eSign makes it easy to get documents signed quickly, but a little prep goes a long way toward avoiding bounced-back packets, confused signers, and last-minute fixes. Whether you're sending a single disclosure or coordinating a full closing packet with multiple parties, the same core habits — clean documents, accurate recipients, careful field placement, and a final review — make the difference between a packet that gets signed same-day and one that sits stalled in someone's inbox.
eSign isn't just for purchase agreements, either. Because it handles multiple signers, reminders, and transaction linking automatically, it's worth reaching for anytime you need a signature, an acknowledgment, or a paper trail — not just at the closing table. Below, we'll walk through best practices for every stage of building a packet, then share some other ways teams use eSign day to day.
Use these best practices every time you build a packet to keep things moving smoothly from send to signed.
Have your PDFs ready. eSign only accepts PDF files up to 100MB each when uploading from your computer. Convert Word docs, scans, or other formats to PDF before you begin so Step 3 (Documents) doesn't stall.
Check for an existing transaction. If your packet relates to a listing or contract already in the system, attach it in Step 1: Setup. This unlocks the ability to pull documents straight from the transaction and match files to checklist items later on — no need to re-upload anything.
Confirm your signers' names and emails. A typo in an email address is the single most common reason a signer never receives their packet. Double-check contact info before you add someone, especially if you're typing in a brand-new recipient with Create Recipient instead of pulling from Contacts.
Pull from existing records when you can. Search Contacts, Past Recipients, Users, or Transaction contacts first. It's faster than typing someone in fresh, and it keeps your Contacts list accurate.
Save new people as you go. When you do add someone new, check "Add to My Contacts" so you're not re-entering their information on the next packet.
Use CC roles intentionally. "CC – Receives Copy" automatically emails the signed documents once everyone's finished; "CC – Notification Only" just lets someone know the packet is done, with no attachment. Pick the one that matches who actually needs the paperwork versus who just needs a heads-up.
Remember the 10-recipient cap. A single packet supports up to 10 recipients, and at least one must be designated a Signer. For larger distribution lists, lean on CC – Notification Only rather than adding everyone as a full recipient.
Give the packet a real name — not just "Document" or today's date. A clear name (e.g., "123 Main St – Purchase Agreement") makes packets easy to find later in search, reporting, and the History log.
Match documents to checklist items when available. If your packet is tied to a transaction with an active Buyer/Seller checklist, use the Checklist Item column in the Documents step so completed paperwork automatically lines up with what's still outstanding.
Save a draft if you're not finishing in one sitting. Once a packet has a name, you can click Save Draft at any point and pick it back up later — no need to rebuild it from scratch.
Zoom in before dragging fields. Fields placed even slightly off can land on the wrong line or overlap text, which is confusing for signers and can cause them to skip a field.
Double-check every recipient has what they need. Make sure each signer has at least one signature field, and that initials, date fields, and checkboxes are assigned to the correct person — not just the first signer in the list.
Use the green checkmarks as your guide. Each step in the wizard gets a ✅ once it's complete. If a step doesn't check off, something's missing — review it before moving on.
Stick with the default cadence for most packets. Email reminders default to every 2 days and only go to people who still need to sign — that's usually enough to keep a packet moving without feeling pushy.
Tighten the cadence for time-sensitive documents. For anything with a tight deadline (like an offer with an expiration), shorten reminders to every 12–24 hours.
Turn on text reminders for signers who are slow to check email. Just remember Text Reminders only work if Email Reminders are also turned on.
Before you hit send in Step 5: Review & Sending, take one last pass:
Is the packet name clear and accurate?
Are all recipients listed with the correct role (Signer vs. CC) and correct contact info?
Does every document need to be there — and is everything that should be there, there?
Are signature, initial, and date fields assigned to the right person?
⚠️ Heads up: Once a packet is sent, its documents and signature fields can no longer be edited — this is true even after it's completed. If you catch a mistake after sending, your best option is usually to void the packet and send a corrected one, or use Duplicate to start a fresh copy with the same setup.
Once a packet is out, you can still:
View Documents and check the History log for status on each signer.
Duplicate the packet if you need to send a similar one again.
Download the Completion Certificate once everyone has signed.
Signers can download their completed documents right from the success page, and anyone set as "CC – Receives Copy" gets the final signed files automatically once the packet is complete.
It's easy to think of eSign purely as a closing-table tool, but any time you need a signature, an acknowledgment, or a documented paper trail, it can save you a printed-and-scanned headache. A few ideas:
Listing agreements and seller disclosures. Get a new listing agreement or a property disclosure signed before you ever put a sign in the yard.
Offers, counteroffers, and addenda. Use a shortened reminder cadence here — these are often time-sensitive and every hour counts.
Buyer and seller checklist items. Route individual checklist documents (inspection acknowledgments, lead-based paint disclosures, HOA documents) through eSign and let the Checklist Item column keep everything tied to the transaction automatically.
Open house sign-ins and agency disclosures. Have prospective buyers acknowledge agency relationship forms electronically instead of on a paper clipboard.
Lease renewals and property management paperwork. Renewal addenda, move-in/move-out condition forms, and maintenance authorizations all work well as quick, single-signer packets.
Referral and co-brokerage agreements. Get referral fee agreements signed by an outside agent or broker without a single email attachment.
Vendor and contractor agreements. Service agreements, W-9s, and independent contractor paperwork can go through eSign just as easily as buyer/seller documents.
Internal and brokerage compliance forms. Agent onboarding paperwork, policy acknowledgments, and E&O or compliance sign-offs are a good fit, too.
PDF files ready, under 100MB
Signer names and emails double-checked
Transaction attached, if applicable
Packet clearly named
Recipients set with the correct role (Signer vs. CC)
Signature fields placed and assigned correctly
Reminder cadence matches how time-sensitive the document is
Final review done before sending
✅ Need additional help? Reach out to our Support Team by clicking the chat bubble in the bottom right corner of your screen!