Best Practices

Contract Signing Best Practices

Practical rules, checklists and workflows to make your contract signing fast, secure, and defensible — whether you’re a team of one or a global enterprise.

Practice-drivenRisk-basedAudit-ready

Used by teams to sign faster and reduce disputes

Quick Checklist Before Sending a Contract

Run down this checklist to avoid common pitfalls and speed up execution.

Preparation

Use a reviewed template (with version metadata)
Confirm the counterparty details (legal name, address)
Embed key dates clearly (effective, termination)

Risk & Authentication

Assess risk to choose auth strength (email, SMS OTP, ID check)
Enable multi-factor for high-value transactions
Record why a specific auth method was used

Post-Sign & Retention

Keep the signed PDF + full audit trail together
Retention policy and export options for compliance
Automated notifications for renewals/expiry

Recommended Signing Workflow

A repeatable flow teams rely on to keep contracts consistent and defensible.

Prepare

Start with an approved template, fill parties & variables, attach exhibits.

Auto-merge fields and do a quick content QA pass
Mark negotiable vs. non-negotiable clauses

Authenticate

Choose authentication methods aligned to contract risk.

Email & OTP for routine agreements
Identity verification or enterprise SSO for high-risk signings

Record & Retain

Capture a tamper-evident PDF and a full signing audit trail.

Store signed PDF + audit log (timestamps, IPs, auth)
Provide downloadable/exportable evidence for legal review

Security & Storage Recommendations

Defend signing integrity with layered controls and clear retention policies.

Encryption & Keys

Encrypt documents at rest and in transit (TLS + AES-256)
HSM-backed key management for signing/verification keys
Key rotation and access audit logs

Access & Governance

Role-based access control (who can send, who can sign, who can archive)
Approval flows for changes to templates and high-value contracts
Retention policy with export/secure-delete options

Edge Cases & When to Escalate

Regulated Documents

Certain documents may require special handling (notarization, witness, or specific ID verification).

Escalate to legal when jurisdiction or industry rules are unclear.
Use e-notary integrations where accepted.

Cross-border & International

Cross-border contracts may trigger different standards (eIDAS, ESIGN, local notarization).

Record signer's jurisdiction and apply regional rules.
When in doubt, add traceable verification steps and legal review.

Templates & Automation

Use templates and automation to reduce errors, speed up approvals, and maintain consistency.

Controlled Templates

Template library with edit permissions, version history, and required fields.

Auto-fill & Merging

Automate party data merges and guardrails to prevent malformed contracts.

Approval Workflows

Define who must review and approve before a document is sent for signature.

Who benefits most from these practices?

Small teams & startups

Keep contracts simple and defensible — templates + automated reminders save time and reduce risk.

Legal & compliance teams

Centralized governance, audit-ready logs, and configurable authentication let you scale safely.

Contract Signing: Common Questions

Disclaimer: This page provides general best practices and is not legal advice. Requirements and enforceability vary by jurisdiction and document type — consult legal counsel for contract-specific guidance.

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