SignAndGoSetting up reminders so documents come back on time.
Most unsigned documents aren't refused. They are buried under newer email, opened on a phone and forgotten, or left for later. A well-timed reminder fixes most of them. This guide covers the two kinds of reminder in SignAndGo, how to choose between them and how to write a covering message that gets acted on.
Manual and automatic reminders
A manual reminder is one you send from the envelope when you decide it is needed. It suits small numbers of important documents, where you want to judge the timing yourself, perhaps after a client has had the weekend to read a proposal.
Automatic reminders go out on their own while a document is waiting, so you don't have to remember. They suit routine paperwork: onboarding packs, rental forms, consent forms and anything sent to many people.
- Manual: you choose when, envelope by envelope.
- Automatic: set once, sent for you while a signature is outstanding.
Check the status before you chase
The envelope shows who has opened the document and who has signed. That changes the conversation. Someone who hasn't opened it may not have seen the email, so check the address. Someone who opened it days ago and hasn't signed may have a question about it.
In an ordered envelope, only the person whose turn it is needs chasing, so look at who is up next.
Make the first message do the work
Reminders work best when the original message was clear. Say what the document is, why the person is receiving it and the date you need it back. Something like: here is your tenancy application for the Mount Victoria flat, please complete it by Friday so we can confirm with the owner. SignAndGo can help you write that message if you want a starting point.
Timing for New Zealand schedules
Think about when people actually read email. A reminder that lands on a Monday morning competes with the whole weekend's backlog. Mid-morning on a weekday tends to suit office staff, while tradespeople may only look at email in the evening. Leave room before public holidays and the summer break, when many businesses close for weeks.
When a reminder isn't the answer
If a signer has declined, read their reason rather than sending another nudge. If several reminders have gone unanswered, a quick call or a message through another channel usually settles it faster than a fourth email. The goal is a signed document, not a full inbox.
Common questions
- Can I send a reminder whenever I like?
- Yes. Send one from the envelope at any time while a signature is outstanding.
- Can I see who still needs a reminder?
- Yes. The envelope shows who has opened the document, who has signed and who is still to sign.
- What if the signer has declined?
- Their reason appears in SignAndGo. Deal with it before sending the document again.