Are you tired of wasting time and resources on manual paperwork when it comes to signing contracts? Have you ever signed a contract and then had to print, sign, scan, and email it back to the sender? If you’ve answered “Yes” to either of these questions, then this article is for you! Today, we’ll be discussing how to send a signed contract via email to save you time and make the process more efficient.
But wait, there’s more! We will provide you with sample emails that you can use or modify based on your specific needs. Our aim is to make this process as seamless as possible so you can focus on running your business.
Gone are the days of searching for a printer, signing a document, scanning, and then waiting to send it back. We know that time is money, and that’s why we want to show you how to send a signed contract with ease. Whether you’re a freelancer, entrepreneur, or a small business owner, this is a skill that will come in handy time and time again.
So, let’s dive in and explore the best way to send a signed contract via email. With our sample emails, you’ll be able to get started right away and save time in the process.
The Best Structure for Sending a Signed Contract via Email
Sending a signed contract is an essential part of any business transaction. However, sending a signed contract via email can be tricky. You want to make sure that the recipient understands the importance of the document and that they have a clear understanding of what they need to do next. The following is the best structure for sending a signed contract via email.
Subject Line
The subject line of your email should be clear and concise. It should include the words “Signed Contract” and the name of the project or transaction. This will ensure that your recipient knows exactly what they are getting in the email and can quickly locate it in their inbox if they need to reference it in the future.
Opening Greeting
The first line of your email should be a simple greeting. This can be as simple as “Hi [Recipient’s Name]” or “Hello.” The purpose of the opening greeting is to establish a friendly and professional tone for the rest of the email.
Explain the Attached Contract
After the opening greeting, you should explain the purpose of the email and the significance of the attached contract. Give a brief overview of the contract’s contents and why it is important that the recipient review and sign it. This will set expectations for the recipient and ensure that they understand the importance of the attached document.
Attached Documents
Make sure that you attach the signed contract and any other relevant documents to the email. Be sure to double-check that all documents are attached properly before hitting the send button.
Next Steps
Finally, you should outline the next steps that the recipient needs to take. This may include reviewing and signing the contract, sending a copy back to you, or simply acknowledging receipt of the document. Make sure that the recipient knows exactly what they need to do and when they need to do it.
Closing
End your email with a friendly and professional closing. This can be as simple as “Thank you,” “Best regards,” or “Sincerely.” Finish the email by including your name, email signature, and contact information.
In summary, sending a signed contract via email can be challenging, but following this structure will help ensure that your recipient understands the importance of the document and what they need to do next. Taking the time to craft a well-written email will save you time and headaches in the long run.
Sample Email Sending Signed Contract – Recommendation for Employment
Confirmation of Offer and Acceptance of Employment Contract
Dear [Recipient],
We are pleased to confirm that you have been offered employment and have accepted the proposed terms and conditions of your employment contract. As a result, we have attached the signed copy of your employment contract for your reference and records.
We believe that you will be an excellent addition to our team, and we are looking forward to working with you. Please do not hesitate to contact us if you have any questions or concerns regarding your employment. We are here to support you as you begin this new chapter in your career.
Thank you for committing to our organization, and we look forward to your contributions.
Best regards,
[Sender]
Sample Email Sending Signed Contract – Recommendation for Partnership
Signing of Partnership Agreement
Dear [Recipient],
We are excited to announce that we have signed the partnership agreement and are eager to start our joint venture with your esteemed company. We have attached a copy of the signed contract for your records, and we would like to thank you for your trust in us.
We wholeheartedly believe that this partnership will be mutually beneficial and contribute positively to both our organizations’ growth. We are confident that it will foster a long and fruitful relationship between us.
We look forward to a bright future with your organization and anticipate a successful partnership.
Best regards,
[Sender]
Sample Email Sending Signed Contract – Recommendation for Services
Confirmation of Service Agreement
Dear [Recipient],
We are thrilled to inform you that we have signed the service agreement, and we are excited to provide our services to you. Attached is a copy of the signed agreement for your reference and records.
We are delighted to have the opportunity to work with you and believe that our services will provide excellent value to your organization. We understand the importance of meeting our clients’ needs and are confident in our ability to deliver on our promises.
Please do not hesitate to reach out to us should you have any questions or need assistance with anything. We are here to help and look forward to providing you with exceptional service.
Thank you for choosing us as your partner in this journey.
Best regards,
[Sender]
Sample Email Sending Signed Contract – Recommendation for Lease
Lease Agreement Confirmation
Dear [Recipient],
We are pleased to let you know that we have signed the lease agreement, and we are looking forward to having you as our new tenant. Attached is a copy of the signed lease agreement for your reference and records.
We believe that our property will provide a comfortable and conducive environment for your business operations. We understand that running a business can be challenging and aim to provide hassle-free renting experience. We assure you that you can expect exceptional service from us.
If you have any questions or concerns regarding your lease agreement or the property, please do not hesitate to contact us. We are happy to assist you in any way we can.
We look forward to a positive long-term relationship with you.
Best regards,
[Sender]
Sample Email Sending Signed Contract – Recommendation for Purchase Order
Confirmation of Purchase Order Agreement
Dear [Recipient],
We are delighted to confirm that we have received and signed the purchase order agreement. Attached is a copy of the signed agreement for your reference and records.
We assure you that we will provide high-quality products that meet your specifications and exceed your expectations. We understand the importance of delivering on time and are committed to ensuring that your orders are fulfilled promptly. We aim to provide exceptional service to our clients and are confident that we can meet your requirements.
Please do not hesitate to contact us should you have any questions or concerns regarding your purchase order or our products. We are here to help and look forward to a long and successful business relationship with you.
Thank you for trusting us with your business.
Best regards,
[Sender]
Sample Email Sending Signed Contract – Recommendation for Freelance Services
Contract Confirmation For Freelance Services
Dear [Recipient],
We are pleased to inform you that we have signed the contract for the freelance services you will be providing to our organization. Attached is a copy of the signed agreement for your reference and records.
We believe that you possess the skills, knowledge, and experience necessary to meet our unique needs. We are confident that your services will provide high-quality results that will contribute positively to our organization’s growth and success.
If you have any questions or concerns regarding your freelance project or the contract, please do not hesitate to contact us. We are happy to assist you in any way we can. We value our relationship with you and hope to continue working with you on future projects.
Thank you for partnering with us.
Best regards,
[Sender]
Sample Email Sending Signed Contract – Recommendation for Loan Agreement
Loan Agreement Confirmation
Dear [Recipient],
We are thrilled to let you know that we have signed the loan agreement. Attached is a copy of the signed agreement for your reference and records.
We believe that our partnership will provide us both with significant benefits. We understand the importance of meeting our commitment and will ensure that we adhere to all the terms and conditions of the agreement. We are eager to get started on the project and contribute meaningfully to our mutual success.
If you have any questions or concerns regarding the loan agreement or the project, please do not hesitate to reach us. We are here to assist you in any way we can and are committed to providing you with exceptional service.
Thank you for choosing to work with us.
Best regards,
[Sender]
Sending Signed Contract via Email: Tips and Tricks
Contracts serve as a legal agreement between two parties. An effective way to send a contract is via email. However, there are certain things you need to keep in mind to ensure that the receiving party acknowledges the contract’s terms and conditions. Here are the tips for sending signed contracts via email:
Choose the Right File Format
Choose the right file format for delivering the contract. Always use PDF files because they are secured and can’t be edited. It stands as a legal proof for both parties. This way, you will avoid the common problems associated with Word documents such as formatting changes, unwanted editing, and more.
Add a Cover Letter
In addition to the file attachment, include a cover letter that contains essential information such as your contact details, description of the contract, and instructions on how to view the file. As much as possible, personalize the letter and make it engaging. This makes things easier for those who have several emails to read and respond to.
Include Specific Instructions
Include specific instructions on how to sign the contract. Encourage the receiving party to acknowledge the receipt of the document once they have received it. Explain the signing process and indicate the signing deadline. Through instructions, both parties will be on the same page regarding the signing process, and the whole process can conclude without a hitch.
Send a Reminder
If you haven’t received a response from the receiving party, send a gentle reminder to follow up on the signing of the contract. It could be something well-phrased for example, “Hello! I hope you’ve had some time to read through the contract. Just in case you are caught up, I kindly remind you of the signing deadline. Let us know your thoughts!”
Lastly, Be Professional
Being professional is paramount when sending signed contracts. Make sure key information like the subject and content are concise and professionally written. Exercise caution with language and explicitly clarify terms that might seem ambiguous after going through the document. In conclusion, sending signed contracts via email requires tactfulness, and by following the tips above, your chances of getting the desired response from the receiving party will be extraordinarily high.
What is a signed contract?
A signed contract is a legal agreement between two parties that outlines the terms and conditions of their transaction and is signed by both parties to show their mutual agreement.
How do I send a signed contract via email?
You can send a signed contract via email by attaching the document to your email and adding a message explaining that the contract is attached and has been signed. Ensure that the recipient is expecting the email, and that their email address is correct.
Is it secure to send a signed contract via email?
Yes, it is secure to send a signed contract via email. However, it is always recommended to encrypt the email and password protect any document to minimize the risk of unauthorized access.
How can I ensure that the recipient has received the signed contract?
You can request a read receipt from the recipient to confirm that the email has been opened and the contract has been received. Alternatively, you can follow-up with a phone call or another email to confirm if they have received the contract.
Is it necessary to send a hard copy of the signed contract?
It depends on the agreement between the parties. In general, electronic signatures are legally binding and enforceable, so it may not be necessary to print and send a hard copy.
What are the advantages of sending a signed contract via email?
Sending a signed contract via email saves time and money as it eliminates the need for printing, scanning, and mailing hard copies. It also provides a fast and convenient way to share signed documents between parties wherever they are in the world.
What should I do if I realize I made a mistake after sending the signed contract by email?
If you realize you made a mistake after sending the signed contract by email, you should contact the recipient immediately to discuss the issue and determine how to rectify the mistake. You may need to resend the corrected document or issue an addendum explaining the correction.
Thanks for reading and happy emailing!
I hope this article has been helpful to you in sending a signed contract via email. Remember, always double-check for accuracy and make sure you have everything in order before hitting that send button. If you have any questions or comments, feel free to drop them below. And don’t forget to come back for more tips and tricks on how to streamline your professional communication. Happy emailing!