Receiving a Signing Request
What to expect when you receive a document
Receiving a Signing Request
When someone sends you a document to sign through SignNXT, you'll receive an email notification with a secure link to review and sign the document. No account or login is required to sign documents.
You don't need a SignNXT account to sign documents. Simply click the link in your email and you can sign immediately from any device.
What to Expect
When someone sends you a document for signature, here's what happens:
1. Email Notification - You receive an email with the subject: "[Sender Name] has sent you a document to sign via SignNXT"
2. Secure Link - The email contains a unique, secure link that only you can use
3. Document Details - The email shows the document name and who sent it
4. Expiration Notice - If the document has an expiry date, you'll see when it expires
5. One-Click Access - Click the "Review and Sign" button to open the document
SignNXT
documents@signnxt.com
John Smith from Acme Corporationhas sent you a document to review and sign:
📄 Employment Agreement - 2025
This document requires your electronic signature
Powered by SignNXT
Example of a signing invitation email you'll receive
Email Content Breakdown
Email Header
The email comes from SignNXT (documents@signnxt.com) and includes the SignNXT logo or the sender's company logo if they've customized their branding.
Personal Greeting
The email addresses you by name:
"Hi [Your Name],"
Document Information
The email clearly states:
• Who sent it: "[Sender Name] from [Company Name]"
• What document: The full document name in quotes
• What action needed: "has sent you [Document Name] for your signature"
Example:
"John Smith from Acme Corporation has sent you 'Employment Offer Letter' for your signature."
Review and Sign Button
A prominent purple button labeled "Review and Sign" takes you directly to the signing page.
Each signing link is unique and secure. It's tied to your email address and can only be used by you. Don't share this link with others.
Expiration Notice (If Applicable)
If the sender set an expiration date, you'll see:
"This signing request will expire on [Date]."
If a document has an expiration date, make sure to sign it before the deadline. After expiration, the link will no longer work and you'll need to request a new signing link from the sender.
Sender's Signature
The email is signed by the person who sent the document:
Kind Regards,
[Sender Name]
[Company Name]
This personal touch confirms who sent the document and provides context.
Footer Information
The email footer includes helpful information:
1. Security Notice - Reminder not to forward the email
2. Questions About Document - Instructions to contact the sender directly
3. About SignNXT - Brief description of the platform
4. Unsubscribe Note - How to stop receiving emails from this sender
Understanding the Secure Link
The signing link in your email looks like this:
https://app.signnxt.com/sign/abc123xyz789...
Link Characteristics
• Unique Token - Each link contains a unique token (the random characters after /sign/)
• Tied to Your Identity - The link is connected to your name and email address
• One-Time Use - Once you sign, the link becomes inactive
• No Login Required - You can access the document without creating an account
• Secure - The link is encrypted and protected
• Time-Limited - If the document expires, the link stops working
Your signing link is tied to YOUR identity. When you sign using this link, the system records YOUR name and email on the document. Never share your signing link with anyone else, as they would be signing on your behalf. Each signer receives their own unique link for security and legal validity.
What Happens When You Click the Link
Link Opens in Browser
The signing link opens in your default web browser (Chrome, Safari, Firefox, Edge, etc.)
Document Loads
SignNXT loads the document and displays it with all the fields you need to fill
Large documents may take a few seconds to load. The system is securely retrieving the document and preparing it for signing.
Signing Page Appears
You'll see the complete signing interface with:
• The PDF document
• Fields highlighted for you to fill
• Instructions on what to do
• Your name and role displayed at the top
The signing page shows everything you need to complete the document"/>
Email Didn't Arrive?
If you're expecting a signing request but haven't received the email, try these steps:
1. Check Your Spam/Junk Folder
SignNXT emails sometimes get filtered by email providers. Check your:
• Spam folder
• Junk folder
• Promotions tab (Gmail)
• Other/Updates folder
If you find the email in spam, mark it as "Not Spam" or "Not Junk" to ensure future emails arrive in your inbox.
2. Check the Email Address
Confirm with the sender that they used the correct email address. Common mistakes:
• Typo in email address
• Wrong email domain (.com vs .net)
• Old email address
3. Wait a Few Minutes
Email delivery can sometimes be delayed. Wait 5-10 minutes and check again.
4. Check Email Filters
Some email clients have filters that automatically move emails. Check:
• Email rules/filters
• Blocked senders list
• Whitelist settings
5. Contact the Sender
If you still can't find the email, contact the person who sent the document and ask them to:
• Verify they sent it to the correct email
• Resend the signing request
• Check if the document is still pending (not voided or expired)
Multiple Documents from Same Sender
If someone sends you multiple documents, you'll receive a separate email for each document. Each email contains:
• A unique signing link for that specific document
• The document name clearly stated
• Separate expiration dates (if applicable)
Create an email folder for "Documents to Sign" and move all signing requests there. This helps you keep track of what needs to be signed.
Sequential Signing
Some documents require signers to sign in a specific order. If you're not the first signer:
• You'll receive the email after the previous signer completes their signature
• The email will arrive automatically when it's your turn
• You don't need to do anything until you receive the email
Example:
Document requires signatures in this order:
- Manager (signs first)
- HR Director (receives email after Manager signs)
- You (receive email after HR Director signs)
If you're part of a sequential signing workflow, you'll only receive the email when all previous signers have completed their signatures.
Reminder Emails
If you haven't signed the document after a few days, you may receive reminder emails. These reminders:
• Come from the same sender
• Have the subject: "Reminder: Document waiting for your signature via SignNXT"
• Contain the same signing link
• Show when the document was originally sent
• Display the expiration date (if applicable)
Reminders are sent automatically by SignNXT based on the sender's settings. They're designed to help you remember to complete important documents.
Mobile Devices
You can receive and open signing requests on any device:
Smartphones
• Open the email on your phone
• Tap the "Review and Sign" button
• The signing page is mobile-optimized
• You can draw signatures with your finger
Tablets
• Perfect for reviewing and signing documents
• Larger screen makes it easier to read
• Use a stylus for more precise signatures
Desktop/Laptop
• Full-screen document viewing
• Easy navigation with mouse
• Keyboard input for text fields
Email Security Features
SignNXT emails include several security features to protect you:
1. Sender Verification
The email clearly shows:
• Who sent the document (name and company)
• The sender's email address
• When it was sent
2. Secure Link
• HTTPS encryption
• Unique token per signer
• Cannot be guessed or forged
3. Email Authentication
• Sent from verified SignNXT domain
• SPF and DKIM authentication
• Reduces phishing risk
Always verify you know the sender before clicking any link. If you receive a signing request from someone you don't know or weren't expecting, contact them directly to confirm before proceeding.
What Information is Visible
When you receive a signing request, you can see:
In the Email
• Your name
• Sender's name and company
• Document name
• Expiration date (if set)
On the Signing Page
• Full PDF document
• Your role (e.g., "Employee", "Client")
• Fields you need to fill
You can only see your own fields and information. Other signers' signatures and filled fields are only visible after they complete their part.
Troubleshooting
Link doesn't work or shows error
Possible causes:
• Document has been voided by sender
• Document has expired
• You already signed the document
• Link was copied incorrectly
Solution: Contact the sender and ask them to check the document status or resend the signing request.
Email looks suspicious
Warning signs:
• Sender you don't recognize
• Unexpected document
• Poor grammar or spelling
• Urgent or threatening language
• Link doesn't go to signnxt.com
Solution: Don't click the link. Contact the supposed sender directly using a known email or phone number to verify.
Can't open on mobile device
Possible causes:
• Outdated browser
• Poor internet connection
• JavaScript disabled
Solution:
1. Update your mobile browser
2. Try a different browser (Chrome, Safari, Firefox)
3. Check your internet connection
4. Try opening on a desktop computer
Next Steps
After receiving the signing request email:
1. Click the "Review and Sign" button in the email
2. Review the document carefully
3. Fill in all required fields (signature, initials, dates, text)
4. Submit your signature when complete
5. Receive confirmation that your signature was recorded
Now that you understand what to expect when receiving a signing request, you're ready to review and sign your document! Click the link in your email to get started.
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Need help?
If you're having trouble with a signing request, contact the person who sent you the document or reach out to our support team at support@signnxt.com
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