Can this be signed electronically?

Yes. Under the federal ESIGN Act and state UETA provisions, most agreements executed electronically are legally valid if intent, consent, attribution, and record retention are present.

Do I need a notarization?

Not always. Notarization depends on document type and state rules; certain deeds, wills, and court filings still require special handling or in-person notarization.

What authentication is sufficient?

Authentication should match transaction risk: email link for low risk, SMS or KBA for medium risk, and multi-factor or ID inspection for high-assurance or regulated workflows.

How do I withdraw electronic consent?

Provide a clear process in the template describing how a signer may revoke electronic consent and obtain a paper copy; follow ESIGN consumer disclosure requirements where applicable.

How long are signed records kept?

Retention periods vary by industry and regulator; follow IRS, HIPAA, SEC, or state guidance and state-specific rules noted in the template's retention clause.

What if a signer disputes the signature?

Maintain a robust audit trail, authentication logs, and copies of consent language; these records are the primary evidence used to verify intent and attribution in disputes.

Electronic Signature
Templates
Miscellaneous
E-signature Instructions Template

E-signature Instructions Template

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

E-SIGNATURE INSTRUCTIONS TEMPLATE

This E-signature Instructions Template ("Agreement") is entered into as of by and between Client Name: and Service Provider Name: .

WHEREAS

WHEREAS, Client requires the execution of certain documents and acknowledgments by electronic means in connection with services to be provided by Service Provider; and

WHEREAS, the parties desire to set forth the required instructions, accepted methods, authentication standards, and record-retention practices that will govern the creation, delivery, signing, and storage of electronically signed documents under this Agreement.

WHEREAS, the parties intend that electronically executed and delivered documents shall have the same force and effect as counterparts executed by hand and that a complete audit trail shall be maintained for evidentiary purposes.

SCOPE OF WORK

The Service Provider will prepare and deliver all documents requiring electronic signature as described below and will follow the signing workflow and instructions set forth in this Agreement.

Detailed scope and workflow

PAYMENT TERMS

In consideration for the services described in the Scope of Work, Client shall pay Service Provider as follows.

Total payment amount Payment schedule and milestones Late fee for overdue payments

TERM AND TERMINATION

This Agreement commences on and continues until unless earlier terminated in accordance with this section.

Notice period for termination

Either party may terminate this Agreement for material breach that remains uncured for the notice period above. Termination does not relieve either party of obligations that accrued prior to termination, including payment, record retention and confidentiality.

CONFIDENTIALITY

Each party shall maintain in confidence all non-public information disclosed in connection with this Agreement that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. Confidential information shall not be used except to perform obligations under this Agreement and shall not be disclosed to third parties except as required by law or with prior written consent.

Acknowledgement of confidentiality obligations

I acknowledge and agree to the confidentiality obligations set forth above.

ELECTRONIC SIGNATURE PROCEDURES AND CONSENT

The parties agree that signatures, initials, acknowledgments and other indications of assent to the documents identified in the Scope of Work may be provided electronically. The parties further agree that, provided the process set forth in this Agreement is followed, electronically signed and transmitted documents shall be admissible in any legal proceeding to the same extent as handwritten originals.

Accepted signature methods (select all that apply)

Click-to-sign / checkbox assent
Typed name with audit trail
Digital certificate-based signature
Biometric authentication where available

Signer's affirmative consent

I consent to receive documents electronically and to sign electronically in accordance with these instructions. I understand that I may withdraw consent as provided by applicable law, subject to reasonable notice and consequences.

AUTHENTICATION, AUDIT TRAIL AND RECORD RETENTION

The Service Provider shall implement reasonable authentication measures appropriate to the sensitivity of the signed document, which may include multi-factor authentication, email verification, knowledge-based authentication, or digital certificates. The Service Provider shall capture and retain an audit trail for each electronically signed document showing the sequence of events, authentication evidence, IP addresses, timestamps, and the final signed document.

Record retention period for signed documents and audit trails Special instructions for validation or notarization (if required)

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of without regard to its conflicts of law principles.

ENTIRE AGREEMENT

This Agreement, together with any documents incorporated by reference in the Scope of Work, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements and understandings, whether written or oral. No amendment or waiver will be effective unless in writing and signed by both parties.

MISCELLANEOUS PROVISIONS

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions will remain in full force and effect. The parties agree to cooperate in good faith to reform any invalid provision to reflect the parties' original intent to the maximum extent permitted by law.

Additional notes or negotiated terms

Client:

By:

Date:

Service Provider:

By:

Date:

What this E-signature Instructions Template is for

This E-signature Instructions Template provides a standard, fillable set of directions that senders include with documents to explain how to sign electronically, what identity checks are required, and how completed records will be stored. It is designed for U.S. transactions and notes applicable legal frameworks such as the ESIGN Act and UETA where relevant. The template clarifies signer intent and consent, lists required fields, and describes delivery and retention so recipients know what to expect before they sign.

Why include clear e-signature instructions

Clear instructions reduce signer confusion, speed return rates, and create auditable evidence of intent and consent. They help meet ESIGN and UETA expectations for attribution and record retention and lower the risk of rejected or incomplete signatures.

Who typically issues or completes this template

Organizations that send documents for signature and the individuals who must sign them benefit from standardized instructions.

Real estate brokers and property managers who send leases and disclosures for remote completion.
Healthcare and benefits administrators who collect consent and enrollment forms under HIPAA.
Finance, legal, and HR teams that need consistent identity proofing and audit trails across workflows.

Standardized guidance reduces follow-up, eases compliance checks, and improves the likelihood of a legally defensible signed record.

Step-by-step: how to complete the e-signature process

Follow these sequential steps when preparing and sending a document with electronic signature instructions to ensure clarity and compliance.

01

Prepare document: Upload final PDF or DOCX and confirm content.
02

Place fields: Add signature, date, and required form fields.
03

Set authentication: Choose email link, SMS code, or stronger KBA.
04

Send & confirm: Send invites and verify delivery plus audit trail.

Online configuration checklist for the template

When you publish the template online, configure these workflow settings to control access, authentication, and lifecycle behavior.

Field	Configuration
Authentication method	Email link by default; SMS code or KBA optional
Field types	Signature, Date, Initials, Text, Checkboxes
Reminder settings	Automated reminders every 3 days until completion
Document expiration	Set expiry (e.g., 30 days) to close stale requests

Where to send completed e-signed documents

Specify delivery targets and recipients so signers know where final copies will be filed and who will receive confirmation.

Upload destination: Send final PDF to secure storage
Primary recipient: Designate the business contact or department
Copy recipients: Include additional emails for stakeholders
Archive location: Store in records system with audit trail

Technical and integration considerations

Note platform formats and third-party integrations so recipients can anticipate compatibility and delivery.

File formats: PDF, DOCX, HTML, Excel
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email link, SMS, KBA, SSO

Essential parts of a professional E-signature Instructions Template

Include these components to make instructions complete, enforceable, and easy for signers to follow.

Signing steps

A concise, numbered sequence that explains where to click, how to apply a signature, and what fields are mandatory so signers can complete the process without additional clarification.

Authentication guidance

Explain what form of identity verification is required (email link, SMS code, or knowledge-based authentication) and list acceptable ID types when ID inspection is necessary for high-assurance workflows.

Consent language

Clear wording that informs signers they consent to electronic records and signatures, notes their right to a paper copy, and explains how to withdraw consent when consumer-facing financial or healthcare transactions are involved.

Field explanations

Define what to enter in each fillable field, required format examples, and the consequences of incorrect or omitted information to reduce rework.

Delivery & retention

State who receives the signed copy, how long records will be retained, and where to request access or a paper version to support audit and legal needs.

Support contact

Provide a phone or email for technical or process questions, and clarify response expectations so signers can resolve issues quickly.

Security and compliance checklist

Encryption: TLS 1.2/1.3 in transit

Data at rest: AES-256 encrypted storage

Certifications: SOC 2 Type II available

HIPAA: BAA required

Audit trail: IP, timestamp, action log

21 CFR Part 11: Available for regulated workflows

Frequent preparation mistakes to avoid

Providing only a signature image without clear attribution and audit metadata, which can leave the record vulnerable to challenge in disputes.
Failing to include a consumer disclosure for paper-rights and withdrawal options when the transaction is consumer-facing, risking noncompliance with ESIGN consumer consent rules.
Asking signers to use inconsistent date formats or abbreviations that create ambiguity for effective dates and record comparisons.
Not specifying authentication requirements, which can lead to weak verification and increased exposure to identity-related repudiation claims.

Potential consequences of incorrect instructions

Tax penalties: IRC §6721 fines possible

Invalid signature: Record may be contested

Notarization failure: Document may be rejected

Privacy breach: HIPAA or state fines

Contract dispute: Enforcement delays likely

Record loss: Compliance issues arise

Practical tips for accurate and efficient instructions

Adopt these drafting and distribution practices to maximize completion rates and ensure defensible records.

Use clear consent language

Include explicit consent that the signer agrees to electronic records and signatures, state the right to receive paper, and explain how to withdraw consent where consumer or healthcare rules apply; this reduces ambiguity during enforcement.

Specify acceptable ID

If identity verification is required, list acceptable documents (driver's license, passport) and explain when a scanned ID or in-person verification is necessary to prevent delays.

Set firm deadlines

Provide a clear expiration date for signing requests, explain reminder cadence, and note consequences of non-response to avoid open-ended obligations or document drift.

Document retention note

State how long signed records will be retained, where copies are stored, and how signers can request exports; preserving audit trails and read-only copies supports compliance reviews.

Real-world examples of instruction templates in use

These short examples show how organizations describe process and security when sending documents for electronic signature.

Optica Ventures (COO)

Brian Fitzgibbons found a simple interface reduced customer friction.

The template highlighted required fields and contact info.
As a result, Optica shortened turnaround and made it easier for customers to complete agreements without follow-up.

Fertility Centers of Illinois (Founder)

John Butler emphasized compliance and responsiveness in instructions.

The template explained authentication and retention clearly.
That clarity reduced signer questions, improved processing speed, and supported internal audit requirements.

Typical eSignature pricing and feature comparison

Compare baseline pricing and common feature criteria across leading eSignature vendors to inform platform selection for template distribution.

	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	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about using the template

Answers to common questions about legality, signature methods, notarization, and recordkeeping when using this template.

Need help? Contact support

Can this be signed electronically?
Yes. Under the federal ESIGN Act and state UETA provisions, most agreements executed electronically are legally valid if intent, consent, attribution, and record retention are present.
Do I need a notarization?
Not always. Notarization depends on document type and state rules; certain deeds, wills, and court filings still require special handling or in-person notarization.
What authentication is sufficient?
Authentication should match transaction risk: email link for low risk, SMS or KBA for medium risk, and multi-factor or ID inspection for high-assurance or regulated workflows.
How do I withdraw electronic consent?
Provide a clear process in the template describing how a signer may revoke electronic consent and obtain a paper copy; follow ESIGN consumer disclosure requirements where applicable.
How long are signed records kept?
Retention periods vary by industry and regulator; follow IRS, HIPAA, SEC, or state guidance and state-specific rules noted in the template's retention clause.
What if a signer disputes the signature?
Maintain a robust audit trail, authentication logs, and copies of consent language; these records are the primary evidence used to verify intent and attribution in disputes.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now