Declining to Sign

Sometimes you may need to decline signing a document. SignNXT makes this process transparent and professional, ensuring the sender understands your decision while maintaining clear communication.

When to Decline

You might want to decline a document for various reasons:

Common Reasons to Decline

• Terms Not Acceptable - You don't agree with the terms or conditions
• Need More Time - You need to review with legal counsel or advisors
• Budget Not Approved - Waiting for budget approval from management
• Not Authorized - You're not the right person to sign this document
• Information Incorrect - The document contains incorrect information
• Wrong Document - You received the wrong document by mistake
• Circumstances Changed - Situation has changed since document was sent
• Need Clarification - You have questions that need to be answered first

How to Decline a Document

What Happens After You Decline

When you decline a document, several things happen automatically:

Immediate Actions

Notifications Sent

• Sender Notified - Receives email that you declined with your reason
• Signed Signers Notified - Anyone who already signed is informed
• Pending Signers NOT Notified - People who haven't received the document yet don't get notified

Sequential Signing Example

If you're in a sequential signing workflow:

Signer 1: Signed ✅
Signer 2: You declined ❌ (reason: "Budget not approved")
Signer 3: Never receives email ❌

Notifications:
✅ Sender notified
✅ Signer 1 notified (their signature is now invalidated)
❌ Signer 3 NOT notified (never received signing request)

Decline Reason Examples

Here are examples of good decline reasons:

Professional Reasons

Good Examples:

• "I need to review the payment terms with my finance team before proceeding with this agreement."
• "The project timeline doesn't align with our current capacity. We need to discuss a revised schedule."
• "I'm not authorized to sign contracts of this value. Please send to our CFO instead."
• "The document contains incorrect information about my role and responsibilities."
• "I need clarification on clauses 3.2 and 5.1 before I can sign this document."

Poor Examples (Avoid These):

• "No" - Too vague
• "I don't want to" - Unprofessional
• "Wrong" - Not specific enough
• "Nope" - Too casual

Decline vs Cancel

It's important to understand the difference:

Action	Who Can Do It	When	Effect
Decline	Signer (you)	When asked to sign	You refuse to sign
Void	Sender only	Anytime before completion	Sender cancels the document

Key Differences

Decline (Signer Action):

• You're saying "I don't want to sign this"
• Sender is notified of your decision
• Sender can address your concerns and resend
• Your reason is recorded

Void (Sender Action):

• Sender is saying "I'm cancelling this document"
• All signers are notified
• Usually due to errors or changes
• Sender's reason is recorded

After Declining: What's Next?

After you decline, here are the possible next steps:

Sender May Contact You

• To understand your concerns
• To clarify any misunderstandings
• To negotiate terms
• To provide additional information

Sender May Resend

If your concerns are addressed:

• Sender can create a new document
• You'll receive a new signing request
• New document will have a different signing link
• Previous decline is recorded separately

Document May Be Abandoned

If terms can't be agreed upon:

• Sender may choose not to proceed
• No further action required from you
• Decline is recorded in audit trail

Decline Notifications

Here's what notifications are sent when you decline:

Email to Sender

Subject: "Document Declined - [Document Name]"

Content:

• Who declined (your name and email)
• Document name
• When you declined (date and time)
• Your decline reason (full text)
• Link to view document details

Email to Signed Signers

Subject: "Document Declined by Another Signer"

Content:

• Document name
• Who declined
• When it was declined
• Note that their signature is now invalidated

Your Confirmation Email

Subject: "You Declined to Sign - [Document Name]"

Content:

• Confirmation of your decline
• Document name
• Your decline reason (for your records)
• Sender's contact information

Frequently Asked Questions

Can I change my mind after declining?

No, once you decline, you cannot undo it. The sender will need to resend the document if you change your mind. Contact the sender directly to discuss.

Will declining affect my relationship with the sender?

Declining is a normal part of business. As long as you provide a professional reason, it should not negatively affect your relationship. It shows you're being thoughtful and careful.

Can I decline without giving a reason?

No, a reason is required (minimum 10 characters). This ensures clear communication and helps the sender understand your concerns.

What if I accidentally clicked decline?

Click "Cancel" in the decline dialog before confirming. If you already confirmed, contact the sender immediately to explain the mistake.

Can I see my decline reason later?

Yes, you'll receive a confirmation email with your decline reason. The sender also has access to this information in their audit trail.

Does declining notify everyone?

No, only the sender and signers who already signed are notified. Pending signers who haven't received the document yet are not notified.

Can I decline on behalf of someone else?

No, each signer must decline their own document. If you're not the right person to sign, explain this in your decline reason and suggest who should receive it instead.

Is there a time limit to decline?

You can decline anytime before you sign, as long as the document hasn't expired or been voided by the sender.

Troubleshooting

"Decline to Sign" button is not visible

Cause: Page hasn't loaded completely or browser issue.

Solution:

Can't enter decline reason

Cause: Text area not responding or character limit reached.

Solution:

"Decline to Sign" button is grayed out

Cause: Reason is too short (less than 10 characters).

Solution:

Error message after clicking decline

Cause: Connection issue or server error.

Solution:

Best Practices

Follow these best practices when declining documents:

Do's

✅ Be specific - Explain exactly why you're declining
✅ Be professional - Use respectful, business-appropriate language
✅ Be timely - Decline as soon as you know you can't sign
✅ Offer alternatives - Suggest solutions if possible
✅ Follow up - Contact sender directly if needed
✅ Keep records - Save the confirmation email

Don'ts

❌ Don't be vague - "I don't want to" doesn't help
❌ Don't be rude - Maintain professionalism
❌ Don't delay - Don't wait until the last minute
❌ Don't ignore - Declining is better than ignoring
❌ Don't decline by mistake - Double-check before confirming

Audit Trail

Your decline action is fully recorded:

What's Logged:

• Your name and email
• Date and time of decline
• Your decline reason (full text)
• IP address (for security)
• Device information
• Document status change (pending → declined)

Who Can See It:

• Document sender
• Workspace administrators
• You (in your confirmation email)

Why It Matters:

• Legal record of your decision
• Proof of communication
• Compliance and accountability
• Dispute resolution

Related Guides

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Need help?
If you have questions about declining a document, contact the person who sent it to you or reach out to our support team at support@signnxt.com