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Signed document request checklist for firms

Specify the document and version, the people expected to sign, and the pages or attachments you need returned. Ask for one complete signed PDF where your workflow allows it. This checklist helps your team verify what arrived and ask for a precise replacement if something is missing.

Customize and copy this checklistCopy the signed document request email
3 documentsUpdated November 7, 2026Built for Law firms

What to ask for in a signed document request

Professional services teams requesting signed engagement letters, approvals or authorizations

  1. 01

    Complete signed copy of the named version

    Identify the document by title and version or issue date. Tell the recipient the expected page count and ask for the complete document in the original order. Identify the expected signer roles in the instructions. Specify each signature and date field that must be visible and any initials your workflow requires.

    Format: One complete PDF, when your workflow allows it

    DocAsker checks: Check that the title and version match and the page count is complete. Check that each required field is present. Refer identity and authority questions to the responsible reviewer.

  2. 02

    Schedules or supporting attachments

    List each attachment by name and say whether to include it in the signed PDF or upload it as a separate item.

    Format: Complete PDF for each named attachment

    DocAsker checks: Check the attachment name, version, page order and whether any required pages are signed.

  3. 03

    Signing record if required by your workflow

    If your firm needs the separate confirmation issued by a signing platform, add it as its own item and specify which transaction it should relate to.

    Format: Signing confirmation supplied by the platform

    DocAsker checks: Check the reference and date against the signed file. Follow your firm’s process to verify authenticity where needed.

This checklist is a starting point. Requirements vary by country, authority and case, so confirm the current list before you send it.

Customize and copy this checklist

Choose the documents you need, then copy a checklist or client email.

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Client email preview

Subject: Documents requested by [Firm name]

Hello [Client name],

Please prepare the documents listed below.

1. Complete signed copy of the named version (One complete PDF, when your workflow allows it)
   Identify the document by title and version or issue date. Tell the recipient the expected page count and ask for the complete document in the original order. Identify the expected signer roles in the instructions. Specify each signature and date field that must be visible and any initials your workflow requires.

2. Schedules or supporting attachments (Complete PDF for each named attachment)
   List each attachment by name and say whether to include it in the signed PDF or upload it as a separate item.

3. Signing record if required by your workflow (Signing confirmation supplied by the platform)
   If your firm needs the separate confirmation issued by a signing platform, add it as its own item and specify which transaction it should relate to.

Upload your documents by [Deadline] at [Client upload link].

If you cannot provide an item, reply so we can agree on what to send.

Thank you,
[Firm name]

Reduce replacements and version confusion

  • Name the version in the request

    For example, ask for the four-page engagement letter dated March 2, 2026, including the dated signature on page four. The recipient should be able to identify the exact copy.

  • Keep signature and context together

    Review the complete signed document so you can see which terms and attachments go with the signature. If page four is missing, request the complete four-page copy.

  • Keep uncertain cases with a reviewer

    A visible signature is a useful intake check. Let the responsible reviewer resolve whether the signer had authority and whether the file meets your firm’s requirements.

Copy the signed document request email

Please upload the signed [document name]

Hi [first name],

Please return the complete signed copy of [document name and version] by [deadline]:
[upload link]

We need all [page count] pages in order, the signature and date from [signer role] on [page or section], and [named attachments if applicable].

Please open the final PDF before uploading and check that the signature and date are visible. Reply if the version you received differs from the one above.

Thank you,
[your name]

Frequently asked questions

Can the client upload only the signature page?

Ask for the whole document when you need to connect the signature to the correct version and terms. If your firm accepts a separate page, make the submission instructions explicit.

Does the checklist verify a signer’s identity?

The checklist guides a review of the document and its visible fields. Confirm identity, authority or digital signature authenticity using your firm’s separate procedure where required.

More checklist templates

Send this checklist with DocAsker

DocAsker sends this checklist as one link, checks every upload on arrival and reminds your client until it is complete.

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