How to Send a Contract via Email for Digital Signing

June 21, 2024

Sending contracts via email for digital signing can become a time-consuming task, especially when it needs to be done repeatedly. A clever way to improve this process is by automating it using an online contract management solution that includes email sending and digital signing features. This article will help you with the process so you don't have to complete this task manually.

James Fyfe
Co-founder - CEO

Sending contracts via email for digital signing offers a seamless and efficient way to formalize agreements without the hassle of traditional paperwork. 

In this guide, we'll explore the process of sending a contract for digital signing via email, its benefits, whether these contracts are considered legal, and lastly, how to leverage the innovative tools and features provided by Portant to help you set up the whole process. 

What is an Electronic Contract?

Electronic contracts, also known as e-contracts, have become a convenient and efficient alternative to traditional paper-based agreements in business. An electronic contract is an agreement created, signed, and stored in digital format. 

Unlike traditional contracts, which require physical signatures and manual processing, electronic contracts streamline the process, allowing parties to sign documents electronically anywhere.

Electronic contracts offer numerous advantages for businesses, including increased efficiency, reduced paperwork, and faster turnaround times. By adopting electronic contracts into business operations, organizations can simplify their contract management processes and adapt to the demands of the digital age.

How to Send a Contract for Signing to Your Clients via Email

Sending a contract for digital signing via email is straightforward, especially when you have the right tools. With Portant's intuitive platform, you can streamline the entire workflow, from contract creation to digital signing.

Let us guide you through the easy steps to get you set up sending a contract for signing via email: 

Step 1: Utilize Portant's Contract Templates

Portant offers a comprehensive library of contract templates, each designed to meet specific business needs and requirements. These templates come pre-loaded with essential elements and information, ensuring professionalism and accuracy in every document. 

Whether you need a standard or NDA agreement template, Portant's template library has you covered.

Portant's Non-Disclosure Agreement Template

Step 2: Integrate with Gmail for Seamless Sharing

One of Portant's standout features is its seamless integration with Gmail. This integration allows you to send contracts directly from your Gmail account, eliminating the need for third-party email clients or manual file transfers. 

With just a few clicks, you can draft an email, attach the contract, and send it to your clients for review and signing.

Step 3: Enable eSignature for Efficient Signing

Portant's eSignature feature removes the hassle from the signing process, allowing parties to easily eSign contracts electronically. 

Portant's E-signature Feature

Whether your clients are across the street or the globe, they can sign documents digitally from any device with an internet connection. This streamlined approach saves time and ensures the legality and validity of the signed contracts.

Are Electronic Signed Contracts Legally Binding?

Fortunately, electronic signatures hold the same legal validity as traditional ink signatures in most jurisdictions around the world.

The legal framework governing electronic signatures varies depending on the country and region, but many jurisdictions have adopted laws and regulations that recognize electronic signatures as valid and enforceable. 

For instance, in the United States, the Electronic Signatures in Global and National Commerce Act (ESIGN) and the Uniform Electronic Transactions Act (UETA) establish the legal equivalence of electronic signatures and traditional signatures in most transactions.

Similarly, the eIDAS Regulation sets standards for electronic signatures in the European Union, ensuring their legal validity across member states. Under eIDAS, electronic signatures are classified into different levels, with advanced and qualified electronic signatures carrying the highest level of legal recognition.

Key factors that contribute to the legal validity of electronic signed contracts include:

  1. Intent to Sign: Just like traditional contracts, electronic contracts require the parties' mutual intent to be bound by the terms and conditions outlined in the agreement. This intent can be expressed through various means, such as clicking an "I Agree" button or digitally signing a document.

  2. Authentication: To ensure the authenticity and integrity of electronic signatures, it's essential to use reliable authentication methods, such as cryptographic techniques or biometric verification. By verifying the signatory's identity and securing the signing process, businesses can enhance the legal validity of electronic contracts.

  3. Audit Trail: An audit trail provides a comprehensive record of the signing process, including each party's actions and any changes made to the document. This trail serves as evidence of the parties' intent and can be instrumental in resolving disputes or legal challenges related to the contract.

  4. Compliance with Legal Requirements: Adherence to relevant laws, regulations, and industry standards is paramount to ensuring the legal validity of electronically signed contracts. Businesses must stay informed about applicable legal requirements and implement measures to comply with them, thereby safeguarding the enforceability of their electronic agreements.

Benefits of Sending Electronic Contracts via Email to Your Clients 

Sending electronic contracts via email offers many benefits for businesses and clients alike. Leveraging email for contract distribution and signing can speed up processes, enhance communication, and improve efficiency. So let’s go into the details of the advantages of sending electronic contracts via email to your clients:

1. Speed and Efficiency

Electronic contract delivery via email eliminates the time-consuming process of printing, mailing, and waiting for documents to be physically returned. With just a few clicks, contracts can be sent to clients immediately, reducing turnaround times and expediting the signing process. This increased speed enhances productivity and enables businesses to close deals faster, giving them a competitive edge in the market.

2. Convenience and Accessibility

Email is a popular communication tool that clients are familiar with and use daily. By sending contracts directly to their email inbox, businesses make it easy for clients to access and review documents at their convenience. Clients can sign contracts from any location, whether in the office, at home, or on the go, using their computer, tablet, or smartphone. This accessibility eliminates barriers to contract signing and ensures a seamless experience for clients.

3. Cost Savings

Sending electronic contracts via email eliminates the need for paper, printing, postage, and other associated costs. Businesses can save a lot of money by transitioning to electronic contract delivery, especially for large contracts. 

Electronic contracts reduce administrative expenses related to manual processing, filing, and storage, leading to overall cost savings for the organization.

4. Enhanced Security

Contrary to common misconceptions, email can be a secure method of transmitting sensitive information, including contracts. By implementing encryption protocols and secure email platforms, businesses can safeguard confidential contract documents during transmission. Furthermore, electronic contracts can be protected with digital signatures and authentication measures, ensuring the integrity and authenticity of the documents. 

These security features provide peace of mind for businesses and clients, mitigating the risk of unauthorized access or tampering.

5. Environmental Sustainability

Embracing electronic contract delivery aligns with sustainability initiatives and reduces the environmental impact of paper-based processes. By minimizing paper consumption, businesses contribute to conservation efforts, reduce carbon emissions, and promote eco-friendly practices. Sending electronic contracts via email demonstrates a commitment to environmental responsibility and reflects positively on the organization's corporate social responsibility efforts.

6. Audit Trail and Documentation

Email communication inherently generates a digital trail of interactions, providing a comprehensive record of contract exchanges and interactions between parties. This audit trail is valuable documentation for legal purposes, compliance requirements, and dispute resolution. Businesses can track the entire contract lifecycle, from initial delivery to signing and beyond, ensuring transparency and accountability throughout the process.

Send Contracts via Email and Sign Digitally with Portant

Portant's all-in-one platform revolutionizes how businesses handle contracts, offering a range of features to streamline the contract management process. With over 750,000 satisfied users, Portant has become synonymous with efficiency, reliability, and peace of mind.

  • Contract Creation: Generate professional contracts in minutes using Portant's template library.
  • Agreement Tracking: Keep track of contract progress and status updates in real time.
  • Contract Renewals: Never miss an important renewal deadline with automated reminders.
  • NDAs & Compliance: Ensure compliance with industry regulations and standards effortlessly.
Testimonials: "Portant has been a game-changer for our business. We have saved countless hours by automating repetitive tasks." - Freccia Benn, Head of Strategy, Lumify Energy

Key Benefits:

  • Streamlined Workflow: Say goodbye to manual paperwork and tedious administrative tasks.
  • Enhanced Security: Rest assured, knowing that your contracts are securely stored on Google servers.
  • Effortless Collaboration: Collaborate with team members and stakeholders seamlessly.
  • Automatic Reminders: Stay on top of important contract dates and deadlines with automated reminders.

ConclusionIn conclusion, sending contracts via email for digital signing offers a convenient and efficient way to formalize agreements in business partnerships. By leveraging the innovative tools and features provided by Portant, businesses can streamline their contract management processes, increase efficiency, and ensure compliance with legal regulations. Whether you're a small startup or a large enterprise, Portant's all-in-one platform has everything you need to simplify your contract workflow and achieve more success in your business journey. Sign up for Portant today and experience the future of contract management firsthand.

Conclusion

In conclusion, sending contracts via email for digital signing offers a convenient and efficient way to formalize agreements in business partnerships. By leveraging the innovative tools and features provided by Portant, businesses can streamline their contract management processes, increase efficiency, and ensure compliance with legal regulations. 

Whether you're a small startup or a large enterprise, Portant's all-in-one platform has everything you need to simplify your contract workflow and achieve more success in your business journey.

Sign up for Portant today and experience the future of contract management firsthand.

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