---
title: Sending Documents to Parties to Sign
description: "Once you place the signature fields in your document, you send it to the relevant parties for signing. The document can be a **contract**, **NDA**, **proposal** or any other agreement. You confirm the signers, customize the email if needed, and…"
url: "https://help.onesuite.io/docs/sending-documents-to-parties/"
updated: "2026-10-01"
category: Documents
---

# Sending Documents to Parties to Sign

Once you place the signature fields in your document, you send it to the relevant parties for signing. The document can be a **contract**, **NDA**, **proposal** or any other agreement. You confirm the signers, customize the email if needed, and send the document for signature.

**In this guide you'll learn how to:**

- Confirm the signers for each party
- Change or add signers from your contacts
- Create a new signer who isn't in your database
- Customize the invitation email
- Review and send the document to sign

## Before you start

- Place the signature fields in your document and click **Send**. See [Creating a Document from Scratch](https://help.onesuite.io/docs/creating-a-document-from-scratch/) or [Uploading a PDF Document](https://help.onesuite.io/docs/uploading-a-pdf-document/).

## How to confirm the signers

If you chose signers earlier, this screen shows their names and emails pre-filled for each party.

1. Check that each signer's name and email are correct.
2. If everything looks right, move on and send the document.

## How to change or add signers from your list

To add or replace a signer, start typing a name in the signer field and pick the person OneSuite suggests.

1. Start typing a name in the signer field. OneSuite suggests people from your **Clients**, **Leads** and **Team** database.
2. Click the correct person in the list. Their name and email fill in automatically.

![Send Parties to Sign screen with a signer field showing suggested contacts from Clients, Leads and Team](https://help.onesuite.io/wp-content/uploads/2026/10/sending-documents-to-parties-1-scaled.webp)

## How to create a new signer

If the signer is not in your database, which is very common, you add them manually.

1. Enter the signer's **email address**.
2. Type their **name** in the name field.
3. Click **Create as new**. OneSuite adds the signer to the document.

## How to change the email content

You can customize the email each signer receives before you send the document.

1. Check the **Customize Email** box to edit the email subject and message.
2. Personalize the **subject line**.
3. Edit the **message body**. You can use dynamic tags such as `{{account.name}}`, `{{document.title}}`, `{{recipient.email}}` and `{{recipient.link}}`.

Keep the `{{recipient.link}}` tag in the message. It generates the unique signing link for each recipient, and without it the signer can't access the document.

![Customize Email box checked, showing the subject line and a message body containing the {{recipient.link}} tag](https://help.onesuite.io/wp-content/uploads/2026/10/sending-documents-to-parties-2-scaled.webp)

## How to review and send the document to sign

After you confirm the signers and customize the email, do a final review and click **Send Parties to Sign**.

1. Check that all signer names and emails are correct.
2. Make sure all required fields are placed.
3. Make sure the email content includes `{{recipient.link}}` so signers can access the document.
4. Click **Send Parties to Sign** to deliver the document.

Each signer receives a secure email with their own signing link. No login is required.

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## FAQs

### Can I send a document without assigning it to a project?

Yes. Linking a document to a project is optional, and you can skip project selection if it isn't relevant.

### Why can't I edit a document after sending it?

Once a document is sent for signature, it is locked and cannot be edited. To make changes, create a new version or duplicate the document.

### What happens if I forget to include the signing link in the email?

The signer can't access the document. Always include `{{recipient.link}}` in the email body when you customize the message.

### How many signers can I add to a document?

You can add up to 10 signers (parties) per document.

### Can I just email the document to signers myself instead?

The OneSuite invitation does the work for you. Each signer gets a secure email with their own unique signing link from the `{{recipient.link}}` tag, and no login is required to sign.

## What to do next

**See what signers see:** Walk through the recipient's view in [Signing a Document](https://help.onesuite.io/docs/signing-a-document/).

**Prepare another document:** Add fields to a file you already have with [Uploading a PDF Document](https://help.onesuite.io/docs/uploading-a-pdf-document/).

**Know the module:** Review statuses, roles and features in [Contracts Overview](https://help.onesuite.io/docs/overview-documents-module/).