cover letter to request signature

Sample Email To Request For Signature: Free & Effective

In this article, I’ll guide you through a step-by-step approach to writing an email requesting a signature, infused with tips from my personal experience. Plus, I’ll share customizable templates to get you started.

Key Takeaways:

Understand the importance of a clear and concise subject line.
Personalize your email to build a connection with the recipient.
Provide a brief context of the document needing a signature.
Use polite and professional language throughout the email.
Include a clear call to action.
Attach or link to the document needing a signature.
Offer assistance and provide your contact information for any queries.
Use a professional closing and sign-off.

Step 1: Craft a Clear and Concise Subject Line

Your subject line should be straightforward, indicating the purpose of your email. For instance, “Signature Required for [Document Name] by [Date].”

Step 2: Personalize Your Greeting

Begin with a personalized greeting. If you know the recipient’s name, use it. For example, “Dear [Recipient’s Name],” This adds a personal touch and shows respect.

Step 3: Provide Context

Briefly explain why you’re requesting the signature. Mention the document’s relevance and how it relates to the recipient. For example, “I’m reaching out to request your signature on the [Document Name], which outlines the terms of our recent agreement.”

Step 4: Be Polite and Professional

Maintain a polite and professional tone throughout your email. Express appreciation for the recipient’s time and consideration.

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For example, “I understand you have a busy schedule, and I appreciate your time in reviewing and signing this document.”

Step 5: Include a Clear Call to Action

Clearly state what you need the recipient to do, such as “Please sign the attached document and return it to me by [Date].”

Step 6: Attach or Link to the Document

Ensure the document needing a signature is attached or linked within the email. Make it as easy as possible for the recipient to access and sign the document.

Step 7: Offer Assistance

Offer your assistance in case the recipient has any questions or issues. Provide your contact information for any further inquiries.

Step 8: Use a Professional Closing

End your email with a professional closing, such as “Best regards” or “Sincerely,” followed by your name and position.

Personal Experience Tips:

Follow-up: If you don’t receive a response, don’t hesitate to send a polite follow-up email. Sometimes emails get buried in inboxes.
Use E-signature Tools: Consider using e-signature tools to streamline the signing process. They are efficient, secure, and legally binding.
Keep it Brief: Keep your email concise. Avoid unnecessary details that could distract from the main purpose of the email.

Real-Life Example:

In my experience, when I requested a signature for a crucial contract, personalizing the email and providing a clear deadline helped expedite the process. The recipient appreciated the straightforward approach and the ease with which they could sign the document digitally.

Template for Email Requesting Signature:

Subject: Signature Required for [Document Name] by [Date]

Dear [Recipient’s Name],

I hope this message finds you well. I am writing to request your signature on the [Document Name], which is a crucial component of our ongoing project. This document outlines the [brief description of the document and its importance].

Please review the attached document at your earliest convenience. We kindly request your signature by [Date] to ensure timely progress.

Should you have any questions or require further information, please do not hesitate to contact me at [Your Contact Information].

Thank you very much for your attention to this matter and your continued support.

Best regards, [Your Name] [Your Position]

Conclusion:

Writing an email to request a signature is a vital skill in today’s digital world. By following these steps and incorporating personal touches, you can enhance the effectiveness of your communication and facilitate the signing process.

I’d love to hear about your experiences and any additional tips you might have for writing emails to request signatures. Please share your thoughts and insights in the comments below!

Frequently Asked Questions (FAQs)

Q: How Do I Politely Request a Signature via Email?

Answer: In my experience, the key to politely requesting a signature via email is to be clear and concise, yet courteous. I usually start by addressing the recipient respectfully, using their proper title and name.

Then, I briefly explain the context of the document that needs to be signed, ensuring to highlight its importance or urgency if necessary. I make sure to attach the document to the email and provide specific instructions on how to sign it, whether it’s a digital signature or a printed and scanned method.

I always include a line expressing my willingness to provide any further assistance or clarification they might need. Lastly, I thank them in advance for their time and cooperation. This approach has consistently yielded positive results for me.

Q: What Should I Include in an Email Requesting a Signature for a Contract?

Answer: When I need to request a signature for a contract, I ensure my email is both professional and informative. First, I clearly state the purpose of the email in the subject line, like “Signature Required for [Contract Name] Agreement”.

In the email body, I briefly describe the contract, its relevance to the recipient, and why their signature is important. I attach the contract and often highlight or bookmark the sections where their signature is required.

I also include a deadline for signing, if applicable, and offer to answer any questions they might have about the contract. I find that providing a direct contact number or a schedule for a call to discuss the contract further can be very helpful.

Ending the email with a note of appreciation for their time and consideration has always been a good practice for me.

Q: How Can I Follow Up on a Signature Request Email That Hasn’t Been Acknowledged?

Answer: Following up on a signature request that hasn’t been acknowledged can be a bit tricky, but I’ve found a respectful and understanding approach works best.

I usually wait a reasonable amount of time, typically a week, before sending a follow-up email. In the follow-up, I politely mention the previous email and reiterate the importance of the document needing their signature.

I always consider that they might have missed my email or have been too busy to respond, so I keep the tone friendly and accommodating. I offer assistance in case they have any difficulties with the document and gently remind them of any deadlines.

It’s also effective to inquire if a more convenient method for signing the document is needed. I’ve learned that patience and politeness are key in these situations.

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How do I ask my boss for a signature via email?

To ask your boss for a signature via email, keep it friendly yet professional. Start with a polite greeting, then get straight to the point. Mention the document needing their signature and why it’s important.

Attach the document to the email to make it super easy for them. Give a deadline if there’s one, but be flexible and understanding of their schedule. End with a thanks, showing appreciation for their time and help.

And don’t forget to check for any typos or errors before hitting send; you want it to be perfect! 📧✍️

Sample Email To Politely Ask Boss For Signature

February 15, 2023
Corporate Emails

Sample email to boss for signature politely - unitwriter

You finish work on a letter, request, or document and need your boss to sign it before it can be forwarded to the appropriate party.

Maybe this request is something personal and you don’t want to come off as entitled. How do you politely ask your boss for their signature?

Fortunately, we’ve got you covered, as we’ve put together some templates to help you get the job done in the shortest possible time.

Additionally, we’ve also included some tips to help you write great emails to your boss now and in the future.

Decide On Your Reason For Writing The Email

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Despite the increasing use of services like Slack and Teams among businesses, emails remain one of the most popular forms of business communication.

But unlike sending emails to coworkers where you can be informal and not worry about mistakes, you should be careful when writing to your Boss. Let’s look at a few things to keep in mind.

It doesn’t matter how close you may be to your boss; you should keep in mind that the workplace is a professional setting and you’re expected to act as such in official communications.

Have you already filled in the relevant parts and simply need your boss’ email? Do you need their signature in one place or multiple pages? Make sure you identify this before you reach out to them.

Don’t waste their time by beating around the bush. Let them know exactly what you need and where you need it.

Additionally, you should also let them know what the document is for. Some bosses won’t simply sign something without knowing the full story.

If they asked you to work on the document, let them know that that’s the document they asked you to work on by naming the document in a way that they would easily remember.

Projects at the workplace are time-sensitive. Don’t wait till the deadline is almost up to bring it up to your boss. They may already have busy schedules and may not be able to go through the file before signing.

Keep in mind that some supervisors would sign a document once they’ve read through its contents. Depending on their schedule they may not be able to read through the entire document before the deadline.

While you would not be able to include all relevant information in the subject line of the email, it should present the general purpose of the email within a few words.

This helps your boss or supervisor locate the email, understand the possible content even before reading the full message and finally ascertain the importance and urgency of the email.

After all, your boss would most likely have a busy schedule. A clear subject line would help them identify the urgency of the email especially when they have a boatload of work to get done. Examples: Request for Signature

Coming down to the body of the email, you should identify the name your boss wishes for you or the general employee body to call them.

If they prefer to be addressed by their first names, you should address them as such. On the other hand, if you aren’t sure how they want to be addressed, you can either ask your colleagues or simply use your boss’ surname.

Keep in mind your workplace culture at this point. Some workplaces encourage informal communication between all members of the organization. For informal workplaces, you start with: Good {{ morning/afternoon/evening }} {{ Boss’ firstname }} Hi {{ Boss’ firstname }} In the case of a very formal workplace where you aren’t sure of the best way to address your boss, you can simply start with: Dear {{ Mr. /Mrs /Ms. Surname }} Hello {{ Mr. /Mrs /Ms. Surname }}

Maybe something happened at the workplace that you didn’t like or there’s something you find annoying. You should always mind your tone in your professional emails.

It doesn’t matter whether the company’s doing something you’re unhappy with, you should always mind the tone of your communication. If you sound angry, your Boss is less likely to mind your request or even finish reading your email.

Refrain from contacting your boss through your personal email. Most organizations implement some form of spam filter that may flag personal emails as spam.

The last thing anyone wants is to send an urgent message to their boss only to find out days later that they never got the email. Emails that come through the company emails are whitelisted ensuring that your boss receives them inside their inbox.

This is why most organizations provide their employees with company emails for communication within the company as well as correspondence with external companies.

Your boss probably receives loads of emails daily. The last thing they want to do is to spend precious time reading through a long email to determine its content.

No matter how important your email may be, your boss is not likely to spend 30 minutes trying to understand its content. It’s advisable to use short and clear wording to easily convey the content of your message.

No one likes reading terrible grammar, especially in a professional setting. It’s advisable to proofread your email to identify any grammatical errors before sending it to your boss.

Tools like Grammarly are readily available to help identify errors in your writing. Keep in mind that these tools aren’t perfect. So manually proofreading your email can further enhance your message.

On the other hand, poor grammar could give your boss some laughs. But keep in mind that others are bound to join in.

Your boss most likely receives tens or even hundreds of emails daily, especially in the case of larger organizations. Ensure that your email is easy to understand within the shortest amount of time.

To determine this, you can ask a colleague or friend to skim through the email to test whether it’s easy to understand and adequately presents the necessary information.

At this point, you can thank your boss for taking the time to review your request and then reiterate any relevant information before signing off.

Example: Thanks for your time and consideration

Official emails to your boss should be signed off with your official signature which includes your full name, job title, department if applicable, and contact details when available.

This can be easy if you’ve already created your signature template for your company email. The system would automatically include your signature in every email.

If you haven’t created a signature template for your email, you should manually include this in your email to your boss.

It can be something like this: Sincerely, {{ Fullname }} {{ Department if applicable }} {{ Job role/title }} {{ Contact details (optional) }}

Email Subject

Request for Signature on {{ Document name }}

Hi there and welcome to UnitWriter. My name's Chris, an expert in crafting effective email templates for all occasions. I created this blog to share my knowledge, by offering tips and templates to help get you started on your emails. Hope it's been helpful

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How to sign a cover letter: a guide to professional correspondence

How to decide whether to sign your cover letter: simple advice

How to sign an email cover letter, how to sign an attached cover letter, how to sign a physical cover letter.

Crafting an engaging cover letter is the best way to win over the hiring manager. Our expert-backed guide on cover letter writing will give you the inside scoop about how you can get it right. Once you’ve done the bulk of the work, there’s one final consideration.

How do you sign a cover letter? And, perhaps more importantly, should you even bother? Here at Resume.io, we have the information you need to succeed. Our resources include a rainbow array of career progression guides, cover letter examples, and tips to boot. In the following blog, we will be taking a look at these all-important topics:

How should you sign a cover letter and does it need a signature
How to design what type of sign-off to use
How signing a cover letter depends on the format

The right way to sign your next cover letter

First things first, let’s answer the main question: How do you sign a cover letter?

The format of your cover letter signature is simple. Start with a formal sign-off and your name. Sign-offs include “Kind regards,” “Regards,” and “Best regards.”

Which you choose will depend on the tone of your cover letter. Make sure the sign-off phrase matches the style of your letter content and conveys your personality as well.

You can either use your full name, your first initial and last name, or your title and last name. The choice is yours. Here are some examples so you can see what we mean:

Kind regards,

Jason Smith

Best regards,

J. Smith

Regards,

Mr. Smith

Whenever you are signing your cover letter, you can use the above structure. However — as we will discuss later in this blog — you may choose to include additional information.

Should you have a signature on your cover letter?

The short answer is no. One of the common misconceptions here is that you always need to have a handwritten cover letter signature. We live in a digital world and, often enough, you won’t need to send a physical cover letter to the hiring manager. So, most of the time, it’s perfectly acceptable to use your computer when you’re signing a cover letter. You can type your name out at the bottom of the document or use an electronic signature.

Of course, if you’re sending out physical cover letters, signing them by hand is a nice touch. While this won’t win you the job interview in itself, it is likely to catch the hiring manager’s attention. Recruiters are hard-wired to favor candidates who go the extra mile. Taking the time to personalize your cover letter with a signature may help you to stand out.

Struggling to decide how to sign a cover letter? This decision doesn’t have to be challenging. Here’s a quick breakdown of which sign-off types work for each cover letter format. Whenever you are in doubt here, you can refer back to this easy chart:

Sign-off type

Typed-out name

Typed name/

digital signature

Typed name/ handwritten signature

How to sign a cover letter depending on the format

Now that you have the basics down, let’s talk about the logistics of signing a cover letter. First impressions matter when you’re applying for new jobs. Hiring managers spend an average of seven seconds looking at each application. In that small window of time, you need to show them that you are the right person for the job. Chances are, you have the content of your cover letter down. Don’t lose momentum when you get to the sign-off.

How you sign your cover letter will depend on the format you use. There are three main types we will be looking at — email cover letters, attached cover letters, and physical cover letters. Let’s take a quick look at how you can sign each of them like a pro.

Email cover letters are increasingly popular. In this case, you type your cover letter body directly into your email. One of the big advantages of this type of introductory letter is that you can add hyperlinks to it. If you want to link to your portfolio or LinkedIn page, you can do so in the main part of the text. Some hiring managers prefer this type of letter.

As a general rule, you should use your typed name as your cover letter signature. Simply end the email cover letter with a quick sign-off and then type out your full name.

Of course, many people have email signatures already set up on their accounts. That could include your name, your email address, your phone number, and any other important links. Don’t make the mistake of duplicating any information that will appear automatically here.

Add some extra detail!

Want to improve your email cover letter signature? Below your sign-off and your name, you can include some additional information. For example, you may want to link to your professional portfolio, your social media channels, or even LinkedIn in this space.

Here’s a quick example of how to structure that:

Kind regards,

Jason Smith

Portfolio | LinkedIn | Twitter

If you’re emailing the hiring manager or submitting your application via an online portal, you may include a cover letter as an attachment. To do that, you can use our cover letter builder. Save it as a Word document or a PDF and simply upload the file as needed.

When it comes to how to sign a cover letter, you have two options — you can type out your name as you would with an email cover letter, or use an electronic signature. When you have completed your cover letter, adding a signature is easier than you might imagine.

For example, you may choose to use third-party software, such as DocuSign , PandaDoc , or SignRequest to get the job done. If you are using a Mac computer, you can also open the PDF in “Preview” and then click “Tools” then “Annotate” and then “Signature” to do it.

Let’s say you’re going old school and sending a physical cover letter. Now you can simply type out your cover letter signature as you would with an email cover letter. However, if you want to personalize your application letter, you can handwrite your signature. First up, write your cover letter and ensure that you have proofread it before printing it out. Make sure that you add a typed-out sign-off, such as “Kind regards” or “Best regards” at the end.

When you have done that, you can finally put your penmanship skills to good use. You will need to have a decent pen that won’t smudge when writing. Practice your signature before you sign your physical cover letter. Use some scrap paper to give it a whirl. Once you are pleased with it, go ahead and put your John Hancock at the bottom of the page.

Make your signature original!

Don’t like your signature? Don’t panic. It doesn’t have to be attractive, it simply has to be unique. In fact, the whole point is to set you apart from the crowd. Even if someone has exactly the same name as you, their signature won’t be the same as yours.

Key takeaways

When it comes to signing a cover letter, there are three main methods: typing your name, an electronic signature, and a handwritten signature.
Pick the right type for the cover letter format you are using.
Make sure you choose a sign-off such as “Kind regards” at the end.
When writing an email cover letter, you may want to include additional information.

How to put a referral in your cover letter (with examples)

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Cover Letters

How to Sign a Cover Letter (With Signature Examples)

Do You Need to Sign a Cover Letter?
Sign Uploaded or Printed Cover Letters
Cover Letter Signatures Examples
Signatures If You're Emailing
Signature Examples for Emails

Which Email Address to Use

How to add a digital signature, need more cover letter help.

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When writing a cover letter to include with your resume, it's important to pay attention to every detail, since you only get one chance to make that first impression. So, what exactly should you include in your signature when you're writing your cover letter to apply for a job?

It varies, depending on how you apply for the position. The format and information included in your signature will change according to whether you are mailing, uploading, or emailing your cover letter document.

Does Your Cover Letter Need a Written Signature?

When distributing your cover letter online by emailing it or uploading it onto a company’s web portal, it is not necessary to hand sign your cover letter. Employers don’t expect to see your handwritten signature on your cover letter. You could add a scanned image of your signature to your document, but it is optional and not required.

How To Sign an Uploaded or Printed Cover Letter

Uploaded Letter: If you're uploading your cover letter to a job site, your signature will simply include an appropriate closing phrase and your full name. Place a comma after your close, such as Best, or Sincerely yours, and then insert your name in the line below.

Use a formal business-style letter format that includes a heading, salutation, the body of the letter, closing phrase, and your signature. Review these guidelines for what to include in your letter .

Hard Copy Letter: When you're printing a hard copy letter, include a closing phrase, your handwritten signature, and your typed full name. Leave several spaces between the closing phrase and your typed name. That way, you'll have room for your signature when you print out the letter. Sign it using either blue or black ink.

Signature Examples for Uploaded or Printed Letters

For uploaded or hard copy printed letters, there is no need to include as much information as you would in an email message, because the heading of your cover letter includes your contact information.

Signature Example (uploaded letter)

Best regards,

Janet Dolan

Signature Format (signed letter)

Closing phrase,

Handwritten Signature

First Name Last Name

Signature Example (signed letter)

Janet Dolan (Your Signature)

What to Include in an Email Signature

If you are emailing your cover letter or inquiry letter, end with a polite sign-off followed by your full name. There is no need to sign a cover letter that's being sent electronically. Write out your full name in the same font as the rest of the letter, and don't use italics or a handwriting font.

The formatting here is very similar to that in an uploaded cover letter. However, emails do not contain a header with your phone number or other contact information.

It's a good idea to include these details in your closing paragraph or after your typed signature. That makes it easy for the employer or networking contact to get in touch with you.

You can also include links to online portfolios, if appropriate, or a link to your professional social media accounts, such as LinkedIn or Twitter.

You don't want to make this section too cluttered, so restrict yourself to the most relevant information. Here's how to set up an email signature, along with more advice on what to include in it and what to leave out.

Signature Examples for Emailed Documents

When you are sending email cover letters , it's important to include contact information so the hiring manager can easily see how to contact you. At the very least, include your name, email address, and phone number. You can also add other optional information, such as your street address, online portfolio, or social media accounts.

Email Signature Format

Your Name Email Phone

Email Signature Example

Karina Hoffman karina.hoffman@email.com 555-123-5678

Sample Email Signature With Full Address

Your Name Street City, State Zip Code Email Phone

Sample Email Signature With Social Media Handles

Your Name Email Phone LinkedIn Profile (Optional) Twitter Account (Optional)

Don't use your work email address for job searching. Use your personal email account, or set up a unique account to use just for your job hunt. Many free online email services exist, like Gmail and Yahoo Mail, which you can use to set up a new email account exclusively for your job search.

Even though you are using a personal account, choose an email address that looks professional.

Your best bet is some variation on first initial, last name (e.g., jdoe@gmail.com) or first name, last name (janedoe@gmail.com). Here's how to set up an email account just for your job search.

Adding a handwritten signature is an optional touch, though definitely not required, and it is possible to add your handwritten signature digitally. The simplest way is to use a scanner or a scanner app on your smartphone:

Simply sign a piece of printer paper and then scan the page.

After scanning, the software will give you the opportunity to crop the scanned image (that is, cut the image down to the size of your written signature) or you can crop it in Word.

Once you’ve cropped your signature image to the appropriate size, save your signature as a .gif, .jpg, or .png file to your desktop or a folder on your computer.

Open the Word document where you composed your cover letter and then insert the image of your signature into the document underneath your closing phrase.

Remember to type your name below your handwritten signature.

Get information on how to write a cover letter , including what to include in your cover letter, cover letter format, targeted cover letters, and cover letter samples and examples.

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How to Sign a Cover Letter

When writing a resume cover letter , you should focus on each aspect. One of these key aspects is the conclusion of your cover letter. A good ending to a cover letter includes a proper cover letter signature . How you sign off your cover letter is crucial as it will either leave the prospective employer with a positive, professional first impression .

Choosing how to sign off a cover letter the right way depends on a few factors, such as the cover letter format of your email. However, in general, it’s better to remain formal and professional . You can be positive and even friendly, but avoid casual language such as “thanks”, “cheers”, or “take care”.

If you get it wrong by making a small mistake or by using inappropriate language in your cover letter ending , you risk leaving the wrong impression on the hiring manager. As employers receive so many applications for each position , this can be enough for yours to be discounted.

The signature on your cover letter is a crucial part of your cover letter that you need to nail. Ensure you sign your cover letter the right way and leave the hiring manager with a fantastic impression. Check out the information below to ensure you know how to conclude your cover letter in the best way possible .

How to sign a cover letter when emailing

Emailing job applications, including cover letters and resumes, is the new normal. Regarding the conclusion of your cover letter, you may be asking yourself, “do I need to sign a cover letter that is submitted electronically ?”

You need to have the proper sign-off when you conclude your cover letter, even by email.

It’s essential to know how and where to sign a cover letter if you are emailing it to a hiring manager. Use a professional sign-off (such as sincerely, sincerely yours, best regards, or most sincerely) at the end of the letter, followed by your full name written underneath. Doing so makes your cover letter and job application that much more effective.

If you’re emailing a cover letter with a signature you should use a professional sign off (such as sincerely, sincerely yours, best regards or most sincerely) followed by your full name written underneath .

You don’t need to sign the letter by hand when signing a cover letter electronically . Also avoid using italics or an alternative font as this can look childish. Just write your full name in the same font as the rest of the letter .

It’s also essential to clearly include your contact details when you sign off a resume cover letter . It would be a tragedy if you nailed your cover letter , spent time tailoring your resume using a resume builder , and then the employer didn’t know how to contact you .

An easy, time-effective way of doing this is by setting up an email signature . You should include your name, telephone number, email address and a link to your LinkedIn profile (and any other useful links which may help your application).

Closing signature examples

Here are some examples of how to sign a cover letter electronically . The first example contains the very least you should include (name, email address, and phone number). The third is the ideal example of how to sign a cover letter via email .

Sincerely yours,

Mary Washington [email protected] 70997654

Best regards,

Mary Washington 17 Cherry Tree Lane, Portland, Oregon, 97035. [email protected] 70997654

Mary Washington 17 Cherry Tree Lane, Portland, Oregon, 97035. [email protected] 70997654 www.linkedin.com/marywashington www.personalwebsite.com

Examples of Bad Signatures on Cover Letters

Including this part of a cover letter is essential , and doing it well can give your chances of being hired a serious boost. However, there are things you should avoid writing in your cover letter signature. In a cover letter, you as an applicant have a chance to show off some of your personality, but that does not mean you can be too casual .

Here are some examples of words you should avoid writing when you are signing off your cover letter:

Best wishes
Take it easy
Affectionately

It is also a good idea to not use abbreviations of words, such as “thx”. Also, erase any messages that are automatically included by your cell phone. Delete messages such as “Sent from my x phone” before sending.

How to sign a paper cover letter

Though it is becoming less common , you may need to either mail a cover letter or upload one to a website. In these cases, you should leave enough space between the sign-off and your full name to include a handwritten signature . After printing your cover letter, you should sign your name using black ink .

For written cover letters , you should use a formal business cover letter format which includes your contact details and those of the employer at the top of the page, as well as a heading and salutation . As you include your contact details at the top, there is no need to include them with your signature as you would in an email.

Though the importance of signing a cover letter shouldn’t be underestimated, how to end a cover letter is only one part of your application. Read more cover letter advice for information on writing the other parts of your cover letter and also spend time researching how to write a resume . Using resume templates is an effective way of producing professional-looking results quickly.

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Introduce yourself to the recruiters using one of our professional templates.

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How to Sign a Cover Letter (With 70+ Signatures)

Introduction.

The job application process can be stressful, and one question that many job seekers find themselves asking is, "Should I sign my cover letter?" In this comprehensive guide, we'll explore the history of signing documents, the pros and cons of signing a cover letter, and the psychology behind signed cover letters. Our aim is to help you make an informed decision on whether to sign your cover letter and how to do it professionally.

Signing a cover letter can demonstrate professionalism and attention to detail, making a positive impression on potential employers. Although it is not strictly required, it can set you apart from other applicants and show that you have taken the time to personalize your application.

The History of Signing Documents

Understanding the history of signing documents can provide context for the modern job application process and the relevance of signed cover letters. Historically, signatures were used for authentication and agreement, and people signed documents to confirm their identity or consent to the terms of a contract. This practice dates back to ancient civilizations, where rulers and officials would use seals or other unique marks to authenticate written records.

As technology evolved, the transition from physical signatures to electronic signatures began. Today, electronic signatures are widely accepted and legally binding in many countries. The role of signatures in the job application process has also evolved, with many job seekers now submitting electronic cover letters and resumes. However, the history of signing documents and the perceived importance of signed cover letters remain relevant, as they can demonstrate a level of formality and personal touch that hiring managers may appreciate.

The Psychology Behind Signed Cover Letters

The impact of a signed cover letter on hiring managers can be better understood by examining the psychology behind the perception of signed documents. One study published in Psychology Today found that signatures can convey a sense of trustworthiness and commitment. By signing your cover letter, you are essentially putting your name behind your words and expressing your genuine interest in the position.

A signed cover letter may also help establish a personal connection between the applicant and the hiring manager. As mentioned in Authors Cast , using a professional sign-off followed by your full name can create a sense of authenticity and sincerity. This personal touch can make your application more memorable and help you stand out from other candidates.

However, it's important to consider potential negative psychological effects of a signed cover letter. For example, if your signature is illegible or overly casual, it may give the impression that you lack professionalism or attention to detail. To maximize the positive psychological impact of a signed cover letter, ensure that your signature is clear, professional, and consistent with the tone of your application.

How to Sign a Paper Cover Letter

Properly signing a paper cover letter can demonstrate professionalism and attention to detail. Follow these steps to ensure that your signature adds value to your application:

Placement : Your signature should be placed at the end of your cover letter, after your closing statement. Leave a space between your closing statement (e.g., "Sincerely" or "Best regards") and your signature to give your signature room to stand out.

Professional sign-off : Use a professional closing statement, such as "Sincerely," "Best regards," or "Yours faithfully," to set the tone for your signature. Avoid overly casual or informal sign-offs, which may give a negative impression.

Pen and ink color : According to Modern Fuel , it's best to use blue or black ink for signing documents, as these colors are considered professional and easy to read. Blue ink is often preferred, as it can help your signature stand out from the rest of the black text on your cover letter.

Size and legibility : Your signature should be large enough to be easily read, but not so large that it dominates the page. Legibility is key; if your signature is difficult to read, it may give the impression that you lack attention to detail.

Neatness : Sign your cover letter neatly and cleanly, avoiding any smudges or ink blots. This demonstrates care and professionalism, reinforcing the positive impression you want to make on potential employers.

Common Concerns and Misconceptions

Addressing common concerns and misconceptions about signing cover letters can help job seekers make informed decisions and avoid potential mistakes.

Formality : Some job seekers worry that signing a cover letter may appear too formal. While it's true that a signature can add a level of formality, it's important to consider the specific job application and industry. In more traditional or conservative industries, a signed cover letter may be expected and appreciated. In more casual settings, a typed name may suffice.

Necessity : There's a misconception that signing a cover letter is no longer necessary due to electronic submissions. While it's true that electronic submissions have become more common, signing a cover letter (even electronically) can still convey professionalism and attention to detail.

Adapting to the job application and industry : The decision to sign your cover letter should be based on the specific job application and industry. If you're unsure whether a signature is expected or appropriate, research the company culture and industry norms to make an informed decision.

Consequences of not signing : Not signing a cover letter when it's expected can make your application appear incomplete or careless. However, in many cases, a missing signature is unlikely to be a deal-breaker. It's more important to focus on creating a well-written, tailored cover letter that highlights your skills and experience.

When a signature may not be required but could be beneficial : In some cases, a signature may not be strictly required, but including one can still make a positive impression. If you're unsure whether to sign your cover letter, consider the potential benefits of demonstrating professionalism and attention to detail, and weigh these against any potential drawbacks.

Signature Examples in Cover Letters

It's important to sign your cover letter with a suitable closing that reflects your level of professionalism and aligns with the company's culture. Below are examples of professional and appropriate signatures:

Example 1: Simple and Classic

This approach is straightforward and appropriate for any professional context.

Sincerely, John Doe

Example 2: Respectful and Formal

This sign-off conveys a high degree of formality and respect, suitable for traditional industries or companies.

Yours faithfully, Jane Smith

Example 3: Courteous and Personal

This closing adds a touch of personal warmth while still maintaining a professional tone.

Best regards, Robert Johnson

Example 4: Warm and Professional

This closing is slightly less formal, but still conveys respect and professionalism, making it suitable for many modern businesses.

Kind regards, Emily Davis

Example 5: Professional and Polite

This closing demonstrates a high level of respect and formality, making it a safe choice when you are unsure of the company's expectations.

Respectfully, Samuel Johnson

Remember, it's important to match the formality of your sign-off with the company's culture and the nature of the role you are applying for. These signatures are professionally acceptable and can be adapted to most situations, making them excellent choices when signing your cover letter.

Full List Of Signatures For A Cover Letter

In a professional setting, the way you close your cover letter can leave a lasting impression on the hiring manager. It's an opportunity to exude professionalism and reflect your personal style. To help you leave a positive and memorable impression, we've compiled a list of 70 professional cover letter signatures. These range from traditional closings starting with "Best Regards" and "Sincerely," to more unique ones like "Yours in Faithful Service" and "In Earnest Hope". Remember, it's essential to match the tone and formality of your signature with the culture of the company and the role you're applying for.

Choose the signature that best aligns with your personal style and the tone set in your cover letter. Whether you opt for a traditional closing or decide to stand out with something a bit more unique, this list offers a wide range of options to suit every professional context.

Best Regards
Warm Regards
Kind Regards
With Appreciation
Yours Truly
Respectfully
Best Wishes
Yours Respectfully
With Gratitude
Sincere Regards
Many Thanks
Yours Sincerely
Thanks in Advance
Yours in Service
With Thanks
Yours With Gratitude
Sincere Thanks
Yours in Partnership
Appreciatively
Sincerely Yours
Faithfully Yours
In Gratitude
Respectfully Yours
Wishing You Well
Yours in Gratitude
With Respect
Thanking You
With Warmth
Thank You for Your Consideration
Best to You
Yours in Appreciation
Cordially Yours
In Kindness
Thank You for Your Time
With Sincerity
Warmly Yours
With Best Wishes
Warmest Regards
Looking Forward
With Anticipation
In Anticipation
Yours Eagerly
With Assurance
Yours Hopefully
Best Regards to You
Wishing You the Best
Yours Expectantly
In Respectful Anticipation
Regards to You
In Hopeful Expectation
With High Hopes
Yours in Hope
Hopeful Regards
Yours in Anticipation
With Great Expectation

Signing a cover letter can demonstrate professionalism and attention to detail, making a positive impression on potential employers, although it is not strictly required. Throughout this article, we've explored the history of signing documents, the pros and cons of signing a cover letter, the psychological impact of signed cover letters on hiring managers, and best practices for signing both paper and electronic cover letters. We've also addressed common concerns and misconceptions about cover letter signatures.

As you consider whether to sign your cover letter, remember to weigh the potential benefits and drawbacks, and consider the specific job application and industry. Ultimately, the decision to sign your cover letter is up to you, but understanding the factors at play can help you make an informed choice.

We encourage you to share your experiences and ask any questions you may have in the comments below. Good luck with your job search, and may your cover letter – signed or unsigned – help you secure the position you desire!

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How to Sign a Cover Letter (With Examples)

How To Sign A Cover Letter
Salary Requirements In Cover Letter
Referral In Cover Letter
Cover Letter Body
Use Dear Sir Or Madam?
Use Mrs. Or Ms.?

Find a Job You Really Want In

With so many applicants competing for the same job, you want to make sure every element of your application leaves the right impression . Regardless of your letter’s contents, an improper closing section conveys a sense of unprofessionalism and ruins the entire application. This article will show you exactly how to sign and end your cover letter professionally — so you leave a positive impression rather than a negative one. Key Takeaways: The end of your cover letter is what will create your final impression, so it’s important to summarize what makes you a good fit for the job, convey confidence, and thank the reader . Avoid more casual phrases and avoid using exclamation points; express excitement about the job without slipping into less formal prose. To be as professional as possible, you might want to physically sign your cover letter if you’re giving someone a hard copy, or use a digital signature for an electronic submission. In This Article Skip to section How to End a Cover Letter Examples of How to End a Cover Letter Examples of How NOT to End a Cover Letter Does your Cover Letter Need a Written Signature? How to Sign an Uploaded or Printed Cover Letter Cover Letter Signature Examples How to Sign an Emailed Cover Letter Signature Examples for Emailed Documents Final Thoughts Sign Up For More Advice and Jobs Show More How to End a Cover Letter

Your cover letter should maintain a professional and formal tone throughout. This is especially true for the closing, as it’s the section that leaves a final impression on the reader.

“Formal” doesn’t require that you’re robotic and cold. Feel free to be friendly or positive, but always avoid casual language. Don’t use “thanks” or “cheers”, and avoid acronyms.

Every effective cover letter closing accomplishes three goals:

Summarizes your strengths. Sum up the relevant skills and qualifications you’ve mentioned and explain how you can bring value to the company.

Shows confidence and initiative. A generic cover letter closing such as “I look forward to your reply” will be read as nothing more than an empty courtesy.

Stand-out and convey a more action-oriented tone, with a line such as : “I look forward to discussing with you how my skills can create value and solutions for the team.”

Thank the reader. Be sure to show appreciation and offer thanks to the reader for their time and consideration.

As always, remain professional rather than casual. Avoid phrases such as “Cheers” or “Yours.”

Examples of How to End a Cover Letter

While reading the following examples, note how they achieve the three goals:

Summarizes strengths

Conveys initiative and confidence

Thanks the reader

“I believe my six years of experience as a marketing specialist , specifically in the food industry, will be a perfect match for this role. I look forward to speaking with you on how my skills can bring value to the team. Thank you for considering my application.”

“With my extensive software engineering experience, I believe I can develop effective technical solutions for your firm. I would welcome the opportunity to further discuss with you how my qualifications can contribute to the team’s success. Thank you for your time.”

“With my eight years of experience as managing director of similar projects, I am confident I can provide insight and value towards your firm’s goals. I would love the chance to speak with you on the position and what skills I could bring. Thank you for your consideration.”

“I am fascinated by your firm’s approach to creating effective user experiences. I would be delighted to discuss with you how I could leverage my ten years of UX experience to upgrade your solutions even further. Thank you for considering my application.”

“I look forward to any chance to speak about the position and what I can bring to the firm. I believe my personal values and extensive experience in the medical research field would make me a great fit for your organization. I appreciate your time and consideration.”

Examples of How NOT to End a Cover Letter

See if you can spot the more subtle errors in the next few examples.

“I believe my eight years of experience as a commercial trucker , especially in long-haul, will be a great match for this role. I look forward to speaking with you on how my skills can bring value to the team.”

“I look forward to an opportunity to discuss with you the position. I greatly appreciate your time and consideration.”

“With my two years of experience as a sales representative , I am confident I can provide the necessary qualifications and skills. Thank you for considering my application.”

While they thanked the reader and summarized their abilities, the writer offered no call to action for the reader to follow-up with them.

Does your Cover Letter Need a Written Signature?

It’s commonly asked if it’s really required to end cover letters with a handwritten signature. The answer is it depends on your letter’s format.

Cover letters written on paper should always include a handwritten signature. Doing so is considered proper business etiquette, and forgetting to do so will be seen as unprofessional by recruiters .

Even if the particular reader of your letter doesn’t care, it’s smart to err on the side of caution.

For cover letters delivered through email, a signature isn’t required. However, there’s no harm in creating an electronic signature to add a touch of professionalism.

Keep reading to see exactly how you should sign both an emailed and printed cover letter.

The formal rules for how to write a cover letter may seem numerous and pointless, but it’s important to follow them to avoid standing out as unprofessional amongst other applicants following them.

How to Sign an Uploaded or Printed Cover Letter

Most cover letters are emailed these days. However, you might find yourself needing to upload or mail a printer cover letter and wonder how to sign it.

In these cases, a handwritten signature would be included between the sign-off and your printed full name. Keep this in mind when you’re typing it out so you remember to leave enough room.

Your signature should always be written in black ink. The sign-off should always use professional language. Use the same font as the rest of your cover letter and avoid using italics. Consider the following choices:

“Sincerely,”

“Sincerely Yours,”

“Best Regards,”

“Most Sincerely,”

Avoid casual sign-offs such as:

[Your Name]

There is never really any reason to use a sign-off other than the proper four listed above. Just as is the case for greetings such as ” Dear Hiring Manager ” or “ Dear Sir Or Madam ,” using uncommon sign-offs just isn’t worth the risk.

The cover letter should be formatted single-spaced throughout, with an additional space between sections. This includes between your closing paragraph and sign-off. If your contact details are not written in the header, include them after your name.

Cover Letter Signature Examples

Here we’ll provide you both a template and a visual example to help you sign your own printed cover letter. Note the spacing used in these examples.

Template Example:

“….thank you for considering my application.” [Sincerely, Best Regards] [Written signature in black ink] [Your full name (typed)] [Your e-mail address] [Tel:(including country/area code)]

Visual Example:

“…thank you for considering my application.” Sincerely, Alex Loizos [email protected] (555) 333 2222

How to Sign an Emailed Cover Letter

Emailed cover letters do not need a handwritten signature. However, doing so adds a touch of professionalism and won’t hurt your letter.

An emailed letter with a signature looks the exact same as a printed one, except that your signature would be created electronically. Look up how to generate an electronic signature for whatever email service you use.

If you choose to not include a signature, then the rest of the sign-off stays the same. Same single-spacing, with consistent font and no italics.

Signature Examples for Emailed Documents

Visual Example #1:

Visual Example #2:

“…thank you for your time.” Best Regards, Stacy Smith [email protected] (321) 412 2552

Final Thoughts

The importance of sending a well-written cover letter is underrated. Even with an impressive resume , hiring managers know you as nothing more than a name on a paper and a list of achievements.

Cover letters convey two things that resumes alone cannot: professionalism and initiative.

A discussion of your qualifications and achievements in your letter, followed by an offer for further discussion, is what will lead the recruiter to pick up the phone.

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Chris Kolmar is a co-founder of Zippia and the editor-in-chief of the Zippia career advice blog. He has hired over 50 people in his career, been hired five times, and wants to help you land your next job. His research has been featured on the New York Times, Thrillist, VOX, The Atlantic, and a host of local news. More recently, he's been quoted on USA Today, BusinessInsider, and CNBC.

Matt Warzel a President of a resume writing firm (MJW Careers, LLC) with 15+ years of recruitment, outplacement, career coaching and resume writing experience. Matt is also a Certified Professional Resume Writer (CPRW) and Certified Internet Recruiter (CIR) with a Bachelor of Science in Business Administration (Marketing Focus) from John Carroll University.

Miss, Mrs., Or Ms.: When To Use Each

Dear Sir Or Madam: When To Use It And Alternatives

The Best Cover Letter Examples (And Tips)

How to Close Your Cover Letter Like a Boss

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How to Politely Ask Someone to Sign a Document [+9 Templates]

In the world of business, effective communication is key. Especially when it involves requesting signatures on documents.

Being polite and direct is absolutely crucial to ensuring professional relationships. But the importance doesn't end there. Being polite can also have a huge impact on the responses you receive.

Odds are if you ask respectfully, you'll find people are more willing to respond both politely, and in a timely manner.

But, finding the right words can be tough, which is exactly why we created this guide.

In this guide, you'll learn the best practices for making your request both respectful and effective (whether it's for a contract, agreement, or any formal document). We'll even go over some examples of how to politely ask someone to sign a document, including a few templates you're free to copy!

So let's get right into how you can craft your signature requests to get those signatures smoothly.

Best Practices for Politely Asking Someone to Sign a Document

Crafting respectful signature requests is more art than science. It's about striking the right balance between formality and friendliness. Here’s how to nail it.

Start with a Personal Welcome: It's simple but powerful suggestion, but a message that starts with "Hey [Name]," feels more personal and gets your request off to a good start.

Explain the Why: People like to know why they're being asked to do something. Briefly explain the document's importance and how their signature contributes. This context helps make the request feel more reasonable and less like a chore.

Be Clear and Concise: Clarity is your friend. Make sure your request includes all the necessary details without being overly wordy. Mention the document by name, why it needs signing, and any deadlines.

Include Instructions: Don’t assume everyone knows how to sign digitally. A quick step-by-step on how to sign the document or where to send it after signing can go a long way in making the process smoother.

Express Gratitude in Advance: A little thank you can set a positive tone. Saying something like, "Thank you for your time and attention to this matter," shows appreciation for their effort.

Offer to Answer Questions: End with an offer of assistance. Let them know you're available to answer any questions or provide further information. It shows you're not just demanding something; you're there to support the process.

Example Language for a Signature Request:

Start: "Hey [Name], I hope this message finds you well."
Context: "We're in the process of finalizing the [Document Name], which is crucial for [reason]. Your signature is needed to move forward."
Clarity: "Please review and sign the document by [Deadline]."
Instructions: "You can sign digitally using [Software/Platform]. Let me know if you need guidance on this."
Gratitude: "Thank you in advance for your prompt attention to this matter."
Support: "If you have any questions or need further clarification, please don't hesitate to reach out."

Follow-up Tips:

If you haven’t received a response, a gentle follow-up can nudge them in the right direction. Keep it light, polite, and understanding of their possible time constraints.

Crafting your signature request with these best practices can make the process more pleasant for everyone involved. It’s not just about getting what you need; it’s about fostering goodwill and maintaining professional relationships.

How to Handle No Replies

Dealing with delays and no replies can be frustrating. But, how you handle it can make a big difference. The key is staying professional and patient. Here's how to do it right.

First, give enough time. People are busy, so wait a bit before following up. A good rule is one week for a first reminder.

When you do follow up, keep it friendly. A polite reminder can be more effective than a demanding one. Try saying something like, "Just checking in on the document I sent last week. I hope everything's okay on your end."

If there's still no response, try a different approach. Maybe call them or ask if there's a better time for them to look at the document. This shows you're flexible and understanding.

Always thank them for their time and patience. Whether they respond late or not at all, showing appreciation can leave a positive impression.

Remember, your goal isn't just to get a signature. It's to maintain a good relationship. Staying courteous and professional can help you achieve both.

Polite Email Templates for Asking Someone to Sign a Document

We made 9 email templates that you're free to use while politely asking someone to sign a document. The idea behind these template is to have one template for each part of the request process.

We have a signature template email from the initial signature request, to how to follow up when someone doesn't get back to you on time.

Template 1: Initial Signature Request

Subject: Request for Your Signature on [Document Name]

Dear [Recipient's Name],

I hope this message finds you well. I am writing to kindly request your signature on [Document Name], which is crucial for [Brief Explanation of Importance]. Could you please review and sign the document by [Deadline]?

You can sign digitally via [Software/Platform]. If you need any help with the digital signing process, I'm here to assist.

Thank you very much for your attention to this matter. Your prompt response will greatly aid in our progress.

Thanks, [Your Name]

Template 2: Friendly Follow-Up

Subject: Friendly Reminder: Signature Needed on [Document Name]

I hope you're doing great. I wanted to follow up on my previous email regarding the [Document Name]. We kindly request your signature by [Revised Deadline] to proceed with [Brief Explanation of Why It’s Needed].

If you have any questions or need further information, please don’t hesitate to reach out. Thank you for your cooperation and understanding.

Template 3: Urgent Signature Request

Subject: Urgent: Your Signature Required on [Document Name]

I understand we all have busy schedules, but I kindly need to draw your attention to the urgent need for your signature on [Document Name] by [Urgent Deadline]. This document is critical for [Explanation of Urgency].

Please let me know if there's anything I can do to facilitate this process for you. Your prompt action is greatly appreciated.

Thank you for your immediate attention to this urgent matter.

Best, [Your Name]

Template 4: Final Reminder Before Deadline

Subject: Final Reminder: Signature Needed by Tomorrow

As the deadline approaches, I wanted to send a final reminder to kindly request your signature on [Document Name] by end of day tomorrow. We value your contribution and need your signature to move forward.

Thank you for your prompt attention to this final reminder. Please let me know if there are any obstacles I can help overcome.

Best wishes, [Your Name]

Template 5: Post-Deadline Follow-Up

Subject: Follow-Up: [Document Name] Signature Needed

I noticed that we missed the deadline for signing [Document Name]. I understand that you have a lot on your plate and appreciate all that you do. Is there a new timeframe we can expect your signature by? Your assistance is crucial for [Brief Reason].

Thank you for your understanding and cooperation.

Kind regards, [Your Name]

Template 6: Inquiry on Delay

Subject: Inquiry Regarding [Document Name] Signature

I hope you are well. I’ve noticed that the [Document Name] has not yet been signed, and I wanted to check in to see if there are any questions or concerns I can address. Your signature is key to [Brief Reason for Urgency].

Thank you for your attention to this matter. I’m here to assist in any way I can.

Sincerely, [Your Name]

Template 7: Offering Assistance

Subject: Need Help with [Document Name]?

I hope this message finds you well. I'm reaching out to see if you need any assistance or have questions regarding the [Document Name] that requires your signature. We aim to make this process as smooth as possible for you.

Please feel free to share any concerns or require further clarification. Thank you for your cooperation.

Template 8: Gratitude for Completion

Subject: Thank You for Signing [Document Name]

Thank you very much for taking the time to sign [Document Name]. Your prompt response has greatly contributed to moving [Project/Process] forward. We truly appreciate your cooperation.

Please let me know if there's anything else you need from my side.

Template 9: Gentle Nudge

Subject: A Gentle Nudge: [Document Name] Awaiting Your Signature

I hope all is well with you. Just a gentle nudge to remind you that [Document Name] is awaiting your signature. We would appreciate your prompt attention to this matter to ensure [Reason for Importance].

If you require any assistance or have questions, I'm here to help.

Thank you for your time and understanding.

Kindly, [Your Name]

Navigating the nuances of professional communication, especially for signatures, is a delicate balance. I hope this guide helped you understand how to be both polite and effective in your signature requests.

Politeness and directness in communication do more than just convey respect; they foster a positive environment for cooperation. So, as you craft your next signature request, keep these principles in mind and you're bound to have success.

Thanks for reading! If you have any questions or feedback, send us a comment below.

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How to Write an Email Requesting a Signature on Official Documents

In this blog post, we will look at how to send an email requesting someone to sign the documents promptly, along with that we will look at some tips to remember, best practices and a sample email that you can copy. So let us jump in.

Shiva Prabhakaran

It can be frustrating to wait for things to happen and it is especially true when what you need is a simple signature but there is a lot of delay or lack of communication causing the delay.

So in this blog post, we will look at how to send an email requesting someone to sign the documents promptly, along with that we will look at some tips to remember, best practices and a sample email that you can copy. So let us jump in.

Tips to Remember

Clearly state the reason you need the signature and the consequences of not getting it on time.

Inform the recipient about the time frames and state the deadline information so that there is no ambiguity.

Add context to why the signature is important, the processes it will start and potential teams that might be impacted by an early or late submission.

Best Practices

Start the email politely so that the recipient feels at ease and can swiftly consider the request which is unlikely if you start your email with a hostile or antagonistic tone.

Thank them for their cooperation and clearly state your appreciation for their time in ensuring that the process runs smoothly and on time.

Always end your email with a CTA to increase the chances of them taking action immediately and avoiding any unnecessary delays.

Subject: Signature Request on [Document Name]

Dear [Recipient’s Name],

Hope this email finds you well. I am writing this email to request your signature on the [Document Names] documents by [Deadline Date].

These documents need to be submitted to [Submission POC] by [Date] and it is critical to [Project or Task Name]. Any delay in the submission will cause inconvenience to processes that depend on it including [List Processes that Might be Impacted].

So please review, sign and share the documents before [Deadline Date] and if you have any questions or clarifications, please do not hesitate to reach out to me.

Thank you for your cooperation and swift response, it has been critical to getting this process moving given the timelines.

[Your Name]

Asking someone’s signature is simple and now that you know the tips and tricks, best practices of how to do it, the task got a lot simpler. So what are you waiting for? Use the sample email shared or draft an email yourself and request that signature.

Thanks for reading. Also, check out Routine if time is important to you. Routine is free to use.

Try Routine today

How to Sign a Cover Letter: Paper vs Digital

In This Guide:

Do you need to hand sign your cover letter

What to include in your cover letter signature

How to sign a cover letter when emailing

How to sign a paper cover letter

How to sign a cover letter when it is an attached file

When it comes to your cover letter, you usually have just one chance to make a good first impression.

That’s why you would want to make it all perfect.

You might think that your signature is not important, and it wouldn’t matter what you put there, but you can not be more wrong.§

As employers receive hundreds of resumes for every open job position they have, even the smallest detail might be used against you for the purpose of pre-selection.

So, how to perfect your cover letter signature?

Well, that depends greatly on the method you choose for sending your cover letter. So we are going to explore the 3 cases:

Signing your email cover letter
Signing your hard copy cover letter
Signing your uploaded cover letter

And as we go along, we are going to give you examples for each method .

If you have some doubts about your overall cover letter performance, that would be a good time to learn how to tell a story with your cover letter and build your perfect cover letter .

But if you are ready to dive into the details of your cover letter signature, stick around.

Do you need to hand sign your cover letter?

Upload & check your resume.

Drop your resume here or choose a file . PDF & DOCX only. Max 2MB file size.

Every cover letter needs some kind of sign-off with at least a closing phrase and your names.

But apart from that, a hand signature inserted into your cover letter is entirely up to you.

If you are emailing your cover letter, your potential employer would not be expecting a hand signature. However, if you are mailing a physical cover letter, or uploading it, hand signing your cover letter can be a nice touch.

What to include in your cover letter signature?

What you include in your cover letter signature depends on the method you use for sending it over to your potential employer.

However, every cover letter signature should include a closing phrase and your names.

From this point forward, you can include a handwritten signature, or your contact information, depending on the type of cover letter you are sending.

If you have chosen to email your cover letter, it is nice to include your contact information just after your names, but you usually don’t need a handwritten signature.

And if you decide to mail a hard copy of your cover letter, it is a charming touch to include a handwritten signature, but don’t really need the contact information, as it would only clutter the page.

How to sign a cover letter when emailing?

When emailing your cover letter to a potential employer, it is essential for you to list your contact information in the bottom of your email .

At the very least, a hiring manager should be able to find your name, email address, and phone number, but you can also include an address, LinkedIn profile , or a portfolio.

Your contact information is so essential because the hiring manager would need to be able to easily contact you.

It would be a shame if you nailed your cover letter, and build a perfect resume , and the hiring manager has no way to contact you for an interview.

If you want to really nail it, you need to make sure you are sticking to the same font throughout, and not use anything too special in your signature, as it might come across as childish.

Last but not least, send out your cover letter using a professional email address. That does not mean that you need to use your work email address, as that would be a huge mistake.

To get the best result, use a free online email service like Gmail, and set up your email in the format [email protected] .

Just to make things easier on your part, here is how your email signature should look like:

[email protected]

(555) 555-5555

And if you want to add in some additional contacts, you can do so by listing them below these like this:

Sincerely, John Doe [email protected] (555) 555-5555 https://linkedin.com/in/john-doe

How to sign a paper cover letter?

When it comes to a hard copy of your cover letter, you no longer need to list the contact information in your signature. In most cases, both your contact information and that of the employer is listed at the top of the page.

Here, just like in any other cover letter sign-off, you need to add a closing phrase and your names.

What you can add here as a nice touch is including a handwritten signature.

Typically, you would want it to be positioned between the closing phrase and your full name, so make sure you leave enough space between the two for you to sign it after you print it out.

And here is how your paper cover letter sign-off should look like:

Sincerely, (leave enough white space here) Jane Doe

So that when you print it out, you can add in your signature in the blank space.

When you have decided to attach your cover letter to your email, or upload it to a job site, you can only type in a closing phrase and your names, and that would be perfectly fine for a signature.

However, a handwritten signature might really make some good impression on the hiring manager.

If you decide to go for it, you have two options:

Print out your cover letter with a structure for a hard copy, sign it and then scan it, and you are ready to upload it
You can sign on a blank piece of paper and scan it, and then insert it into your cover letter digital file

Either way, it would make a good impression.

Just make sure you leave enough blank space for a signature if you go for it.

If you decide to go for the basic version of your cover letter signature, you just need that:

Sincerely, Jane Doe

But if you are determined to add in your handwritten signature, make sure you go for that:

Sincerely, (leave enough white space here)

So that when you print it out, you can add in your signature in the blank space. And from that point forward, you only need to scan it, and you are ready to go.

We are all done, now you know how to get the best out of your cover letter signature.

Let’s go through the most important points once again:

If you are emailing your cover letter, make sure you list your essential contact information in your email signature, so that it would be easy for the hiring manager to contact you
If you are sending out a hard copy of your cover letter, you don’t need to list your contact information in the signature, but it is a nice touch to include a handwritten signature
When you are attaching your cover letter to an email, or uploading it to a website, you can go with the basics – closing phrase and your names, but it is again a nice touch to add your scanned signature to the document

Now upgrade your cover letter signature, and perfect your application documents to get your dream job.

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Home » Letters » Request Letters » Letter Requesting Signature On Documents – Sample Letter Regarding Signature On Documents

Letter Requesting Signature On Documents – Sample Letter Regarding Signature On Documents

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How to use live assistant, additional template options, download options, share via email, share via whatsapp, copy to clipboard, print letter, sample letter regarding signature on documents.

From, The Manager, __________ (Name of the company) __________ (Address/ Branch)

Date: __/__/____ (Date)

To, __________ __________ __________ (Receiver’s Details)

Subject: Signature on documents required

Respected Sir/Madam,

With due respect, my name is __________ (Your Name), __________ (Designation) of __________ (Mention Company name). I am writing this letter in reference to the application number __________ (Mention number) that I received from your side on __________ (Mention Date), to inform you that for further procedure, you are required to submit your signature.

Therefore, I request you to kindly attach your signature to the following copy of the documents, __________ (Mention Documents). Kindly attach the documents with a clear signature print.

It is requested to do the needful at the earliest.

Yours Sincerely/ Faithfully.

__________ (Signature) __________ (Name) __________ (Designation)

Live Preview

The Live Assistant feature is represented by a real-time preview functionality. Here’s how to use it:

Start Typing: Enter your letter content in the "Letter Input" textarea.
Live Preview: As you type, the content of your letter will be displayed in the "Live Preview" section below the textarea. This feature converts newline characters in the textarea into <br> tags in HTML for better readability.

The letter writing editor allows you to start with predefined templates for drafting your letters:

Choose a Template: Click one of the template buttons ("Start with Sample Template 1", "Start with Sample Template 2", or "Start with Sample Template 3").
Auto-Fill Textarea: The chosen template's content will automatically fill the textarea, which you can then modify or use as is.

Click the "Download Letter" button after composing your letter. This triggers a download of a file containing the content of your letter.

Click the "Share via Email" button after composing your letter. Your default email client will open a new message window with the subject "Sharing My Draft Letter" and the content of your letter in the body.

Click the "Share via WhatsApp" button after you've composed your letter. Your default browser will open a new tab prompting you to send the letter as a message to a contact on WhatsApp.

If you want to copy the text of your letter to the clipboard:

Copy to Clipboard: Click the "Copy to Clipboard" button after composing your letter.
Paste Anywhere: You can then paste the copied text anywhere you need, such as into another application or document.

For printing the letter directly from the browser:

Print Letter: Click the "Print Letter" button after composing your letter.
Print Preview: A new browser window will open showing your letter formatted for printing.
Print: Use the print dialog in the browser to complete printing.
Various documents may require signatures, including contracts, agreements, application forms, legal documents, and financial papers.
A clear signature ensures the authenticity and validity of the document. It helps prevent misunderstandings and legal disputes.
Yes, a signature can be requested via email, especially for electronic documents. However, it's essential to follow up with a hard copy if required for legal purposes.
If the recipient refuses to provide a signature, it's advisable to communicate directly to understand the reason behind their decision. If necessary, explore alternative options or seek legal advice.
Yes, it's appropriate to send a polite reminder if someone has not yet provided their signature on required documents. A gentle follow-up can help ensure timely completion of necessary tasks.

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Documentation

How to ask someone to sign a document

Yauhen Zaremba Director of Demand Generation at PandaDoc

Whether it’s a contract, a quote, or a business proposal, you’ll need to ask the other party to sign the document and return it to you as quickly as possible.

But how do you ask someone to sign a document without coming off as rude or pushy?

We’re going to show you how to ask someone to sign a document and explore the different methods that you can use to do so.

How do I ask politely for a signed agreement to be sent back?

However you send important documents, it’s important to provide clear instructions for signing and returning them.

The request should be polite and formal , explaining why you’re asking for a signature and the commitment represented by it.

Let’s explore how to politely ask someone to sign a document using various methods:

Requesting an eSignature

Electronic signatures are fast, cost-effective, and eco-friendly.

They’re also legally binding and provide a secure digital record. Let’s find out how to send a document for electronic signature .

1. Request via electronic signature software

This is the simplest and most convenient way to request signatures.

With eSignature software, you create a document from a template or upload a file and then customize the signature fields (checkboxes and space for initials).

Then, the software sends it to the recipient’s email with your personalized message.

The signee is guided to open, eSign, and return the document — and you’ll be notified when they do so.

PandaDoc’s document workflow software makes things even easier.

You can create perfect proposals, contracts, and more using the library of hundreds of pre-made templates.

Then, you get updates whenever someone opens, views, comments on, or signs the document. It couldn’t be simpler to request and track all your business eSignatures.

2. Request via a file-sharing service

Another option is to use a file-sharing service.

You can set up an integration with your electronic signature tool or send docs via the file-sharing service itself. In both cases, the recipient will receive a message via email with a link to the document.

They should be able to view and download it without a file-sharing tool, but it’s best to double-check with the signer.

3. Request via email

You could also send the document in an email with wording like “Please find the attached document for your signature.”

Keep the message short, make it clear who the email’s from, and state what action is required.

Just make sure you remember to attach the document! Again, it’s worth checking that it’s been received.

Requesting a non-digital signature

You may need to obtain a handwritten signature for certain legal documents if a notary public needs to witness them being signed or if the recipient doesn’t have access to electronic tools.

1. Request in person

This is less convenient than using an eSignature , as both parties need to be in the same room.

But a face-to-face request is more personal, giving you the opportunity to explain why the signature is needed and answer any questions the signer may have.

You could collect the signature that day or send the necessary documents after the meeting.

2. Request via mail

If you need to request a signature via traditional mail, include a cover letter along with the document.

Explain how and where to sign, and include return instructions, plus your contact details in case the person you’re sending the document to has questions.

Obviously, the signing process takes longer, and the document would have to be sent again if there’s an error.

How should I ask someone to sign a document in an email?

Keep to the point without being rude — you’ll need a little more than just “Please sign the attached document and return it.”

Outline who you are, why you’re sending the document, and what you need from the other person.

Avoid assumptions

When requesting a signature, don’t assume that the recipient remembers who you are, understands why you need a signature, or knows how to use the relevant technology.

Include your contact details in case the signer has any questions.

Provide clear instructions

State clearly that you need the signer to read the document, sign it, and return it. Include additional instructions, such as how to use the eSignature or file-sharing software.

Use single sentences or bullet points to provide a clear and easy-to-read layout.

Set a deadline

It’s important to include the date by which you need the document to be signed and returned.

This creates a sense of urgency and makes it less likely that the signee will put it off.

Leave no room for misunderstanding — instead of “by December 6”, write “before midday on Tuesday, December 6, 2022”.

Sample email requesting a signature on documents

Dear Ms. Bhandal,

This is Lisa from ABC Legal Services. As discussed yesterday, the lease documents are now ready for you to sign.

Please find the PDF documents attached. Instructions for signing electronically are also included.

Please return the signed documents to this email address by midday on Tuesday, December 6, 2022.

If you have any questions, please don’t hesitate to call or email me.

Kind regards,

Sample letter requesting a signature on documents

November 28, 2022

Dear Mr. Steiner,

Please find enclosed two copies of the non-disclosure agreement ( NDA ) for the proposed partnership between Steiner Inc. and XYZ Holdings.

Please sign and date both copies of the agreement and mail one signed copy back to the Houston office before 5 pm on Friday, December 16, 2022. A pre-addressed envelope is enclosed for your convenience.

If you have any questions, please call me on the number below.

Yours sincerely,

Frank Vellini

XYZ Holdings

Document signing is made simpler with PandaDoc

We’ve explored how to ask someone to sign a document, but if you’re focusing on how to get your proposal signed quickly , eSignatures are the method to choose.

With PandaDoc, the sign-and-return process is fast and easy — and so is document creation, thanks to templates and drag-and-drop functionality.

Once you’ve crafted a short and polite message and sent the document, you’ll receive notifications whenever it’s opened, viewed, commented on, or eSigned.

All documents are retained in secure cloud storage for reference and compliance.

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