relying on the signature; mismatched names or titles can invalidate acceptance or trigger the need for a corrective signature.

Sender / Requester

The organization or person requesting signatures (vendor, employer, school). The sender configures fields, authentication level, and routing order and retains the audit trail to demonstrate intent and completion.

Core elements of a clear 'Client Signatures Needed' record

A professional pending-signature record includes identifying details, clear instructions for the signer, authentication requirements, a visible signature block, and retention instructions to support legal compliance and future audits.

Document ID

Unique identifier or reference number for the form so all parties and systems can match the signed record to the original request.

Outstanding Signers

Names and roles of parties who still need to sign, plus the required signing order if signatures must occur sequentially.

Required Fields

A list of empty or conditional fields (dates, initials, witness fields, notarization) that must be completed before finalization.

Authentication Level

Indicates how the signer will be authenticated (email link, SMS code, knowledge-based verification, or higher assurance methods).

Deadlines

Clear expiration date for the signing link, final submission deadline, or statutory filing date tied to the document.

Attachments

Any supporting documents required with the signature, such as ID, exhibits, payment authorizations, or privacy addenda.

How to complete the pending signature in four steps

Follow these sequential steps to finalize a Client Signatures Needed request and produce a legally defensible executed record.

01

Open the request: Access the document via the secure link or platform notification sent by the requester.
02

Authenticate: Complete the required signer authentication (email link, SMS code, or identity proofing) before viewing fields.
03

Complete fields: Fill required fields, attach requested documents, and verify names, dates, and monetary amounts.
04

Sign and confirm: Apply your signature, accept consent terms if prompted, and download or save the signed copy for your records.

Typical routing flow for a signatures-needed request

Understand the common routing steps so you can anticipate required actions and any dependent approvals.

Draft: Sender prepares document, adds fields, and sets signing order.
Dispatch: Platform sends signer notifications and attaches instructions or documents.
Signer action: Each signer authenticates, completes fields, and signs as required.
Completion: System captures audit trail and issues final signed copies to parties.

Common platform settings to configure for pending-signature workflows

Configure these settings to reduce friction and ensure signatures meet your legal and operational requirements.

Field	Configuration
Signing Order	Sequential or parallel routing per agreement needs
Authentication	Email link, SMS code, or knowledge-based verification
Expiration	Auto-expire links after set days to force reissue
Reminders	Automated reminders cadence and frequency

Delivery channels and technical compatibility

Choose delivery and authentication approaches that match signer capabilities and legal needs.

Email Link: Common delivery; accessible on desktop and mobile with basic audit trail
SMS Authentication: Adds one-time code for higher signer assurance
Embedded Signing: Signer completes the process inside your application or portal

Integrations with CRM, document management, and cloud storage can automate follow-up and archive signed records for compliance.

Timing considerations tied to signatures

Deadlines for returning signed documents can be contractual, statutory, or tied to a filing or payment event. Track them to avoid late consequences.

Contract Deadline:

Follow any deadline explicitly stated in the agreement or notice

Tax & Reporting:

Some tax forms and information returns require signatures before filing deadlines

Link Expiration:

Signing links often expire; request a new link if expired

Filing Dates:

Documents requiring government filing may have fixed statutory deadlines

Payment Cutoffs:

Signed authorizations needed before payment processing deadlines

Key milestones from request to fully executed record

Milestones show what must happen and when to move a pending-signature item to completion.

01

Request Issued

Sender creates and sends the signature request to designated signees.

02

Signer Authentication

Signer completes required identity or access verification step.

03

Form Completion

All required fields, attachments, and witness/notary steps are completed.

04

Finalization and Archive

System records the audit trail and distributes signed copies to parties.

Common preparation mistakes that delay signatures

Incorrect signer name or title causing authority verification delays.
Missing required attachments or identification documents at time of signing.
Unclear or absent signing order producing routing errors.
Expired signing links or absence of automated reminders.

Risks of incomplete or incorrect signatures

Contract Voidability: Incomplete signatures can render an agreement unenforceable

Tax Penalties: Late or incorrect signature on tax-related forms can trigger IRC §6721 penalties

Regulatory Fines: Failure to obtain required consents can breach HIPAA or industry rules

Operational Delay: Work or payment may not proceed until signatures are complete

Reputational Risk: Repeated signature issues harm client relationships and trust

Evidence Gaps: Missing audit trails complicate dispute resolution

Essential security and compliance elements to preserve validity

Transport Encryption: TLS 1.2/1.3

At-rest Encryption: AES-256

Audit Trail: Timestamps, IP, signer actions

Authentication: Email, SMS, KBA, or stronger

Certification: SOC 2 Type II, ISO 27001

Regulatory: ESIGN, UETA, HIPAA (BAA required)

eSignature vendor pricing and feature snapshot

Basic pricing and select feature availability for common eSignature vendors. Use plan details and enterprise terms to confirm exact capabilities.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	Yes, 7-day free trial	Yes, trial available	Yes, trial available	Yes, trial available	Yes, trial available
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Real-world examples of resolving pending signatures

Practical scenarios show how teams close signature gaps and record completion.

Optica Ventures — COO

Optica used a streamlined signature request to reduce back-and-forth with investors

Reduced turnaround from days to hours
The team reported fewer follow-ups and clearer audit trails for investor records, improving closing speed without extra in-person steps.

Martin Properties — Founder

Martin Properties processed lease signatures online for remote tenants

Enabled mobile signing and offline completion
Property managers completed more leases remotely, maintaining compliance and accelerating move-in dates while preserving notarization options where required.

Practical tips to get client signatures faster and correctly

Adopt these practices to reduce friction and legal risk when requesting client signatures.

Clear instructions

Provide a short instruction block at the top of the document explaining required actions, attachments, and who must sign.

Use templates

Save validated templates with pre-positioned fields and conditional logic to reduce errors and speed completion.

Appropriate authentication

Match authentication strength to risk: email for low-risk, SMS/KBA or ID proofing for higher-risk or regulated transactions.

Automate reminders

Configure automatic reminders and expiration to prompt late signers without manual follow-up.

Common questions about pending client signatures

Answers to frequent signer and sender questions when a Client Signatures Needed notice appears.

Need help? Contact support

Can clients sign electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act and UETA where adopted. Confirm the document is not among statutory exceptions such as wills or certain court filings before relying on an e-signature.
What makes an e-signature legally valid?
A valid e-signature shows signer intent to sign, consent to conduct the transaction electronically, attribution to the signer, and a retention mechanism that reproduces the signed record. Platforms capture these elements in the audit trail.
What if the signer's name differs from ID?
Name mismatches can trigger identity verification or a corrective signature. Provide a scanned ID per the requester's instructions or request the sender to accept alternate documentation to avoid invalidation.
Is notarization or witness required?
Some documents still require notarization or witnesses depending on state law and document type. Check jurisdictional rules for deeds, powers of attorney, and certain real estate documents before relying solely on e-signature.
Signer did not receive the email
Ask the sender to confirm the email address and check spam folders. The sender may reissue the link, or provide an alternate delivery method such as SMS or embedded signing.
How to revoke or correct a completed signature
Corrections typically require a signed amendment or rescission document. Contact the sender to void the prior version and issue a corrected request; keep audit trails for both transactions.

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