Sample Email for Sending a Signed Contract: A Guide to Ensure Smooth Business Transactions

Are you tired of sending contracts through snail mail or fax machines, only to wait weeks for a signed copy to come back? In today’s fast-paced digital world, time is an invaluable resource that should not be wasted on laborious technological processes. That’s where email comes into play. With just a few clicks, you can send a signed contract directly to your client’s inbox, saving you both time and energy. In this article, we’ll be sharing some examples of successful contract emails and providing tips on how to create your own. So, whether you’re a small business owner, a freelancer, or just someone who wants to streamline their contract process, keep reading to find out how you can simplify your workflow.

The Best Structure for Sending a Signed Contract via Email

When sending a signed contract via email, it is important to have a clear and organized structure to ensure everything is communicated effectively and professionally. As Tim Ferris advises, “clear thinking requires clear writing” so you want to convey your message in a way that is easy to understand.

Here are the steps you can take to structure your email:

1. Greeting and Introduction

Start with a warm greeting and address the recipient by name. Introduce yourself briefly so they know who you are and why you are sending this email. It is essential to establish a positive tone from the outset, opening the door to effective communication.

2. Main Body

The main body of your email should include the key information about the signed contract. Start with a brief summary of the agreement and the terms. It is important to be concise and avoid any unnecessary details which might confuse your recipient.

You can then attach the signed contract and provide a brief explanation of what is required for the recipient. This explanation should be a step-by-step guide to any actions the recipient will need to take. This could include signing the document, sending it back to you, or keeping a copy for their records.

3. Closing Section

The closing section of your email should reiterate your appreciation for their time and their participation in the signing of the contract. Thank them again for their trust and end the email on a positive note.

4. Signature and Attachments

It is best practice to provide your signature beneath the main body text, to indicate the authenticity of your signature. Finally, attach the contract to the email, ensuring it is formatted correctly and that the recipient can easily locate and open the attachment.

Overall, by following this clear structure, you can ensure that your email is professional, effective, and easy to understand. Tim Ferris advises, “Simple and direct is always better” and by following this structure for sending a signed contract via email, you can ensure that your recipient receives all the necessary information without any confusion.

Sample Email Sending Signed Contract for Job Offer

Congratulations! Your Job Offer is Here – Contract Attached

Dear [Candidate Name],

Congratulations on being offered the [Position] role at [Company Name]. We are thrilled to have you as a part of our team. Thank you for going through the interview process and demonstrating your skills, knowledge, and passion for your work. We are pleased to send you a signed copy of your employment contract, which outlines your job responsibilities, salary, benefits, and other relevant details.

Please take some time to review the contract and get back to us if there’s anything that you would like to change. You have five business days to accept our offer, sign the contract, and send us the scanned copy of the same by email. We look forward to hearing from you and welcoming you aboard. Once again, congratulations!

Best regards,

[Your Name]

Sample Email Sending Signed Contract for Business Partnership

Let’s Seal the Deal – Signed Contract for Partnership

Dear [Business Partner Name],

I am writing to confirm that we are delighted to partner with your business, [Business Name]. After going through the negotiations, we have reached a mutual understanding, and we are pleased to send you a signed copy of our partnership agreement. This contract sets out the terms and conditions of the partnership, including revenue sharing, target audience, responsibilities, expectations, and roles of all partners involved. We believe that our collaboration will create abundant opportunities for both of our businesses, leading to mutual growth and success.

Please review the agreement carefully and confirm via email, whether it meets your expectations. If you have any questions or concerns, we are always available to discuss them with you. We hope to receive the signed copy of this agreement from your side within ten business days from the date of this email.

Looking forward to working with you and taking this partnership to great heights!

Best regards,

[Your Name]

Sample Email Sending Signed Contract for Service Agreement

Service Agreement – Contract Signed & Attached

Dear [Client Name],

It was wonderful to hear from you and discuss our service requirements. As discussed, we are pleased to send you the signed copy of our service agreement, which outlines the scope of services we provide, the timeframe, pricing, terms, and conditions. We believe that our services would be an excellent fit for your business, and we are confident that we can meet and exceed your expectations.

Please take some time to review the agreement carefully and get back to us if you have any concerns or questions. You have five business days to accept our offer, sign the contract, and send us the scanned copy of the same by email. Once we receive the signed agreement, we will begin working on your project as per the agreed-upon schedule.

We thank you for choosing our services, and we look forward to building a long-term relationship with you.

Best regards,

[Your Name]

Sample Email Sending Signed Contract for Lease/Rental Agreement

Your Rental Agreement – Fully Signed and Approved

Dear [Tenant Name],

Thank you for showing interest in renting our property at [Address]. We are pleased to inform you that your rental application has been approved, and we have signed the rental agreement sent by you. We have attached a copy of the fully signed rental agreement, which you can keep for your records.

We have also received your first and last month’s rent, along with the security deposit. Your move-in date is [Date], as agreed upon earlier. Please make sure that you are aware of all the terms and conditions mentioned in the rental agreement. We strongly recommend that you go through it carefully to avoid any confusion or disputes in the future. If you have any questions about the agreement or any part of the rental process, please do not hesitate to contact us.

We look forward to having a positive and long-term rental experience with you.

Best regards,

[Your Name]

Sample Email Sending Signed Contract for Freelance Services

Freelance Service Agreement – Fully Executed and Ready to Go!

Dear [Client Name],

I am excited to begin my work with you and provide you with the best possible results. As per our discussion, we have signed the freelance service agreement and attached the fully executed version of the same to this email. Please give it a careful read-through to ensure that you are comfortable with all provisions included in the agreement.

I am firmly committed to meeting all of your requirements and providing you with exceptional service throughout the project’s duration and beyond. You have my assurance that I will be available for any queries or clarifications you may require at any time. As stated in the contract, I anticipate delivering the final product by [Date], and I promise to keep you updated at regular intervals during the project’s development.

Thank you very much for choosing my services and allowing me to be an integral part of your project.

Best regards,

[Your Name]

Sample Email Sending Signed Contract for Product Purchase

Product Purchase – Your Contract is Ready, Signed & Delivered!

Dear [Customer Name],

Thank you for placing your order with us and opting to utilize our services. We are thrilled to send you the fully executed purchase agreement for the [product/service] that you have purchased. The agreement is enclosed for your review, and we would appreciate you taking the time to carefully review the contents to ensure your satisfaction.

We truly believe that the product you have opted for will provide an incredible experience to you and meet your expectations of superior quality and performance. We are committed to providing you with premium products and exceptional service, and we will continue to be available to you should you require any assistance or feedback.

We are gratified to have earned your trust and your business. We thank you for allowing us to be an important part of your venture.

Best regards,

[Your Name]

Sample Email Sending Signed Contract for Consultancy Services

Consultancy Service Agreement – Signed and Ready for Action!

Dear [Client Name],

Thank you for extending the invitation and selecting my services. I am honored and thrilled to be working with you! The agreement document that I have prepared for our engagement is now ready, and I have attached the signed copy for your records.

As per the agreement, I will be providing a comprehensive range of consulting services to meet your specific needs and goals. I am confident that my experience and expertise will significantly benefit you and allow me to create customized strategies based on your business requirements. I will strive to exceed your expectations and provide you with the highest quality of work throughout our engagement.

Please do not hesitate to contact me if you have any questions about the agreement or if you need any further details about the services that I will be providing. Let’s seize the opportunity and make it a memorable experience!

Best regards,

[Your Name]

Tips for Sending a Signed Contract via Email

Sending a signed contract via email can be tricky, especially if you want to ensure that it is received and acknowledged by the intended recipient. Here are some tips to help you effectively send a signed contract via email:

1. Ensure that the recipient is prepared to receive the contract

Before sending the signed contract via email, make sure that the recipient is prepared to receive it. This means confirming that they have access to their email, are able to download attachments, and have the necessary software to open the document.

2. Clearly identify the contract and its purpose

When sending the contract via email, be sure to clearly identify the contract and its purpose in the subject line and body of the email. This will help to ensure that it is not overlooked or mistaken for spam.

3. Attach the contract as a PDF

When sending the signed contract, it is best to attach it as a PDF. This format ensures that the document is easily accessible and that the formatting remains intact across different devices.

4. Include a brief overview of the contract

In the body of the email, include a brief overview of the contract and its key terms. This will help the recipient to quickly understand the purpose and scope of the agreement.

5. Request confirmation of receipt and acceptance

Finally, it is important to request confirmation of receipt and acceptance of the contract. This can be done by asking the recipient to reply to the email, sign and return an acknowledgement form, or by using an electronic signature service to obtain a legally binding signature.

By following these tips, you can ensure that your signed contract is effectively sent, received, and acknowledged by the intended recipient. This will help to minimize any disputes or issues that may arise in the future and help you streamline your business processes.

FAQs about sending signed contracts via email

What is a signed contract?

A signed contract is a legal agreement between two parties that has been agreed upon and signed by both parties.

Can a signed contract be sent via email?

Yes, a signed contract can be sent via email as long as both parties agree to the method of delivery and the electronic signature is considered valid in their jurisdiction.

What is an electronic signature?

An electronic signature is a digital representation of a person’s signature that is used to sign electronic documents.

Is an electronic signature legally binding?

Yes, in most jurisdictions, electronic signatures are legally binding as long as they meet certain requirements such as being unique to the signer, being associated with the document in question, and being able to be verified by the recipient.

What should I include in the email when sending a signed contract?

The email should include the signed contract as an attachment, a clear and concise subject line indicating that the email contains a signed contract, and a message confirming that the attached document is the signed contract and that both parties agree to its terms.

How can I ensure that my email with the signed contract is secure?

You can ensure the security of your email by using a secure email provider, encrypting the email, and using password protection on the signed contract attachment.

What should I do if I do not receive a response to my email with the signed contract?

If you do not receive a response to your email with the signed contract, you should follow up with the recipient to confirm they received and reviewed the document.

What should I do with the signed contract after it has been sent via email?

You should keep a copy of the signed contract and store it in a secure location for your records. You may also want to consider sending a physical copy of the signed contract via mail as a backup.

Can I retract a signed contract that was sent via email?

It depends on the terms of the contract and the laws in your jurisdiction. In some cases, a signed contract may be able to be cancelled or amended if both parties agree to the changes.

Thanks for Hanging Out!

That’s a wrap! You now know how to send a sample email with a signed contract attachment. Now, you’re ready for the real deal. Don’t hesitate to come back and explore more content. Have a great day ahead!