If you’ve ever tried to send the same document to dozens (or hundreds) of people for signatures, you know just how fast things can get messy. Copy-pasting emails, tracking who’s signed, and chasing stragglers—forget it. That’s where Docusign’s bulk send feature comes in. If you need to get NDAs, contracts, or anything else signed by a crowd, this guide’s for you.
I’ll walk you through sending bulk envelopes step by step, flag what actually matters, and help you dodge the headaches. No fluff, no hype—just what works.
Who Should Use Bulk Send in Docusign?
- HR teams sending onboarding docs
- Sales teams distributing agreements to lots of customers
- Admins wrangling annual policy sign-offs
- Anyone tired of manual follow-up
If you’re only sending to 3 or 4 people, don’t bother with bulk send. But if your list is longer—and you want tracking and reminders handled for you—read on.
What You Need Before You Start
Let’s get real: bulk sending in Docusign isn’t as simple as clicking “send to all.” There are a few hoops, and you’ll need to prep things first.
1. The Right Subscription - Bulk send is not included in all Docusign plans. You’ll need at least a Business Pro subscription or equivalent. - If you don’t see “Bulk Send” in your menu, talk to your admin or Docusign support. They’re known for hiding features behind plan tiers.
2. A Template - Bulk send only works with templates. - Templates let you predefine the document, signature fields, and email message. You’ll assign “roles” like “Signer 1” that get filled in by your contact list.
3. A CSV List of Recipients - You’ll need a spreadsheet (.csv file) with your recipients’ names and email addresses. - If your template has more than one role (like signer + witness), your CSV needs matching columns.
4. Clean Data - Bad emails = failed sends. Double-check your list before you upload.
5. Optional: Custom Fields - If you want each recipient’s doc to include unique info (like employee ID or address), add those as custom fields in your template and include them in your CSV.
The Step-by-Step: Sending Bulk Envelopes in Docusign
Ready? Here’s how the process actually works—warts and all.
1. Create (or Choose) a Template
Don’t skip this. Bulk send only works with templates.
- Go to Templates in the Docusign dashboard.
- Click New Template.
- Upload your document.
- Add recipient roles (e.g., “Employee”, “Client”).
- Place signature and other fields as needed.
- Save the template with a clear name.
Pro tip: Name your roles simply—“Signer” is better than “Party A.”
2. Prep Your CSV Recipient List
This is where most people trip up. Your CSV must match the template’s roles exactly.
- Download Docusign’s sample CSV—don’t wing it. There’s usually a link in the Bulk Send popup.
- Each column should match a role or a custom field.
- For example:
EmployeeName,EmployeeEmail,ManagerName,ManagerEmail
- For example:
- Fill in your recipients’ info.
- Save as a CSV (not Excel’s default .xlsx).
Got a big list? Stick to a few hundred at a time. Docusign can technically handle thousands, but large sends are slow and more likely to trigger errors.
3. Start a Bulk Send
- Go to Templates.
- Find your template, click the dropdown, and select Use > Bulk Send.
- Upload your CSV.
- Docusign will validate the file. If you see errors, read them carefully—usually it’s a header mismatch or a stray space.
4. Set Up Your Message
- Write the email subject and message once; it’ll go to everyone.
- You can use merge fields (like
{{EmployeeName}}) in the message if your CSV includes that info.
Don’t overthink the email. Short, clear, and to the point works best.
5. Review and Send
- Double-check your settings.
- Hit Send.
Docusign will start sending out individual envelopes—each recipient gets their own, tracked separately.
Tracking, Reminders, and Handling Errors
Tracking Progress
- In your Docusign dashboard, go to Manage > Bulk Send.
- You’ll see each envelope’s status: Sent, Viewed, Signed, etc.
- You can drill down to resend, remind, or void individual envelopes.
Reminders
- Docusign sends automatic reminders, but you can customize the schedule in your template or settings.
- If people aren’t responding, a manual nudge sometimes works better than another automated email.
Dealing with Failed Sends
- Invalid emails, full inboxes, or spam filters will cause sends to fail.
- You’ll get notifications for bounces. Fix the address and resend to just those people—you don’t need to redo the whole batch.
What Works Well—and What Doesn’t
The Good: - Saves hours vs. sending one at a time - Tracks each envelope separately—easy to see who’s lagging - Reminders are automatic (mostly)
The Annoying: - CSV formatting is picky. Even a stray space trips things up. - No way to personalize the doc per recipient unless you use custom fields in both the template and CSV. - Large sends (over 500) can be slow or time out. If you’re sending to thousands, break it up.
What to Ignore: - Docusign’s “advanced” personalization features are overkill for most use cases. - Don’t try to use bulk send for complex sign-off workflows (like multi-step approvals). It’s really meant for one-to-one sends at scale.
Tips for Smooth Bulk Sending
- Test with a small list first. Send to yourself and a colleague to make sure the doc, fields, and emails work as expected.
- Keep your CSV simple. No formulas, no weird characters, no empty rows.
- Name your template and roles clearly. Saves a lot of confusion if you reuse templates later.
- Check your plan limits. Some Docusign plans cap the number of bulk sends per month.
- Keep recipient lists up to date. Outdated emails = failed sends and wasted time.
The Bottom Line
Bulk send in Docusign is a real time-saver—if you set it up right. Don’t overcomplicate things. Start with a clean template and a tidy CSV, test with a handful of addresses, and scale up once you know it works. If you hit snags, it’s almost always a formatting issue or a plan limitation.
Keep it simple, iterate, and let the tool do the grunt work. And remember: sometimes the best way to find out if something works is just to try it.