Stop Waiting, Start Closing: The Definitive Guide on How to Get Paperwork Signed Quicker

In business, time isn't just money-it's momentum. A deal stalls, a new hire waits, a project is delayed, all because a critical document is sitting unsigned in an inbox or, worse, on a physical desk.

The friction caused by slow paperwork is more than a minor annoyance; it's a direct drag on revenue, efficiency, and customer experience. Every day spent chasing a signature is a day your competitor is moving forward.

This isn't just about nagging someone for a signature. It's about re-engineering the entire agreement process. The traditional method of printing, signing, scanning, and emailing is a relic from a bygone era, rife with bottlenecks, security risks, and a complete lack of visibility.

To truly get paperwork signed quicker, you need a strategic shift in mindset and technology. This guide provides a clear, actionable blueprint for transforming your document workflows from a source of frustration into a competitive advantage.

Key Takeaways

1. Speed is a symptom of a good process.

   Focusing on workflow optimization, not just follow-ups, is the key to getting documents signed faster.

   Manual processes are the primary bottleneck, introducing delays and human error.

2. Electronic signatures are the cornerstone of modern document management. They are not only faster but also more secure and legally binding than traditional methods, providing a complete, time-stamped audit trail for every action.
3. Automation is the ultimate accelerator. By integrating eSignature solutions with your existing CRM, HRIS, or ERP systems via APIs, you can eliminate manual steps entirely, triggering signature requests and processing completed documents without human intervention.
4. A superior signer experience directly impacts turnaround time. Making the process effortless for the recipient-mobile-friendly, no account required, clear instructions-removes friction and encourages immediate action.

Understanding the True Cost of Delay: Why 'Waiting for Signature' is a Red Flag

Before we dive into solutions, it's critical to diagnose the problem. The delay in getting a signature is rarely about the five seconds it takes to sign.

It's about the systemic friction built around that moment. Think of it as a business process illness where 'waiting for signature' is the most obvious symptom.

The disease lies in outdated, manual workflows. A study by Forrester Research highlights that companies with advanced document processes see tangible benefits, including reduced operational costs and improved compliance.

Conversely, those stuck in manual cycles face hidden costs:

1. Revenue Stagnation: Sales contracts linger, delaying revenue recognition. For a sales team, a 48-hour delay on ten deals can mean a significant hit to the quarterly forecast.
2. Operational Inefficiency: HR teams can't finalize onboarding, procurement can't approve vendors, and legal teams become bottlenecks. This administrative drag slows the entire organization's metabolism.
3. Poor Customer Experience (CX): Asking a new client to print, sign, and scan a document feels archaic. It introduces hassle at a critical moment in the relationship, potentially leading to deal abandonment.
4. Compliance and Security Risks: Physical documents can be lost, misplaced, or intercepted. A lack of a clear audit trail makes it difficult to prove who signed what and when, creating legal vulnerabilities.

The first step to getting paperwork signed quicker is to stop accepting these delays as a normal cost of doing business.

They are a direct result of a broken process that technology can, and should, fix.

The Workflow Maturity Model: From Manual Chaos to Automated Efficiency

Transforming your signing process isn't an overnight switch. It's a journey through stages of maturity. Identify where your organization currently stands to understand the next logical steps toward optimization.

Level 1: Manual Chaos (The Print-and-Pray Method)

This is the traditional, paper-based world. Documents are created, printed, physically signed, scanned, and then emailed or mailed.

Tracking is non-existent, relying on spreadsheets or memory. It's slow, expensive, and insecure. If this is you, any step toward digitization is a massive leap forward.

Level 2: Ad-hoc Digital (The Scanned Signature)

Many businesses are stuck here. They use digital documents (like PDFs) but still rely on inserting a scanned image of a signature.

While slightly faster than physical mail, this method carries significant legal and security risks. It's easily forged and lacks the robust audit trail required to be legally defensible under regulations like the U.S.

ESIGN Act.

Level 3: Standardized eSignatures (The Foundational Shift)

This is where true transformation begins. Your organization adopts a dedicated electronic signature platform like eSignly.

You can now send documents for legally binding signatures with a few clicks. Key benefits at this stage include:

1. Centralized Tracking: A dashboard shows the real-time status of every document. You know instantly who has opened, viewed, and signed.
2. Automated Reminders: The system automatically follows up with non-signers, saving your team from the awkward task of chasing people.
3. Legally Binding Audit Trails: Every action is logged with an IP address and timestamp, creating a court-admissible record. This is how you create an electronic signature for legal documents that holds up under scrutiny.

Moving to this level immediately solves the core problems of speed and security. It's the 80/20 of document workflow optimization.

Are you still stuck in Level 1 or 2?

Stop letting manual processes dictate your pace. It's time to experience the power of a standardized, secure, and lightning-fast signing process.

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Level 4: Fully Automated & Integrated Workflows (The End Game)

The highest level of efficiency is reached when the signing process is no longer a separate task but a seamless, integrated part of your core business systems.

This is achieved through APIs (Application Programming Interfaces).

Imagine this workflow:

1. A salesperson marks a deal as 'Closed-Won' in your CRM (e.g., Salesforce).
2. This action automatically triggers the eSignly API, which generates a contract from a pre-approved template, populates it with the customer's data from the CRM, and sends it for signature.
3. Once signed, the completed contract is automatically saved back into the CRM record and a notification is sent to your finance department to begin invoicing.

No human intervention is required. This isn't futuristic; it's what leading companies are doing right now. The benefits are immense: zero delays, 100% data accuracy, and a scalable process that grows with your business.

This is how you can get everything signed and tracked all remotely, all in one place, and all on autopilot.

Checklist for Optimizing Your Signing Process

Use this table to benchmark your current process and identify opportunities for improvement.

Feature	Manual Process	Optimized eSignature Workflow	Business Impact
Document Creation	Manual data entry, copy-pasting	Templates with merge fields that pull data from other systems	Reduces errors by 90%+, saves 15-20 mins per document
Sending	Email attachment, mail	Secure, trackable sending link via platform	Instant delivery, eliminates risk of being lost in spam
Signing Experience	Requires printer, scanner	Sign on any device (phone, tablet, desktop) in seconds	Removes friction, reduces turnaround time from days to minutes
Tracking & Follow-up	Manual, spreadsheet-based	Real-time dashboard, automated reminders	Frees up employee time, provides full visibility
Storage & Retrieval	Filing cabinets, disorganized folders	Centralized, secure, searchable cloud repository	Instant document retrieval, ensures compliance

Practical Tips to Accelerate Signatures Today

Beyond adopting technology, you can implement several best practices to encourage quicker signatures.

1. Prepare the Signer: Before sending the document, have a quick conversation to confirm they are the correct signatory and to give them a heads-up. This pre-suasion primes them to act quickly when the document arrives.
2. Use Templates for Speed and Consistency: For frequently used documents like NDAs, sales contracts, or offer letters, create templates. This not only saves time but also ensures you're always using the most up-to-date, legally-vetted language.
3. Guide the Signer with Form Fields: Use features to clearly mark where signatures, initials, and dates are required. Data validation can ensure fields are filled out correctly, preventing the back-and-forth of correcting errors. To understand the basics, explore how to use electronic signatures effectively.
4. Set Clear Expectations and Deadlines: In the email or message accompanying the signature request, politely state the desired timeline. For example: "Please review and sign by EOD Friday to ensure we can kick off the project on Monday."
5. Make it Mobile-First: Over 50% of documents are now opened on mobile devices. Ensure your eSignature solution provides a seamless mobile signing experience. If a signer can review and sign from their phone while waiting for a coffee, they will.

2025 Update: The Role of AI in Document Workflows

Looking ahead, Artificial Intelligence (AI) is set to further revolutionize the document signing process. While the core of eSignature technology remains focused on security and legal validity, AI is adding a layer of intelligence that was previously impossible.

Expect to see AI-powered features become standard, including:

1. Contract Analysis: AI tools will be able to review contracts before they are sent, flagging non-standard clauses, potential risks, or missing information, reducing the need for lengthy legal reviews.
2. Intelligent Routing: For complex documents requiring multiple signatures in a specific order, AI can analyze the document content and automatically determine the correct approval workflow, routing it to the right people without manual setup.
3. Predictive Analytics: AI may soon be able to predict how long a specific type of contract will take to get signed based on historical data, helping teams forecast deal closures and project timelines with greater accuracy.

While these advancements are exciting, they all build upon the foundation of a robust, digital signing process. The first and most critical step remains moving away from manual methods to a secure platform like eSignly.

Learn more about how it works to prepare your business for this next wave of innovation.

Conclusion: Speed is a Strategy, Not a Tactic

Getting paperwork signed quicker is not about sending more follow-up emails or being pushy. It's about designing a frictionless, secure, and professional process that makes signing the easiest part of the agreement.

By moving from manual chaos to an automated, integrated workflow, you don't just speed up a single task-you accelerate your entire business.

You reduce the time to revenue, improve the employee and customer experience, and fortify your legal and compliance posture.

In a competitive market, the speed and efficiency of your internal operations are a powerful differentiator. Stop letting paperwork be the bottleneck. Embrace the technology that transforms it into a catalyst for growth.

This article has been reviewed by the eSignly CIS Expert Team. With over a decade of experience in secure digital transactions and compliance with standards like ISO 27001, SOC 2, and HIPAA, our team is dedicated to providing actionable insights for businesses navigating the digital transformation landscape.

Frequently Asked Questions

Are electronic signatures legally binding?

Yes. In the United States, the Electronic Signatures in Global and National Commerce (ESIGN) Act of 2000 and the Uniform Electronic Transactions Act (UETA) grant electronic signatures the same legal status as handwritten ones.

Platforms like eSignly provide detailed audit trails that include timestamps, IP addresses, and a record of all actions taken, making them highly defensible in court.

Do my clients or employees need to create an account to sign a document?

No. With eSignly, signers do not need to pay, register, or create an account. They receive a secure link via email, click to open the document, and can sign on any device in a matter of seconds.

This removes friction and is a key factor in getting documents signed quickly.

How secure is the electronic signing process?

Security is paramount. eSignly employs bank-level security measures and is compliant with a host of international standards, including ISO 27001, SOC 2 Type II, HIPAA, and GDPR.

All data is encrypted in transit and at rest, ensuring your confidential documents are protected from unauthorized access.

Can I use eSignatures for any type of document?

Electronic signatures can be used for a vast majority of business documents, including sales contracts, new hire paperwork, NDAs, vendor agreements, and financial documents.

While there are a few exceptions for specific legal documents like wills or court orders (which vary by jurisdiction), over 99% of common business paperwork is eligible for e-signing.

What if I need to send the same document to hundreds of people for their signature?

This is a perfect use case for a bulk sending feature. Instead of creating hundreds of individual envelopes, you can upload a list of signers, and the platform will send a unique, trackable copy of the document to each person on the list.

This is ideal for things like annual policy updates or permission slips.

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