If you’re drowning in contract paperwork or tired of uploading the same NDA for the hundredth time, this one’s for you. Whether you work in HR, sales, or just wrangle a lot of signatures, setting up reusable document templates can save you hours—and a few headaches. This guide will walk you through making templates in Signrequest, so you can stop wasting time and actually get contracts signed.
Let’s skip the sales pitch and get right to making your life easier.
Why bother with templates, anyway?
If you’ve ever sent the same doc twice, you need templates. Here’s why:
- Speed: No more uploading, dragging fields, and re-typing the same stuff.
- Consistency: Templates lock in your format, so nothing gets missed.
- Fewer mistakes: Set your signature and text fields once. No more “Oops, I forgot the date field.”
- Easier delegation: Anyone on your team can send the same doc without screwing up the setup.
Do templates solve every problem? No. But if you regularly send out the same types of contracts, they’re a real time-saver.
Step 1: Get your template document ready
Don’t even open Signrequest yet—start with your core document.
What works:
- Use a clear, final version of your contract (Word, PDF, or other supported formats).
- Leave blank spaces or brackets (like [Name] or [Date]) for info that changes each time.
What doesn’t: - Don’t try to template a messy, ever-changing document. Clean it up first. - Avoid adding signature lines or boxes in Word—they’ll just get in the way later.
Pro tip: Keep your template as generic as possible. The more you hard-code details, the less reusable it becomes.
Step 2: Upload your document to Signrequest
Now you can log in.
- Go to your Signrequest dashboard.
- Click “Templates” in the left menu.
- Hit “Create new template.”
- Upload your contract file.
Things to watch: - If your file won’t upload, check the format. Stick to PDF or Word (.docx) for best results. - Large files or complex formatting can glitch out. If Signrequest chokes, try exporting a clean PDF from Word or Google Docs.
Step 3: Add and place your fields
This is where templates earn their keep.
- Add recipients: Set up placeholder roles (like “Client” or “Manager”)—you don’t have to know the actual signer’s name yet.
- Drag fields: Drop signature, date, checkbox, or text fields onto the doc where they belong.
- Assign fields: Make sure each field is assigned to the right role. Don’t just leave everything under “Sender” by default.
What works: - Use clear roles. “Signer 1” and “Signer 2” get confusing fast—use real labels. - Make required fields obvious. Mark anything that must be filled out before sending.
What to ignore: - Don’t overload your template with optional fields you’ll never use. Start lean—you can always add more later.
Pro tip: Some fields (like checkboxes) don’t always play nicely with every PDF. Test your template before sending it company-wide.
Step 4: Set up template defaults
This is optional, but worth it if you want to automate even more.
- Default email message: Write a standard message (“Please review and sign the attached NDA.”) so you’re not typing it every time.
- Subject line: Pre-fill the email subject so nothing gets lost in inboxes.
- Expiration dates or reminders: If you want contracts signed within a certain time, set this up now.
What works: - Get the wording right up front—nobody likes getting a robotic or confusing email. - Save these defaults for your most common templates. If you have a weird one-off, just skip.
Step 5: Save and test your template
Don’t trust that it works—test it.
- Save your template (give it a clear name).
- Use the “Send a test” option if available, or just send it to yourself and a coworker.
- Run through the signing process as if you’re a real recipient.
What you’re looking for: - All fields show up, are assigned to the right people, and are required when needed. - The document looks clean—no weird formatting or clipped text. - The email notification makes sense.
If something looks off: - Go back and edit your template. It’s much easier to fix now than after you’ve sent it to a client.
Step 6: Use your template for real contracts
Now for the payoff.
- When you need to send a contract, go to “Templates.”
- Click “Use template.”
- Fill in your recipient info and any custom messages.
- Make any last tweaks (if someone has a middle initial or special clause).
- Send it off.
What works: - You can use the same template for dozens (or hundreds) of contracts. - Anyone on your team can use the template—just share it with them in Signrequest.
What doesn’t: - Don’t over-customize every time. If you’re editing 80% of the doc for each deal, go back and rethink your template.
Pro tips, pitfalls, and honest warnings
Some stuff you should know before you build your whole workflow on templates:
- Templates aren’t magic: They won’t fix a bad contract or a clunky process. Get your doc in shape first.
- Limitations: Signrequest templates are great for static docs with a few fillable fields. They’re not built for complex, logic-driven forms or massive customizations.
- Version control: If your contract changes, remember to update your template. Don’t let old versions linger in your library.
- Sharing: If you have a team, make sure everyone is using the right template. Centralize them if possible.
- Testing: Always test after changes. The “set and forget” approach leads to embarrassing mistakes.
FAQ: Stuff people always ask
Can I edit a template after I’ve created it?
Yes. Go to the template, hit “Edit,” make changes, and save. But if you change the underlying contract language, upload a fresh version.
What about bulk sending?
Signrequest offers bulk send, but the setup is more involved. Start with single sends until you’re confident your templates work.
Does this work on mobile?
Recipients can sign on mobile, but building templates is best done on a computer. The drag-and-drop editor is fiddly on a phone.
Is there a limit to how many templates I can make?
It depends on your Signrequest plan. Free plans are limited; paid plans are more generous.
Keep it simple and iterate
Templates are supposed to make your life easier, not more complicated. Start with one, keep it basic, and test it in the real world. If your workflow changes, update your template. Don’t chase perfection—just save yourself time and hassle where you can.
If you hit any snags, take a step back and ask: “Is my contract too complex for a template, or do I just need to tweak my setup?” Nine times out of ten, simple wins.