Document Preparation Best Practices

Properly prepared documents lead to faster signing, fewer errors, and a better experience for your signers. Follow these best practices to create professional, easy-to-sign documents.

PDF Optimization

File Size Recommendations

Optimal file sizes:

• Small documents (1-5 pages): Under 2MB
• Medium documents (6-20 pages): 2-5MB
• Large documents (21+ pages): 5-10MB
• Maximum allowed: 25MB

Why file size matters:

• Faster upload and download
• Better mobile experience
• Quicker page loading
• Less storage space
• Faster email delivery

How to Reduce PDF File Size

Method 1: Use PDF Compression Tools

• Adobe Acrobat: File → Save As Other → Reduced Size PDF
• Preview (Mac): File → Export → Reduce File Size
• Online tools: SmallPDF, iLovePDF, PDF Compressor

Method 2: Optimize Images

• Reduce image resolution to 150-300 DPI
• Convert color images to grayscale (if appropriate)
• Remove unnecessary images
• Use JPEG compression for photos

Method 3: Remove Unnecessary Content

• Delete hidden layers
• Remove embedded fonts (if not needed)
• Flatten form fields
• Remove comments and annotations
• Delete unused pages

Method 4: Export Settings When creating PDFs from Word/Excel:

• Use "Standard" quality instead of "High Quality"
• Compress images during export
• Don't embed all fonts
• Use PDF/A format for archival

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Document Layout & Design

Page Size & Orientation

Standard page sizes:

• Letter (8.5" × 11") - Most common in US
• A4 (210mm × 297mm) - Most common internationally
• Legal (8.5" × 14") - For legal documents

Orientation:

• Portrait - Best for most documents
• Landscape - Use for wide tables or forms

Margins & White Space

Recommended margins:

• Top/Bottom: 0.75" - 1"
• Left/Right: 0.75" - 1"
• Signature areas: Extra 0.5" padding

Why margins matter:

• Prevents text from being cut off when printing
• Provides space for signature fields
• Improves readability
• Looks more professional

White space best practices:

• Leave space around signature fields
• Don't crowd text
• Use line spacing for readability
• Break up long paragraphs

Font & Text Readability

Font recommendations:

• Body text: 10-12pt minimum
• Headings: 14-18pt
• Fine print: 8pt minimum (avoid if possible)
• Font types: Arial, Helvetica, Times New Roman, Calibri

Readability tips:

• Use high contrast (black text on white background)
• Avoid light gray text
• Don't use all caps for long paragraphs
• Use bold for emphasis, not underline
• Left-align text (easier to read than justified)

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Multi-Page Documents

Page Numbering

Always include page numbers:

• Format: "Page 1 of 5" or "1/5"
• Location: Footer (center or right)
• Consistent across all pages

Why page numbers matter:

• Signers know how long the document is
• Easy to reference specific pages
• Professional appearance
• Prevents missing pages

Table of Contents

For documents over 10 pages:

• Include a table of contents on page 1
• List all sections with page numbers
• Helps signers navigate
• Shows document structure

Section Headers

Use clear section headers:

• Bold and larger font
• Consistent formatting
• Descriptive titles
• Numbered if appropriate

Example structure:

1. Agreement Terms (Page 1-2)
2. Payment Schedule (Page 3)
3. Responsibilities (Page 4-5)
4. Signatures (Page 6)

Page Breaks

Strategic page breaks:

• Don't split paragraphs across pages
• Keep related content together
• Start new sections on new pages
• Signature page should be complete (not split)

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Field Placement Tips

Signature Field Placement

Best practices:

• Size: 200-300px wide × 60-80px tall
• Location: Bottom of page or end of document
• Spacing: 0.5" from other fields
• Alignment: Left-aligned or centered

Where to place signatures:

• ✅ End of document (most common)
• ✅ Bottom of each page (for initials)
• ✅ After important clauses
• ❌ Middle of paragraphs
• ❌ Over text or images
• ❌ In margins

Multiple signers:

• Stack signatures vertically
• Label each signature ("Client", "Manager")
• Use different colors for clarity
• Leave space between signatures

Date Field Placement

Best practices:

• Size: 150-200px wide × 30-40px tall
• Location: Next to or below signature
• Label: "Date" or "Date Signed"

Common placements:

• Below signature field
• To the right of signature field
• In a separate "Date" column

Text Field Placement

Best practices:

• Size: Match the expected text length
• Location: Where information is needed
• Label: Clear field labels

Examples:

• Name fields: 200-300px wide
• Address fields: 300-400px wide
• Phone fields: 150-200px wide
• Email fields: 250-350px wide

Multi-line text:

• Use larger height (100-150px)
• For comments, descriptions, notes
• Place in dedicated sections

Checkbox Placement

Best practices:

• Size: 12-15px square
• Location: Left of label text
• Spacing: 0.25" between checkboxes
• Label: Clear, concise text

Checkbox lists:

• Align vertically
• Consistent spacing
• Group related items
• Use indentation for sub-items

Field Spacing

Minimum spacing:

• Between fields: 0.25" (18px)
• From page edges: 0.5" (36px)
• From text: 0.25" (18px)

Why spacing matters:

• Prevents accidental clicks
• Easier to tap on mobile
• Looks more professional
• Reduces errors

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Common Document Types

Employment Contracts

Key elements:

• Employee name and details (merge fields)
• Position and salary (merge fields)
• Start date (merge field or date field)
• Employee signature and date
• HR/Manager signature and date
• Initials on each page (optional)

Best practices:

• Use templates for consistency
• Include page numbers
• Clear section headers
• Table of contents for long contracts

Service Agreements

Key elements:

• Client name and company (merge fields)
• Service description (merge field)
• Payment terms (merge fields)
• Start and end dates (merge fields)
• Client signature and date
• Service provider signature and date

Best practices:

• Highlight key terms (bold)
• Use bullet points for services
• Clear payment schedule
• Signature page at end

NDAs (Non-Disclosure Agreements)

Key elements:

• Party names (merge fields)
• Effective date (merge field)
• Confidential information definition
• Obligations and restrictions
• Signatures from all parties

Best practices:

• Keep it concise (2-3 pages)
• Use clear, simple language
• Highlight key obligations
• Date field for effective date

Consent Forms

Key elements:

• Participant name (merge field)
• Purpose of consent
• Checkboxes for specific permissions
• Signature and date
• Witness signature (if required)

Best practices:

• Use checkboxes for options
• Clear, simple language
• Large signature area
• Date field for record-keeping

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Quality Checklist

Before uploading your document to SignNXT, verify:

Content

• All text is readable (minimum 10pt font)
• No typos or grammatical errors
• All information is accurate and up-to-date
• Legal language is correct (if applicable)
• Contact information is current
• Dates and numbers are correct

Layout

• Page numbers included (for multi-page docs)
• Consistent formatting throughout
• Adequate margins (0.75" minimum)
• Clear section headers
• No text cut off at edges
• Professional appearance

File

• File size under 25MB (ideally under 10MB)
• PDF format (not Word, Excel, etc.)
• All pages included
• Correct page order
• No password protection
• No form fields (flatten before upload)

Signature Areas

• Clear space for signature fields
• Space for date fields
• No text or images where fields will go
• Adequate spacing between signature areas
• Labels for multiple signers

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Common Mistakes to Avoid

❌ Mistake 1: Tiny Text

Problem: Text too small to read on mobile devices

Solution: Use minimum 10pt font, 12pt preferred

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❌ Mistake 2: Huge File Sizes

Problem: 50MB PDF takes forever to load

Solution: Compress to under 10MB before uploading

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❌ Mistake 3: No Page Numbers

Problem: Signers don't know how long the document is

Solution: Add "Page X of Y" to footer

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❌ Mistake 4: Crowded Fields

Problem: Signature fields too close together

Solution: Leave 0.5" spacing between fields

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❌ Mistake 5: Text Over Signature Area

Problem: Signature field covers important text

Solution: Leave blank space for signature fields

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❌ Mistake 6: Inconsistent Formatting

Problem: Different fonts, sizes, spacing throughout

Solution: Use consistent formatting and styles

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❌ Mistake 7: Missing Information

Problem: Forgot to include key details

Solution: Use a checklist before finalizing

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❌ Mistake 8: Poor Image Quality

Problem: Blurry logos or images

Solution: Use high-resolution images (150-300 DPI)

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Tools & Resources

PDF Creation Tools

From Microsoft Office:

• Word: File → Save As → PDF
• Excel: File → Save As → PDF
• PowerPoint: File → Save As → PDF

PDF Editors:

• Adobe Acrobat (paid)
• Preview (Mac, free)
• PDF-XChange Editor (Windows, free)
• Foxit Reader (free)

PDF Compression Tools

Desktop:

• Adobe Acrobat: File → Save As Other → Reduced Size PDF
• Preview (Mac): File → Export → Reduce File Size

Online (free):

• SmallPDF.com
• iLovePDF.com
• PDF Compressor
• Sejda PDF Compressor

Design Tools

For creating professional documents:

• Microsoft Word (templates)
• Google Docs (templates)
• Canva (design templates)
• Adobe InDesign (professional)

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