Getting documents signed should not feel like pulling teeth.

Yet many businesses still struggle with the back-and-forth of printing, scanning, and chasing down signatures. When customers face friction during the signing process, deals stall, frustration builds, and some contracts never get completed at all. At the same time, just a few strategic changes to how documents are prepared and presented can turn signing from a bottleneck into a breeze.

Why the Signing Experience Actually Matters

The moment a customer agrees to work with a business, the signing process becomes their first real operational interaction. A clunky experience at this stage sends an unintended message about what working together will be like. Modern clients expect the same ease they get from ordering food or booking travel, and documents that require physical printing or unclear instructions simply don’t meet that standard. When businesses adopt tools like an electronic signature solution that lets customers sign from any device in minutes, they remove unnecessary barriers and keep momentum going.

The connection between friction and lost business is straightforward: every extra step in a process creates an opportunity for people to drop off. Streamlined onboarding and signing processes naturally lead to higher completion rates, faster deal cycles, and fewer customer service inquiries about “how do I complete this?”

Start With Document Clarity

Before worrying about signing technology, the document itself needs work. Too many contracts and agreements arrive bloated with legal jargon, unclear terms, and no visual hierarchy to guide readers through what actually matters.

Write for Humans First

Legal documents don’t have to sound like they were written in 1847. Plain language doesn’t mean sacrificing legal validity — it means writing so people understand their commitments without a law degree. Short sentences, active voice, and defined terms go a long way. When someone can actually read and comprehend a document in one sitting, they’re far more likely to sign it quickly.

Use Visual Hierarchy

Nobody wants to face a wall of text in a 10-point font. Breaking content into sections with clear headers, using bullet points for lists, and highlighting key terms make documents scannable. When signature fields stand out visually and appear in logical places, signers don’t have to hunt for where they need to act.

A few formatting principles help:

• White space is a feature: Dense paragraphs tire readers and hide important details.
• Consistent fonts and sizes: Stick to one or two readable fonts throughout the document.
• Bold for definitions: When introducing key terms, make them easy to spot.
• Section numbering: Helps everyone reference specific parts during discussions.

These changes take minimal effort but dramatically improve how quickly someone can process and sign a document.

Choose the Right Signing Method

Not every document needs the same level of formality or security. A freelancer’s project proposal differs from an HR department’s employment contract, and the signing method should match the stakes and complexity involved.

Match Technology to Document Type

Simple agreements like service proposals or non-disclosure agreements work perfectly with basic digital signing tools. More regulated documents, like employment contracts or financial agreements, may require additional identity verification or audit trails. When businesses understand which documents fall into which category, they can avoid over-engineering simple processes and under-protecting important ones.

Mobile Matters More Than Most Realize

More people than ever are reviewing and signing documents on their phones. If a signing process doesn’t work smoothly on a phone screen, businesses risk losing signatures simply because the experience is too frustrating. That means responsive design, large tap targets for signature fields, and minimal scrolling or zooming required to complete the process.

Remove Unnecessary Steps

Every extra click or required field increases the chance someone will abandon the process. Ask only for information that’s truly needed. Does that agreement really require a middle name? Does every page need initials if there’s a final signature? Question each requirement and cut whatever doesn’t serve a clear legal or business purpose.

Communication Before and After

The document itself is only part of the equation. How it’s delivered (and what happens after someone signs it) makes the difference between a professional and chaotic experience.

Set Expectations Upfront

Before sending anything, let people know what’s coming. A quick message explaining what the document is, why it’s needed, and roughly how long it will take to review prevents surprises. When someone receives an unexpected contract in their inbox with no context, they’re more likely to ignore it or respond with questions that delay everything.

Follow Up Strategically

Automatic reminders help, but timing matters. Sending a reminder two hours after the initial email feels pushy. Waiting a week might be too long if deadlines are tight. Most signing platforms allow scheduled reminders at sensible intervals — usually 2–3 days for non-urgent documents, sooner for time-sensitive ones.

Once someone signs, immediate confirmation matters. An email with a copy of the completed document and clear next steps shows organization and builds confidence. It also helps to avoid the inevitable “Did my signature go through?” questions.

Test the Process Like a Customer Would

Too many businesses set up their signing workflow and never actually experience it from the recipient’s side. Sending test documents to personal email addresses and trying the process on different devices reveals problems that weren’t obvious during setup.

Questions to Ask During Testing

Running through these scenarios helps identify friction points:

• Device testing: Does the process work on iOS, Android, desktop, and tablet?
• Email clarity: Is the subject line clear? Does the email explain what to do?
• Signing flow: How many clicks from email to completed signature?
• Error handling: What happens if someone enters information incorrectly?
• Completion confirmation: Is it obvious when the process is finished?

Each of these touchpoints shapes how signing feels — effortless or frustrating.

Gather Feedback

Customers rarely volunteer opinions about document processes unless something goes terribly wrong. Asking directly reveals opportunities for improvement. A simple “How was the signing process?” question in a follow-up email generates useful insights without a lengthy survey.

Keep Evolving the System

Technology and customer expectations shift constantly. What worked well two years ago might feel outdated now. Regularly reviewing completion rates, abandonment patterns, and feedback helps identify when changes are needed.

Metrics worth tracking include:

• Time from send to signature: How long do documents typically sit before completion?
• Completion rate: What percentage of sent documents get signed?
• Support inquiries: How often do customers need help with signing?
• Mobile vs. desktop completion: Are mobile users struggling more?

These numbers define where the process succeeds and where it breaks down.

The businesses that make signing easy don’t just save time — they create better first impressions, close deals faster, and spend less time chasing paperwork. Small improvements to document clarity, signing technology, and communication compound into a smoother experience that benefits everyone involved.

Summary

Client-facing documents are not “just paperwork.” They are one of the first real moments where customers feel what it is like to work with you. If signing feels slow, confusing, or dated, people hesitate, deals stall, and some never finish at all. A smoother signing experience keeps momentum going, improves completion rates, and cuts down on support tickets that start with, “How do I sign this?”

Start by fixing the document, not the software. Rewrite in plain language, use short sections with clear headers, and make the key terms easy to spot. Give the eye a break with clean spacing and consistent formatting, then place signature fields where they make sense so customers do not hunt for them. When the document is easy to read, signing becomes a simple “yes,” not a careful debate.

Next, match the signing method to the situation. Many agreements can be signed with a basic online signature in minutes, but higher-risk documents may need extra identity checks like a password or phone code. Whatever you choose, make sure it works well on mobile, since many customers will sign on a phone. Then remove unnecessary steps: pre-fill what you already know, reduce clicks, and avoid forcing printing or scanning. Even small reductions in friction can lift results, with streamlined flows often improving completions by 20 to 25 percent.

Finally, communicate clearly before and after signing. Tell customers what will happen, how long it should take, and what “done” looks like. After they sign, send an instant confirmation, a copy of the agreement, and the next steps so they feel confident and supported.

Next Steps

If you want faster deal cycles and fewer drop-offs, treat signing like part of your customer experience: simplify the document, choose a fitting signing option, cut extra steps, and test the flow on your own phone like a first-time customer. As a next step, run a quick audit this week: time how long it takes to sign your most common document on mobile, note every confusing moment, and fix the top three issues. Then add a one-question feedback prompt after signing so customers can tell you what still feels hard, and keep improving from there.