How to Get Documents Signed 10x Faster (2026)

Key Takeaways: Signer Experience Optimization · Workflow Design for Speed · Reminder and Follow-Up Strategies · Mobile-First Signing · Reducing Friction at Every Step

TL;DR: Document signing speed is determined by two factors: how quickly documents reach the signer and how quickly the signer completes the signing. This guide covers both sides — optimizing internal workflows to minimize preparation and routing time, and designing the signing experience to minimize signer effort and hesitation. The result: documents that currently take days to sign can reach completion in hours or even minutes.

Every day a document waits for a signature costs money. A sales contract sitting in an inbox delays revenue recognition. A vendor agreement awaiting execution delays project start. An employment offer pending signature risks losing the candidate to a competitor. A lease unsigned for a week is a week of potential vacancy.

The organizations that get documents signed fastest don't just use e-signature software — they design every element of the signing experience for speed. From how documents are prepared, to when they're sent, to how the signing interface looks on a phone, to what happens when a signer doesn't respond — each element either accelerates or delays the signature.

This guide distills best practices from organizations processing thousands of signatures monthly into actionable strategies you can implement immediately.

Designing the Signing Experience for Minimum Friction#

The signer's experience — from receiving the signing request to completing their signature — determines whether signing takes 2 minutes or 2 days.

The signing request message is your first impression. Generic "Please sign this document" emails get ignored. Effective signing requests include: what the document is (in plain language, not legal titles), why they need to sign it, how long it will take (setting the "this is a 2-minute task" expectation), and a prominent call-to-action button. Subject lines matter — "Action Required: Sign Your Employment Agreement" outperforms "Document Ready for Signature" by 40% in open rates.

Document preparation before sending eliminates signer confusion. Pre-fill every field you can — name, date, address, company, title. Use signature placement markers that are visually obvious (highlighted fields, arrow indicators). Remove or hide pages that don't require the signer's attention (internal approval pages, filing instructions). The signer should see only what they need to review and sign — nothing more.

Guided signing experience walks signers through the document rather than dumping them on page 1 of a 30-page contract. "Sign here, then here, then initial here, then date here" — with the system scrolling to each field in sequence — produces faster completion than letting signers search for signature fields themselves. Required-field validation prevents incomplete submissions that require re-sending.

One-click mobile signing recognizes that many signers will open the signing request on their phone. If they tap the link and immediately see a mobile-optimized document with a "Sign" button — they sign. If they tap the link, see a desktop-formatted PDF that requires pinch-zooming and searching for tiny signature fields — they defer to "when I'm at my computer" and may never return.

Workflow Optimization: Reducing Internal Delays#

Often the biggest delays aren't the signer — they're the internal processes that happen before the document reaches the signer.

Template-based document generation eliminates the creation bottleneck. If every contract starts from a blank page or requires manual customization, document preparation becomes the first delay. Pre-built templates with merge fields (signer name, dates, amounts pulled from CRM or deal records) let sales reps or account managers generate signature-ready documents in minutes, not hours.

Automated routing removes manual handoffs. When an opportunity reaches "Verbal Agreement" stage in CRM: generate the contract from template → auto-route for internal approval (if needed) → send for customer signature — all triggered by a stage change, not by someone remembering to start the process. The fastest document processes have zero manual steps between triggering event and signer receipt.

Parallel internal approvals where independent reviewers approve simultaneously. If legal, finance, and the VP all need to approve before sending to the customer, parallel routing completes review in the time of the longest single review — not the sum of all three. For standard-term contracts that don't need legal review, skip that stage entirely through pre-approved template designation.

Approval delegation and escalation prevents single points of failure. An approver on vacation shouldn't hold up documents for a week. Automatic delegation (approve → delegate to backup after 4 hours of inactivity) and escalation (notify manager after 24 hours) keep documents moving regardless of individual availability.

Reminder Strategy and Follow-Up Automation#

Professional, well-timed reminders are the single most effective tactic for getting unsigned documents completed. Most unsigned documents aren't refused — they're forgotten.

First reminder: 24 hours after the initial signing request. Tone: friendly and helpful. "Just a reminder that [document name] is ready for your signature. It should take about 2 minutes." Include the direct signing link prominently.

Second reminder: 72 hours. Tone: slightly more direct. "Your signature on [document name] is still needed. Is there anything I can help clarify?" This reminder serves two purposes: prompting action and surfacing any concerns or questions that are blocking the signature.

Third reminder: 5-7 days. Tone: clear and action-focused. At this point, consider escalation — notify the relationship owner (sales rep, account manager, HR contact) that the document is unsigned so they can follow up personally. Personal outreach combined with automated reminders produces the best results for resistant signers.

Timing optimization matters more than most organizations realize. Data across millions of e-signature transactions shows: signing requests sent Tuesday-Thursday between 9-11 AM local time receive the fastest response. Monday mornings (inbox overload) and Friday afternoons (weekend mindset) produce the slowest response rates. If possible, schedule signing requests for optimal delivery windows.

SMS/text reminders achieve higher open rates than email (98% vs. 20-30%). For time-sensitive documents, adding SMS reminders to the email sequence dramatically accelerates signing. A text message with a direct signing link received on a phone — where the signer can complete the process immediately — removes the "I'll do it later" response that email reminders often produce.

Measuring and Improving Signing Speed#

What you measure improves. Track signing speed metrics to identify and eliminate delays continuously.

Time-to-signature measures the interval from signing request sent to signature completed. Break this into components: time-to-open (how long before the signer opens the document), review time (time spent with the document open before signing), and abandonment recovery time (time between opening without signing and eventually completing). Each component suggests different interventions.

Completion rate tracks what percentage of sent documents are signed without re-sending or escalation. Industry benchmarks: 80-90% for internal documents (employee agreements, policy acknowledgments), 70-85% for customer-facing documents (contracts, proposals), 50-70% for cold or unsolicited documents (waivers, consent forms). If your rates are below these benchmarks, focus on signer experience optimization.

Drop-off analysis identifies where in the signing process signers abandon. Common patterns: drop-off at the email (never opened — improve subject lines and sending timing), drop-off at document review (opened but not signed — simplify the document or add guided signing), and drop-off at identity verification (verification step too complex — evaluate whether the verification level matches the document's risk profile).

A/B testing optimizes specific elements. Test different email subject lines, signing request messages, reminder timing, and signing interface configurations. Small improvements compound: a 10% improvement in email open rate plus a 10% improvement in signing completion rate equals a 21% improvement in overall signing speed.

ZiaSign optimizes every element of the signing experience — from mobile-first document design to intelligent reminder sequences to real-time analytics — helping your organization get documents signed in hours instead of days. The fastest signature is the one that requires the least effort.

This article is part of ZiaSign's comprehensive resource library. Explore more guides at ziasign.com/blogs, or try our 119 free PDF tools.

Checklist Before You Send#

Before finalizing get documents signed 10x faster, confirm the right version, recipients, fields, deadlines, and whether the task should stay simple or become a reusable workflow.