You sent the document, the deadline is getting closer, and the other person still hasn't signed. It is one of the most common frustrations in any business that runs on agreements. The good news is that most unsigned documents are not refusals. They are forgotten, buried, misunderstood or waiting on a question nobody asked. This guide covers how to find out which, and what to do about each.
Step 1: find out where it is stuck
Before you chase, look at the document's status. An e-signature service shows, for each recipient, whether the invitation was sent, opened and signed. That alone tells you most of the story:
- Never opened. The email probably went to spam, to an old address, or got lost in a busy inbox. The fix is a different channel, not another reminder.
- Opened but not signed. They have seen it and stopped. Usually a question, a disagreement or a missing piece of information.
- Declined. They have told you no, and usually why.
If they never opened it
- Check the address. A typo means editing the recipient: the old link stops working and the right address gets a new one. See how to correct a document sent for signature.
- Try another channel. Share their signing link by WhatsApp or SMS from the document's page. Someone who ignores email often answers a message within minutes; sending documents for signature on WhatsApp shows how.
- Mention it in person. "I sent the agreement on Monday; did it reach you?" on a call is often all it takes.
If they opened it but didn't sign
Something stopped them. Ask, rather than remind:
Hi Kofi, I noticed you had a look at the quote. Anything you'd like to change before signing?
That message gets more replies than "Reminder: please sign", because it gives the person an easy way to raise a concern. Typical answers: the price needs approval from someone else, a date is wrong, a clause is unclear, or they simply didn't have time. Each has a different fix, and none of them is another reminder.
Let automatic reminders do the routine work
You shouldn't have to chase the first few times yourself. Salsox reminds unsigned recipients automatically every three days, and you can send a reminder yourself from the document's page whenever you like. Automatic reminders are good at catching the forgotten; personal messages are better for everything else.
A sensible rhythm for most documents:
- Day 0: send, with a short personal message.
- Days 3 and 6: automatic reminders.
- Day 7 or so: one personal message asking if anything is holding them up.
- After that: a call, or a decision.
Wording for the first message and follow-ups is in how to request an e-signature by email.
If they decline
A good signing page lets the signer decline instead of ignoring the document, and say why. It is better than silence: you learn exactly what is wrong.
You then see the decline and the reason on the document's page:
A declined document is closed for signing. Read the reason, fix the document, and send the corrected version. Here, a new agreement with the right start date. If the reason is not something you can change, it is better to know now than after weeks of reminders.
Deadlines and expired links
Give documents an expiry that matches their purpose: a quote valid for 14 days should not be signable in month three. If the deadline passes and the person still wants to sign, extend the links rather than starting again; anything already signed stays. If the deadline passes and they don't, let it expire. An expired document is a clear record that the offer lapsed.
When to stop chasing
At some point, reminders become pressure, and pressure damages the relationship more than the unsigned document is worth. Signs it's time to change approach:
- Three or more reminders, no reply and no decline.
- A promise to sign "today" that keeps moving.
- Questions that suggest the deal itself is in doubt.
At that point, call. Ask plainly whether they still want to go ahead. A clear "no" lets you cancel the document and move on; a "yes, but" tells you what to change.
Don't start work without the signature
The most expensive mistake is starting work, delivering goods or handing over keys while the signature is still pending. Without it, the terms you wrote down may not bind anyone. In some situations, how people behave can show they agreed anyway, but that is uncertain and arguable ground. If you need to start, at least get written confirmation of the key terms, or take a deposit on signing so the signature and the commitment arrive together.
General information, not legal advice.
Make signing easier from the start
Create a free account to send documents with tracking, automatic reminders and WhatsApp sharing; the free plan sends 3 documents a month. Paid plans are on the pricing page.
Frequently asked questions
How do I get someone to sign a document?
Find out why they haven't: check whether they opened it, then ask a direct question about what is holding them up. Most unsigned documents are forgotten, not refused, and a short personal message usually works.
How many reminders should I send?
Let automatic reminders handle the first few, every few days, then send one personal message. After that, a call is better than another reminder.
What happens if the other party declines to sign?
The document is closed for signing and you are told, with their reason if they gave one. Fix whatever they raised and send a corrected document.
Is a contract valid if one party never signs?
Usually the parties are not bound by the written terms until both have agreed. In some situations conduct can show agreement, but that is uncertain ground; get the signature or take legal advice.