sample cover letter requesting signature

Sample Email To Politely Ask Boss For Signature

• February 15, 2023
• Corporate Emails

You finish work on a letter, request, or document and need your boss to sign it before it can be forwarded to the appropriate party.

Maybe this request is something personal and you don’t want to come off as entitled. How do you politely ask your boss for their signature?

Fortunately, we’ve got you covered, as we’ve put together some templates to help you get the job done in the shortest possible time.

Additionally, we’ve also included some tips to help you write great emails to your boss now and in the future.

Decide On Your Reason For Writing The Email

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Despite the increasing use of services like Slack and Teams among businesses, emails remain one of the most popular forms of business communication.

But unlike sending emails to coworkers where you can be informal and not worry about mistakes, you should be careful when writing to your Boss. Let’s look at a few things to keep in mind.

It doesn’t matter how close you may be to your boss; you should keep in mind that the workplace is a professional setting and you’re expected to act as such in official communications.

Have you already filled in the relevant parts and simply need your boss’ email? Do you need their signature in one place or multiple pages? Make sure you identify this before you reach out to them.

Don’t waste their time by beating around the bush. Let them know exactly what you need and where you need it.

Additionally, you should also let them know what the document is for. Some bosses won’t simply sign something without knowing the full story.

If they asked you to work on the document, let them know that that’s the document they asked you to work on by naming the document in a way that they would easily remember.

Projects at the workplace are time-sensitive. Don’t wait till the deadline is almost up to bring it up to your boss. They may already have busy schedules and may not be able to go through the file before signing.

Keep in mind that some supervisors would sign a document once they’ve read through its contents. Depending on their schedule they may not be able to read through the entire document before the deadline.

While you would not be able to include all relevant information in the subject line of the email, it should present the general purpose of the email within a few words.

This helps your boss or supervisor locate the email, understand the possible content even before reading the full message and finally ascertain the importance and urgency of the email.

After all, your boss would most likely have a busy schedule. A clear subject line would help them identify the urgency of the email especially when they have a boatload of work to get done. Examples:   Request for Signature

Coming down to the body of the email, you should identify the name your boss wishes for you or the general employee body to call them.

If they prefer to be addressed by their first names, you should address them as such. On the other hand, if you aren’t sure how they want to be addressed, you can either ask your colleagues or simply use your boss’ surname.

Keep in mind your workplace culture at this point. Some workplaces encourage informal communication between all members of the organization. For informal workplaces, you start with: Good {{ morning/afternoon/evening }} {{ Boss’ firstname }} Hi {{ Boss’ firstname }} In the case of a very formal workplace where you aren’t sure of the best way to address your boss, you can simply start with: Dear {{ Mr. /Mrs /Ms. Surname }} Hello {{ Mr. /Mrs /Ms. Surname }}

Maybe something happened at the workplace that you didn’t like or there’s something you find annoying. You should always mind your tone in your professional emails.

It doesn’t matter whether the company’s doing something you’re unhappy with, you should always mind the tone of your communication. If you sound angry, your Boss is less likely to mind your request or even finish reading your email.

Refrain from contacting your boss through your personal email. Most organizations implement some form of spam filter that may flag personal emails as spam.

The last thing anyone wants is to send an urgent message to their boss only to find out days later that they never got the email. Emails that come through the company emails are whitelisted ensuring that your boss receives them inside their inbox.

This is why most organizations provide their employees with company emails for communication within the company as well as correspondence with external companies.

Your boss probably receives loads of emails daily. The last thing they want to do is to spend precious time reading through a long email to determine its content.

No matter how important your email may be, your boss is not likely to spend 30 minutes trying to understand its content. It’s advisable to use short and clear wording to easily convey the content of your message.

No one likes reading terrible grammar, especially in a professional setting. It’s advisable to proofread your email to identify any grammatical errors before sending it to your boss.

Tools like Grammarly are readily available to help identify errors in your writing. Keep in mind that these tools aren’t perfect. So manually proofreading your email can further enhance your message.

On the other hand, poor grammar could give your boss some laughs. But keep in mind that others are bound to join in.

Your boss most likely receives tens or even hundreds of emails daily, especially in the case of larger organizations. Ensure that your email is easy to understand within the shortest amount of time.

To determine this, you can ask a colleague or friend to skim through the email to test whether it’s easy to understand and adequately presents the necessary information.

At this point, you can thank your boss for taking the time to review your request and then reiterate any relevant information before signing off.

Example: Thanks for your time and consideration

Official emails to your boss should be signed off with your official signature which includes your full name, job title, department if applicable, and contact details when available.

This can be easy if you’ve already created your signature template for your company email. The system would automatically include your signature in every email.

If you haven’t created a signature template for your email, you should manually include this in your email to your boss.

It can be something like this: Sincerely, {{ Fullname }} {{ Department if applicable }} {{ Job role/title }} {{ Contact details (optional) }}

Email Subject

Request for Signature on {{ Document name }}

Hi there and welcome to UnitWriter. My name's Chris, an expert in crafting effective email templates for all occasions. I created this blog to share my knowledge, by offering tips and templates to help get you started on your emails. Hope it's been helpful

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• Career Planning
• Finding a Job
• Cover Letters

How to Sign a Cover Letter (With Signature Examples)

• Do You Need to Sign a Cover Letter?
• Sign Uploaded or Printed Cover Letters
• Cover Letter Signatures Examples
• Signatures If You're Emailing
• Signature Examples for Emails

Which Email Address to Use

How to add a digital signature, need more cover letter help.

  South_agency / E+ / Getty Images

When writing a cover letter to include with your resume, it's important to pay attention to every detail, since you only get one chance to make that first impression. So, what exactly should you include in your signature when you're writing your cover letter to apply for a job?

It varies, depending on how you apply for the position. The format and information included in your signature will change according to whether you are mailing, uploading, or emailing your cover letter document. 

Does Your Cover Letter Need a Written Signature?

When distributing your cover letter online by emailing it or uploading it onto a company’s web portal, it is not necessary to hand sign your cover letter. Employers don’t expect to see your handwritten signature on your cover letter. You could add a scanned image of your signature to your document, but it is optional and not required.

How To Sign an Uploaded or Printed Cover Letter

Uploaded Letter:  If you're uploading your cover letter to a job site, your signature will simply include an  appropriate closing phrase and your full name. Place a comma after your close, such as  Best,  or  Sincerely yours,  and then insert your name in the line below. 

Use a formal business-style letter format that includes a heading, salutation, the body of the letter, closing phrase, and your signature. Review these  guidelines for what to include in your letter .

Hard Copy Letter:  When you're printing a hard copy letter, include a closing phrase, your handwritten signature, and your typed full name. Leave several spaces between the closing phrase and your typed name. That way, you'll have room for your signature when you print out the letter. Sign it using either blue or black ink. 

Signature Examples for Uploaded or Printed Letters

For uploaded or hard copy printed letters, there is no need to include as much information as you would in an email message, because the  heading of your cover letter  includes your contact information.

Signature Example (uploaded letter)

Best regards,

Janet Dolan

Signature Format (signed letter)

Closing phrase, 

Handwritten Signature 

First Name Last Name

Signature Example (signed letter)

Janet Dolan (Your Signature)

What to Include in an Email Signature 

If you are emailing your cover letter or inquiry letter, end with a polite sign-off followed by your full name. There is no need to sign a cover letter that's being sent electronically. Write out your full name in the same font as the rest of the letter, and don't use italics or a handwriting font. 

The formatting here is very similar to that in an uploaded cover letter. However, emails do not contain a header with your phone number or other contact information. 

It's a good idea to include these details in your closing paragraph or after your typed signature. That makes it easy for the employer or networking contact to get in touch with you.

You can also include links to online portfolios, if appropriate, or a link to your professional social media accounts, such as LinkedIn or Twitter.

You don't want to make this section too cluttered, so restrict yourself to the most relevant information. Here's how to set up an email signature, along with more advice on what to include in it and what to leave out. 

Signature Examples for Emailed Documents

When you are  sending email cover letters , it's important to include contact information so the hiring manager can easily see how to contact you. At the very least, include your name, email address, and phone number. You can also add other optional information, such as your street address, online portfolio, or social media accounts.

Email Signature Format

Your Name Email Phone

Email Signature Example

Karina Hoffman karina.hoffman@email.com 555-123-5678

Sample Email Signature With Full Address

Your Name Street City, State Zip Code Email Phone

Sample Email Signature With Social Media Handles

Your Name Email Phone LinkedIn Profile  (Optional)  Twitter Account  (Optional)

Don't use your work email address for job searching. Use your personal email account, or set up a unique account to use just for your job hunt. Many free online email services exist, like Gmail and Yahoo Mail, which you can use to set up a new email account exclusively for your job search.

Even though you are using a personal account, choose an email address that looks professional.

Your best bet is some variation on first initial, last name (e.g., jdoe@gmail.com) or first name, last name (janedoe@gmail.com). Here's how to set up an email account just for your job search.

Adding a handwritten signature is an optional touch, though definitely not required, and it is possible to add your handwritten signature digitally. The simplest way is to use a scanner or a scanner app on your smartphone:

Simply sign a piece of printer paper and then scan the page.

After scanning, the software will give you the opportunity to crop the scanned image (that is, cut the image down to the size of your written signature) or you can crop it in Word.

Once you’ve cropped your signature image to the appropriate size, save your signature as a .gif, .jpg, or .png file to your desktop or a folder on your computer.

Open the Word document where you composed your cover letter and then insert the image of your signature into the document underneath your closing phrase.

Remember to type your name below your handwritten signature.

Get information on  how to write a cover letter , including what to include in your cover letter, cover letter format, targeted cover letters, and cover letter samples and examples.

Georgetown University. Cawley Career Education Center. " Cover Letters ."

Microsoft Office. " Insert a Signature ."

Urgent Email to Request for Signature Template

In this article, I’ll guide you through a step-by-step approach to writing an email requesting a signature, infused with tips from my personal experience. Plus, I’ll share customizable templates to get you started.

Key Takeaways:

• Understand the importance of a clear and concise subject line.
• Personalize your email to build a connection with the recipient.
• Provide a brief context of the document needing a signature.
• Use polite and professional language throughout the email.
• Include a clear call to action.
• Attach or link to the document needing a signature.
• Offer assistance and provide your contact information for any queries.
• Use a professional closing and sign-off.

Step 1: Craft a Clear and Concise Subject Line

Your subject line should be straightforward, indicating the purpose of your email. For instance, “Signature Required for [Document Name] by [Date].”

Step 2: Personalize Your Greeting

Begin with a personalized greeting. If you know the recipient’s name, use it. For example, “Dear [Recipient’s Name],” This adds a personal touch and shows respect.

Step 3: Provide Context

Briefly explain why you’re requesting the signature. Mention the document’s relevance and how it relates to the recipient. For example, “I’m reaching out to request your signature on the [Document Name], which outlines the terms of our recent agreement.”

Step 4: Be Polite and Professional

Maintain a polite and professional tone throughout your email. Express appreciation for the recipient’s time and consideration.

Trending Now: Find Out Why!

For example, “I understand you have a busy schedule, and I appreciate your time in reviewing and signing this document.”

Step 5: Include a Clear Call to Action

Clearly state what you need the recipient to do, such as “Please sign the attached document and return it to me by [Date].”

Step 6: Attach or Link to the Document

Ensure the document needing a signature is attached or linked within the email. Make it as easy as possible for the recipient to access and sign the document.

Step 7: Offer Assistance

Offer your assistance in case the recipient has any questions or issues. Provide your contact information for any further inquiries.

Step 8: Use a Professional Closing

End your email with a professional closing, such as “Best regards” or “Sincerely,” followed by your name and position.

Personal Experience Tips:

• Follow-up: If you don’t receive a response, don’t hesitate to send a polite follow-up email. Sometimes emails get buried in inboxes.
• Use E-signature Tools: Consider using e-signature tools to streamline the signing process. They are efficient, secure, and legally binding.
• Keep it Brief: Keep your email concise. Avoid unnecessary details that could distract from the main purpose of the email.

Real-Life Example:

In my experience, when I requested a signature for a crucial contract, personalizing the email and providing a clear deadline helped expedite the process. The recipient appreciated the straightforward approach and the ease with which they could sign the document digitally.

Template for Email Requesting Signature:

Subject: Signature Required for [Document Name] by [Date]

Dear [Recipient’s Name],

I hope this message finds you well. I am writing to request your signature on the [Document Name], which is a crucial component of our ongoing project. This document outlines the [brief description of the document and its importance].

Please review the attached document at your earliest convenience. We kindly request your signature by [Date] to ensure timely progress.

Should you have any questions or require further information, please do not hesitate to contact me at [Your Contact Information].

Thank you very much for your attention to this matter and your continued support.

Best regards, [Your Name] [Your Position]

Conclusion:

Writing an email to request a signature is a vital skill in today’s digital world. By following these steps and incorporating personal touches, you can enhance the effectiveness of your communication and facilitate the signing process.

I’d love to hear about your experiences and any additional tips you might have for writing emails to request signatures. Please share your thoughts and insights in the comments below!

Frequently Asked Questions (FAQs)

Q: How Do I Politely Request a Signature via Email?

Answer: In my experience, the key to politely requesting a signature via email is to be clear and concise, yet courteous. I usually start by addressing the recipient respectfully, using their proper title and name. 

Then, I briefly explain the context of the document that needs to be signed, ensuring to highlight its importance or urgency if necessary. I make sure to attach the document to the email and provide specific instructions on how to sign it, whether it’s a digital signature or a printed and scanned method. 

I always include a line expressing my willingness to provide any further assistance or clarification they might need. Lastly, I thank them in advance for their time and cooperation. This approach has consistently yielded positive results for me.

Q: What Should I Include in an Email Requesting a Signature for a Contract?

Answer: When I need to request a signature for a contract, I ensure my email is both professional and informative. First, I clearly state the purpose of the email in the subject line, like “Signature Required for [Contract Name] Agreement”. 

In the email body, I briefly describe the contract, its relevance to the recipient, and why their signature is important. I attach the contract and often highlight or bookmark the sections where their signature is required. 

I also include a deadline for signing, if applicable, and offer to answer any questions they might have about the contract. I find that providing a direct contact number or a schedule for a call to discuss the contract further can be very helpful. 

Ending the email with a note of appreciation for their time and consideration has always been a good practice for me.

Q: How Can I Follow Up on a Signature Request Email That Hasn’t Been Acknowledged?

Answer: Following up on a signature request that hasn’t been acknowledged can be a bit tricky, but I’ve found a respectful and understanding approach works best. 

I usually wait a reasonable amount of time, typically a week, before sending a follow-up email. In the follow-up, I politely mention the previous email and reiterate the importance of the document needing their signature. 

I always consider that they might have missed my email or have been too busy to respond, so I keep the tone friendly and accommodating. I offer assistance in case they have any difficulties with the document and gently remind them of any deadlines. 

It’s also effective to inquire if a more convenient method for signing the document is needed. I’ve learned that patience and politeness are key in these situations.

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How do I ask my boss for a signature via email?

To ask your boss for a signature via email, keep it friendly yet professional. Start with a polite greeting, then get straight to the point. Mention the document needing their signature and why it’s important.

Attach the document to the email to make it super easy for them. Give a deadline if there’s one, but be flexible and understanding of their schedule. End with a thanks, showing appreciation for their time and help.

And don’t forget to check for any typos or errors before hitting send; you want it to be perfect! 📧✍️

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How to Politely Ask Someone to Sign a Document [+9 Templates]

In the world of business, effective communication is key. Especially when it involves requesting signatures on documents.

Being polite and direct is absolutely crucial to ensuring professional relationships. But the importance doesn't end there. Being polite can also have a huge impact on the responses you receive.

Odds are if you ask respectfully, you'll find people are more willing to respond both politely, and in a timely manner.

But, finding the right words can be tough, which is exactly why we created this guide.

In this guide, you'll learn the best practices for making your request both respectful and effective (whether it's for a contract, agreement, or any formal document). We'll even go over some examples of how to politely ask someone to sign a document, including a few templates you're free to copy!

So let's get right into how you can craft your signature requests to get those signatures smoothly.

Best Practices for Politely Asking Someone to Sign a Document

Crafting respectful signature requests is more art than science. It's about striking the right balance between formality and friendliness. Here’s how to nail it.

Start with a Personal Welcome: It's simple but powerful suggestion, but a message that starts with "Hey [Name]," feels more personal and gets your request off to a good start.

Explain the Why: People like to know why they're being asked to do something. Briefly explain the document's importance and how their signature contributes. This context helps make the request feel more reasonable and less like a chore.

Be Clear and Concise: Clarity is your friend. Make sure your request includes all the necessary details without being overly wordy. Mention the document by name, why it needs signing, and any deadlines.

Include Instructions: Don’t assume everyone knows how to sign digitally. A quick step-by-step on how to sign the document or where to send it after signing can go a long way in making the process smoother.

Express Gratitude in Advance: A little thank you can set a positive tone. Saying something like, "Thank you for your time and attention to this matter," shows appreciation for their effort.

Offer to Answer Questions: End with an offer of assistance. Let them know you're available to answer any questions or provide further information. It shows you're not just demanding something; you're there to support the process.

Example Language for a Signature Request:

• Start: "Hey [Name], I hope this message finds you well."
• Context: "We're in the process of finalizing the [Document Name], which is crucial for [reason]. Your signature is needed to move forward."
• Clarity: "Please review and sign the document by [Deadline]."
• Instructions: "You can sign digitally using [Software/Platform]. Let me know if you need guidance on this."
• Gratitude: "Thank you in advance for your prompt attention to this matter."
• Support: "If you have any questions or need further clarification, please don't hesitate to reach out."

Follow-up Tips:

If you haven’t received a response, a gentle follow-up can nudge them in the right direction. Keep it light, polite, and understanding of their possible time constraints.

Crafting your signature request with these best practices can make the process more pleasant for everyone involved. It’s not just about getting what you need; it’s about fostering goodwill and maintaining professional relationships.

How to Handle No Replies

Dealing with delays and no replies can be frustrating. But, how you handle it can make a big difference. The key is staying professional and patient. Here's how to do it right.

First, give enough time. People are busy, so wait a bit before following up. A good rule is one week for a first reminder.

When you do follow up, keep it friendly. A polite reminder can be more effective than a demanding one. Try saying something like, "Just checking in on the document I sent last week. I hope everything's okay on your end."

If there's still no response, try a different approach. Maybe call them or ask if there's a better time for them to look at the document. This shows you're flexible and understanding.

Always thank them for their time and patience. Whether they respond late or not at all, showing appreciation can leave a positive impression.

Remember, your goal isn't just to get a signature. It's to maintain a good relationship. Staying courteous and professional can help you achieve both.

Polite Email Templates for Asking Someone to Sign a Document

We made 9 email templates that you're free to use while politely asking someone to sign a document. The idea behind these template is to have one template for each part of the request process.

We have a signature template email from the initial signature request, to how to follow up when someone doesn't get back to you on time.

Template 1: Initial Signature Request

Subject: Request for Your Signature on [Document Name]

Dear [Recipient's Name],

I hope this message finds you well. I am writing to kindly request your signature on [Document Name], which is crucial for [Brief Explanation of Importance]. Could you please review and sign the document by [Deadline]?

You can sign digitally via [Software/Platform]. If you need any help with the digital signing process, I'm here to assist.

Thank you very much for your attention to this matter. Your prompt response will greatly aid in our progress.

Thanks, [Your Name]

Template 2: Friendly Follow-Up

Subject: Friendly Reminder: Signature Needed on [Document Name]

I hope you're doing great. I wanted to follow up on my previous email regarding the [Document Name]. We kindly request your signature by [Revised Deadline] to proceed with [Brief Explanation of Why It’s Needed].

If you have any questions or need further information, please don’t hesitate to reach out. Thank you for your cooperation and understanding.

Template 3: Urgent Signature Request

Subject: Urgent: Your Signature Required on [Document Name]

I understand we all have busy schedules, but I kindly need to draw your attention to the urgent need for your signature on [Document Name] by [Urgent Deadline]. This document is critical for [Explanation of Urgency].

Please let me know if there's anything I can do to facilitate this process for you. Your prompt action is greatly appreciated.

Thank you for your immediate attention to this urgent matter.

Best, [Your Name]

Template 4: Final Reminder Before Deadline

Subject: Final Reminder: Signature Needed by Tomorrow

As the deadline approaches, I wanted to send a final reminder to kindly request your signature on [Document Name] by end of day tomorrow. We value your contribution and need your signature to move forward.

Thank you for your prompt attention to this final reminder. Please let me know if there are any obstacles I can help overcome.

Best wishes, [Your Name]

Template 5: Post-Deadline Follow-Up

Subject: Follow-Up: [Document Name] Signature Needed

I noticed that we missed the deadline for signing [Document Name]. I understand that you have a lot on your plate and appreciate all that you do. Is there a new timeframe we can expect your signature by? Your assistance is crucial for [Brief Reason].

Thank you for your understanding and cooperation.

Kind regards, [Your Name]

Template 6: Inquiry on Delay

Subject: Inquiry Regarding [Document Name] Signature

I hope you are well. I’ve noticed that the [Document Name] has not yet been signed, and I wanted to check in to see if there are any questions or concerns I can address. Your signature is key to [Brief Reason for Urgency].

Thank you for your attention to this matter. I’m here to assist in any way I can.

Sincerely, [Your Name]

Template 7: Offering Assistance

Subject: Need Help with [Document Name]?

I hope this message finds you well. I'm reaching out to see if you need any assistance or have questions regarding the [Document Name] that requires your signature. We aim to make this process as smooth as possible for you.

Please feel free to share any concerns or require further clarification. Thank you for your cooperation.

Template 8: Gratitude for Completion

Subject: Thank You for Signing [Document Name]

Thank you very much for taking the time to sign [Document Name]. Your prompt response has greatly contributed to moving [Project/Process] forward. We truly appreciate your cooperation.

Please let me know if there's anything else you need from my side.

Template 9: Gentle Nudge

Subject: A Gentle Nudge: [Document Name] Awaiting Your Signature

I hope all is well with you. Just a gentle nudge to remind you that [Document Name] is awaiting your signature. We would appreciate your prompt attention to this matter to ensure [Reason for Importance].

If you require any assistance or have questions, I'm here to help.

Thank you for your time and understanding.

Kindly, [Your Name]

Navigating the nuances of professional communication, especially for signatures, is a delicate balance. I hope this guide helped you understand how to be both polite and effective in your signature requests.

Politeness and directness in communication do more than just convey respect; they foster a positive environment for cooperation. So, as you craft your next signature request, keep these principles in mind and you're bound to have success.

Thanks for reading! If you have any questions or feedback, send us a comment below.

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• Cover Letter

How to sign a cover letter: a guide to professional correspondence

How to decide whether to sign your cover letter: simple advice

How to sign an email cover letter, how to sign an attached cover letter, how to sign a physical cover letter.

Crafting an engaging cover letter is the best way to win over the hiring manager. Our expert-backed guide on cover letter writing will give you the inside scoop about how you can get it right. Once you’ve done the bulk of the work, there’s one final consideration. 

How do you sign a cover letter? And, perhaps more importantly, should you even bother? Here at Resume.io, we have the information you need to succeed. Our resources include a rainbow array of career progression guides, cover letter examples, and tips to boot. In the following blog, we will be taking a look at these all-important topics: 

• How should you sign a cover letter and does it need a signature
• How to design what type of sign-off to use
• How signing a cover letter depends on the format

The right way to sign your next cover letter 

First things first, let’s answer the main question: How do you sign a cover letter? 

The format of your cover letter signature is simple. Start with a formal sign-off and your name. Sign-offs include “Kind regards,” “Regards,” and “Best regards.” 

Which you choose will depend on the tone of your cover letter. Make sure the sign-off phrase matches the style of your letter content and conveys your personality as well. 

You can either use your full name, your first initial and last name, or your title and last name. The choice is yours. Here are some examples so you can see what we mean:

Whenever you are signing your cover letter, you can use the above structure. However — as we will discuss later in this blog — you may choose to include additional information. 

Should you have a signature on your cover letter?

The short answer is no. One of the common misconceptions here is that you always need to have a handwritten cover letter signature. We live in a digital world and, often enough, you won’t need to send a physical cover letter to the hiring manager. So, most of the time, it’s perfectly acceptable to use your computer when you’re signing a cover letter. You can type your name out at the bottom of the document or use an electronic signature. 

Of course, if you’re sending out physical cover letters, signing them by hand is a nice touch. While this won’t win you the job interview in itself, it is likely to catch the hiring manager’s attention. Recruiters are hard-wired to favor candidates who go the extra mile. Taking the time to personalize your cover letter with a signature may help you to stand out.

Struggling to decide how to sign a cover letter? This decision doesn’t have to be challenging. Here’s a quick breakdown of which sign-off types work for each cover letter format. Whenever you are in doubt here, you can refer back to this easy chart: 

How to sign a cover letter depending on the format

Now that you have the basics down, let’s talk about the logistics of signing a cover letter. First impressions matter when you’re applying for new jobs. Hiring managers spend an average of seven seconds looking at each application. In that small window of time, you need to show them that you are the right person for the job. Chances are, you have the content of your cover letter down. Don’t lose momentum when you get to the sign-off. 

How you sign your cover letter will depend on the format you use. There are three main types we will be looking at — email cover letters, attached cover letters, and physical cover letters. Let’s take a quick look at how you can sign each of them like a pro. 

Email cover letters are increasingly popular. In this case, you type your cover letter body directly into your email. One of the big advantages of this type of introductory letter is that you can add hyperlinks to it. If you want to link to your portfolio or LinkedIn page, you can do so in the main part of the text. Some hiring managers prefer this type of letter. 

As a general rule, you should use your typed name as your cover letter signature. Simply end the email cover letter with a quick sign-off and then type out your full name. 

Of course, many people have email signatures already set up on their accounts. That could include your name, your email address, your phone number, and any other important links. Don’t make the mistake of duplicating any information that will appear automatically here. 

Add some extra detail!

Want to improve your email cover letter signature? Below your sign-off and your name, you can include some additional information. For example, you may want to link to your professional portfolio, your social media channels, or even LinkedIn in this space. 

Here’s a quick example of how to structure that: 

Kind regards, 

Jason Smith 

Portfolio | LinkedIn | Twitter 

If you’re emailing the hiring manager or submitting your application via an online portal, you may include a cover letter as an attachment. To do that, you can use our cover letter builder. Save it as a Word document or a PDF and simply upload the file as needed. 

When it comes to how to sign a cover letter, you have two options — you can type out your name as you would with an email cover letter, or use an electronic signature. When you have completed your cover letter, adding a signature is easier than you might imagine. 

For example, you may choose to use third-party software, such as DocuSign , PandaDoc , or SignRequest to get the job done. If you are using a Mac computer, you can also open the PDF in “Preview” and then click “Tools” then “Annotate” and then “Signature” to do it. 

Let’s say you’re going old school and sending a physical cover letter. Now you can simply type out your cover letter signature as you would with an email cover letter. However, if you want to personalize your application letter, you can handwrite your signature. First up, write your cover letter and ensure that you have proofread it before printing it out. Make sure that you add a typed-out sign-off, such as “Kind regards” or “Best regards” at the end.

When you have done that, you can finally put your penmanship skills to good use. You will need to have a decent pen that won’t smudge when writing. Practice your signature before you sign your physical cover letter. Use some scrap paper to give it a whirl. Once you are pleased with it, go ahead and put your John Hancock at the bottom of the page. 

Make your signature original! 

Don’t like your signature? Don’t panic. It doesn’t have to be attractive, it simply has to be unique. In fact, the whole point is to set you apart from the crowd. Even if someone has exactly the same name as you, their signature won’t be the same as yours.

Key takeaways 

• When it comes to signing a cover letter, there are three main methods: typing your name, an electronic signature, and a handwritten signature.
• Pick the right type for the cover letter format you are using.
• Make sure you choose a sign-off such as “Kind regards” at the end.
• When writing an email cover letter, you may want to include additional information.

How to Write an Email Requesting a Signature on Official Documents

In this blog post, we will look at how to send an email requesting someone to sign the documents promptly, along with that we will look at some tips to remember, best practices and a sample email that you can copy. So let us jump in.

Shiva Prabhakaran

It can be frustrating to wait for things to happen and it is especially true when what you need is a simple signature but there is a lot of delay or lack of communication causing the delay.

So in this blog post, we will look at how to send an email requesting someone to sign the documents promptly, along with that we will look at some tips to remember, best practices and a sample email that you can copy. So let us jump in.

Tips to Remember

Clearly state the reason you need the signature and the consequences of not getting it on time.

Inform the recipient about the time frames and state the deadline information so that there is no ambiguity.

Add context to why the signature is important, the processes it will start and potential teams that might be impacted by an early or late submission.

Best Practices

Start the email politely so that the recipient feels at ease and can swiftly consider the request which is unlikely if you start your email with a hostile or antagonistic tone.

Thank them for their cooperation and clearly state your appreciation for their time in ensuring that the process runs smoothly and on time.

Always end your email with a CTA to increase the chances of them taking action immediately and avoiding any unnecessary delays.

Subject: Signature Request on [Document Name]

Dear [Recipient’s Name],

Hope this email finds you well. I am writing this email to request your signature on the [Document Names] documents by [Deadline Date].

These documents need to be submitted to [Submission POC] by [Date] and it is critical to [Project or Task Name]. Any delay in the submission will cause inconvenience to processes that depend on it including [List Processes that Might be Impacted].

So please review, sign and share the documents before [Deadline Date] and if you have any questions or clarifications, please do not hesitate to reach out to me.

Thank you for your cooperation and swift response, it has been critical to getting this process moving given the timelines.

[Your Name]

Asking someone’s signature is simple and now that you know the tips and tricks, best practices of how to do it, the task got a lot simpler. So what are you waiting for? Use the sample email shared or draft an email yourself and request that signature.

Thanks for reading. Also, check out Routine if time is important to you. Routine is free to use.

Try Routine today

Sign up and get started for free.

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How to Sign a Cover Letter

When  writing a resume cover letter , you should focus on each aspect. One of these key aspects is the conclusion of your cover letter. A good ending to a cover letter includes a proper  cover letter signature . How you  sign off your cover letter  is crucial as it will either leave the prospective employer with a positive,  professional first impression .

Choosing  how to sign off a cover letter  the right way depends on a few factors, such as the  cover letter format  of your email. However, in general, it’s better to remain  formal and professional . You can be positive and even friendly, but  avoid casual language  such as “thanks”, “cheers”, or “take care”.

If you get it wrong by  making a small mistake  or by using inappropriate language in your  cover letter ending , you risk leaving the wrong impression on the hiring manager. As employers receive  so many applications for each position , this can be enough for yours to be discounted.

The  signature on your cover letter  is a crucial part of your cover letter that you need to nail. Ensure you  sign your cover letter the right way  and leave the hiring manager with a fantastic impression. Check out the information below to ensure you know how to  conclude your cover letter in the best way possible .

How to sign a cover letter when emailing

Emailing job applications, including cover letters and resumes, is the new normal. Regarding the conclusion of your cover letter, you may be asking yourself, “do I need to sign a cover letter that is  submitted electronically ?”

You need to  have the proper sign-off  when you conclude your cover letter, even by email.

It’s essential to know how and  where to sign a cover letter  if you are emailing it to a hiring manager. Use a  professional sign-off  (such as sincerely, sincerely yours, best regards, or most sincerely) at the end of the letter, followed by your full name written underneath. Doing so makes your  cover letter  and job application that much more effective.

If you’re emailing a  cover letter with a signature  you should use a  professional sign off  (such as sincerely, sincerely yours, best regards or most sincerely) followed by your  full name written underneath .

You don’t need to sign the letter by hand when  signing a cover letter electronically . Also  avoid using italics  or an alternative font as this can look childish. Just write your full name in the  same font as the rest of the letter .

It’s also essential to clearly  include your contact details  when you  sign off a resume cover letter . It would be a tragedy if you  nailed your cover letter , spent time tailoring your resume using a   resume builder , and then the employer  didn’t know how to contact you .

An easy, time-effective way of doing this is by  setting up an email signature . You should include your name, telephone number, email address and a link to your  LinkedIn profile  (and any other useful links which may help your application).

Closing signature examples

Here are some examples of  how to sign a cover letter electronically . The first example contains the very least you should include (name, email address, and phone number). The third is the ideal example of  how to sign a cover letter via email .

Sincerely yours,

Mary Washington [email protected] 70997654

Best regards,

Mary Washington 17 Cherry Tree Lane, Portland, Oregon, 97035. [email protected] 70997654

Mary Washington 17 Cherry Tree Lane, Portland, Oregon, 97035. [email protected] 70997654 www.linkedin.com/marywashington www.personalwebsite.com

Examples of Bad Signatures on Cover Letters

Including  this part of a cover letter is essential , and doing it well can give your chances of being hired a serious boost. However, there are things you should avoid writing in your cover letter signature. In a cover letter, you as an applicant have a chance to show off some of your personality, but that  does not mean you can be too casual .

Here are some  examples of words you should avoid writing  when you are signing off your cover letter:

• Best wishes
• Take it easy
• Affectionately

It is also a good idea to not use abbreviations of words, such as “thx”. Also, erase any messages that are automatically included by your cell phone. Delete messages such as “Sent from my x phone” before sending.

How to sign a paper cover letter

Though it is  becoming less common , you may need to either  mail a cover letter  or upload one to a website. In these cases, you should leave enough space between the sign-off and your full name to  include a handwritten signature . After printing your cover letter, you should sign your name  using black ink .

For  written cover letters , you should use a formal business  cover letter format  which  includes your contact details  and those of the employer at the top of the page, as well as a  heading and salutation . As you include your contact details at the top, there is  no need to include them  with your signature as you would in an email.

Though the  importance of signing a cover letter  shouldn’t be underestimated,  how to end a cover letter  is only one part of your application. Read more  cover letter advice  for information on  writing the other parts of your cover letter  and also spend time researching  how to write a resume . Using  resume templates  is an effective way of  producing professional-looking results  quickly.

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How to Sign a Cover Letter (With Examples)

• How To Sign A Cover Letter
• Salary Requirements In Cover Letter
• Referral In Cover Letter
• Cover Letter Body
• Use Dear Sir Or Madam?
• Use Mrs. Or Ms.?

Find a Job You Really Want In

With so many applicants competing for the same job, you want to make sure every element of your application leaves the right impression . Regardless of your letter’s contents, an improper closing section conveys a sense of unprofessionalism and ruins the entire application. This article will show you exactly how to sign and end your cover letter professionally — so you leave a positive impression rather than a negative one. Key Takeaways: The end of your cover letter is what will create your final impression, so it’s important to summarize what makes you a good fit for the job, convey confidence, and thank the reader . Avoid more casual phrases and avoid using exclamation points; express excitement about the job without slipping into less formal prose. To be as professional as possible, you might want to physically sign your cover letter if you’re giving someone a hard copy, or use a digital signature for an electronic submission. In This Article    Skip to section How to End a Cover Letter Examples of How to End a Cover Letter Examples of How NOT to End a Cover Letter Does your Cover Letter Need a Written Signature? How to Sign an Uploaded or Printed Cover Letter Cover Letter Signature Examples How to Sign an Emailed Cover Letter Signature Examples for Emailed Documents Final Thoughts Sign Up For More Advice and Jobs Show More How to End a Cover Letter

Your cover letter should maintain a professional and formal tone throughout. This is especially true for the closing, as it’s the section that leaves a final impression on the reader.

“Formal” doesn’t require that you’re robotic and cold. Feel free to be friendly or positive, but always avoid casual language. Don’t use “thanks” or “cheers”, and avoid acronyms.

Every effective cover letter closing accomplishes three goals:

Summarizes your strengths. Sum up the relevant skills and qualifications you’ve mentioned and explain how you can bring value to the company.

Shows confidence and initiative. A generic cover letter closing such as “I look forward to your reply” will be read as nothing more than an empty courtesy.

Stand-out and convey a more action-oriented tone, with a line such as : “I look forward to discussing with you how my skills can create value and solutions for the team.”

Thank the reader. Be sure to show appreciation and offer thanks to the reader for their time and consideration.

As always, remain professional rather than casual. Avoid phrases such as “Cheers” or “Yours.”

Examples of How to End a Cover Letter

While reading the following examples, note how they achieve the three goals:

Summarizes strengths

Conveys initiative and confidence

Thanks the reader

“I believe my six years of experience as a marketing specialist , specifically in the food industry, will be a perfect match for this role. I look forward to speaking with you on how my skills can bring value to the team. Thank you for considering my application.”

“With my extensive software engineering experience, I believe I can develop effective technical solutions for your firm. I would welcome the opportunity to further discuss with you how my qualifications can contribute to the team’s success. Thank you for your time.”

“With my eight years of experience as managing director of similar projects, I am confident I can provide insight and value towards your firm’s goals. I would love the chance to speak with you on the position and what skills I could bring. Thank you for your consideration.”

“I am fascinated by your firm’s approach to creating effective user experiences. I would be delighted to discuss with you how I could leverage my ten years of UX experience to upgrade your solutions even further. Thank you for considering my application.”

“I look forward to any chance to speak about the position and what I can bring to the firm. I believe my personal values and extensive experience in the medical research field would make me a great fit for your organization. I appreciate your time and consideration.”

Examples of How NOT to End a Cover Letter

See if you can spot the more subtle errors in the next few examples.

“I believe my eight years of experience as a commercial trucker , especially in long-haul, will be a great match for this role. I look forward to speaking with you on how my skills can bring value to the team.”

“I look forward to an opportunity to discuss with you the position. I greatly appreciate your time and consideration.”

“With my two years of experience as a sales representative , I am confident I can provide the necessary qualifications and skills. Thank you for considering my application.”

While they thanked the reader and summarized their abilities, the writer offered no call to action for the reader to follow-up with them.

Does your Cover Letter Need a Written Signature?

It’s commonly asked if it’s really required to end cover letters with a handwritten signature. The answer is it depends on your letter’s format.

Cover letters written on paper should always include a handwritten signature. Doing so is considered proper business etiquette, and forgetting to do so will be seen as unprofessional by recruiters .

Even if the particular reader of your letter doesn’t care, it’s smart to err on the side of caution.

For cover letters delivered through email, a signature isn’t required. However, there’s no harm in creating an electronic signature to add a touch of professionalism.

Keep reading to see exactly how you should sign both an emailed and printed cover letter.

The formal rules for how to write a cover letter may seem numerous and pointless, but it’s important to follow them to avoid standing out as unprofessional amongst other applicants following them.

How to Sign an Uploaded or Printed Cover Letter

Most cover letters are emailed these days. However, you might find yourself needing to upload or mail a printer cover letter and wonder how to sign it.

In these cases, a handwritten signature would be included between the sign-off and your printed full name. Keep this in mind when you’re typing it out so you remember to leave enough room.

Your signature should always be written in black ink. The sign-off should always use professional language. Use the same font as the rest of your cover letter and avoid using italics. Consider the following choices:

“Sincerely,”

“Sincerely Yours,”

“Best Regards,”

“Most Sincerely,”

Avoid casual sign-offs such as:

[Your Name]

There is never really any reason to use a sign-off other than the proper four listed above. Just as is the case for greetings such as ” Dear Hiring Manager ” or “ Dear Sir Or Madam ,” using uncommon sign-offs just isn’t worth the risk.

The cover letter should be formatted single-spaced throughout, with an additional space between sections. This includes between your closing paragraph and sign-off. If your contact details are not written in the header, include them after your name.

Cover Letter Signature Examples

Here we’ll provide you both a template and a visual example to help you sign your own printed cover letter. Note the spacing used in these examples.

Template Example:

“….thank you for considering my application.” [Sincerely, Best Regards] [Written signature in black ink] [Your full name (typed)] [Your e-mail address] [Tel:(including country/area code)]

Visual Example:

“…thank you for considering my application.” Sincerely, Alex Loizos [email protected] (555) 333 2222

How to Sign an Emailed Cover Letter

Emailed cover letters do not need a handwritten signature. However, doing so adds a touch of professionalism and won’t hurt your letter.

An emailed letter with a signature looks the exact same as a printed one, except that your signature would be created electronically. Look up how to generate an electronic signature for whatever email service you use.

If you choose to not include a signature, then the rest of the sign-off stays the same. Same single-spacing, with consistent font and no italics.

Signature Examples for Emailed Documents

Visual Example #1:

Visual Example #2:

“…thank you for your time.” Best Regards, Stacy Smith [email protected] (321) 412 2552

Final Thoughts

The importance of sending a well-written cover letter is underrated. Even with an impressive resume , hiring managers know you as nothing more than a name on a paper and a list of achievements.

Cover letters convey two things that resumes alone cannot: professionalism and initiative.

A discussion of your qualifications and achievements in your letter, followed by an offer for further discussion, is what will lead the recruiter to pick up the phone.

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Chris Kolmar is a co-founder of Zippia and the editor-in-chief of the Zippia career advice blog. He has hired over 50 people in his career, been hired five times, and wants to help you land your next job. His research has been featured on the New York Times, Thrillist, VOX, The Atlantic, and a host of local news. More recently, he's been quoted on USA Today, BusinessInsider, and CNBC.

Matt Warzel a President of a resume writing firm (MJW Careers, LLC) with 15+ years of recruitment, outplacement, career coaching and resume writing experience. Matt is also a Certified Professional Resume Writer (CPRW) and Certified Internet Recruiter (CIR) with a Bachelor of Science in Business Administration (Marketing Focus) from John Carroll University.

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How to ask someone to sign a document

Yauhen Zaremba Director of Demand Generation at PandaDoc

Whether it’s a contract, a quote, or a business proposal, you’ll need to ask the other party to sign the document and return it to you as quickly as possible.

But how do you ask someone to sign a document without coming off as rude or pushy?

We’re going to show you how to ask someone to sign a document and explore the different methods that you can use to do so.

How do I ask politely for a signed agreement to be sent back?

However you send important documents, it’s important to provide clear instructions for signing and returning them.

The request should be polite and formal , explaining why you’re asking for a signature and the commitment represented by it.

Let’s explore how to politely ask someone to sign a document using various methods:

Requesting an eSignature

Electronic signatures are fast, cost-effective, and eco-friendly.

They’re also legally binding and provide a secure digital record. Let’s find out how to send a document for electronic signature .

1. Request via electronic signature software

This is the simplest and most convenient way to request signatures.

With eSignature software, you create a document from a template or upload a file and then customize the signature fields (checkboxes and space for initials). 

Then, the software sends it to the recipient’s email with your personalized message.

The signee is guided to open, eSign, and return the document — and you’ll be notified when they do so.

PandaDoc’s document workflow software makes things even easier.

You can create perfect proposals, contracts, and more using the library of hundreds of pre-made templates.

Then, you get updates whenever someone opens, views, comments on, or signs the document. It couldn’t be simpler to request and track all your business eSignatures.  

2. Request via a file-sharing service

Another option is to use a file-sharing service.

You can set up an integration with your electronic signature tool or send docs via the file-sharing service itself. In both cases, the recipient will receive a message via email with a link to the document.

They should be able to view and download it without a file-sharing tool, but it’s best to double-check with the signer.

3. Request via email

You could also send the document in an email with wording like “Please find the attached document for your signature.”

Keep the message short, make it clear who the email’s from, and state what action is required.

Just make sure you remember to attach the document! Again, it’s worth checking that it’s been received.

Requesting a non-digital signature

You may need to obtain a handwritten signature for certain legal documents if a notary public needs to witness them being signed or if the recipient doesn’t have access to electronic tools.

1. Request in person

This is less convenient than using an eSignature , as both parties need to be in the same room.

But a face-to-face request is more personal, giving you the opportunity to explain why the signature is needed and answer any questions the signer may have.

You could collect the signature that day or send the necessary documents after the meeting.

2. Request via mail

If you need to request a signature via traditional mail, include a cover letter along with the document.

Explain how and where to sign, and include return instructions, plus your contact details in case the person you’re sending the document to has questions.

Obviously, the signing process takes longer, and the document would have to be sent again if there’s an error.

How should I ask someone to sign a document in an email?

Keep to the point without being rude — you’ll need a little more than just “Please sign the attached document and return it.”

Outline who you are, why you’re sending the document, and what you need from the other person.

Avoid assumptions

When requesting a signature, don’t assume that the recipient remembers who you are, understands why you need a signature, or knows how to use the relevant technology.

Include your contact details in case the signer has any questions.

Provide clear instructions

State clearly that you need the signer to read the document, sign it, and return it. Include additional instructions, such as how to use the eSignature or file-sharing software.

Use single sentences or bullet points to provide a clear and easy-to-read layout.

Set a deadline

It’s important to include the date by which you need the document to be signed and returned.

This creates a sense of urgency and makes it less likely that the signee will put it off.

Leave no room for misunderstanding — instead of “by December 6”, write “before midday on Tuesday, December 6, 2022”.

Sample email requesting a signature on documents

Dear Ms. Bhandal,

This is Lisa from ABC Legal Services. As discussed yesterday, the lease documents are now ready for you to sign.

Please find the PDF documents attached. Instructions for signing electronically are also included.

Please return the signed documents to this email address by midday on Tuesday, December 6, 2022.

If you have any questions, please don’t hesitate to call or email me.

Kind regards,

Sample letter requesting a signature on documents

November 28, 2022

Dear Mr. Steiner,

Please find enclosed two copies of the non-disclosure agreement ( NDA ) for the proposed partnership between Steiner Inc. and XYZ Holdings.

Please sign and date both copies of the agreement and mail one signed copy back to the Houston office before 5 pm on Friday, December 16, 2022. A pre-addressed envelope is enclosed for your convenience.

If you have any questions, please call me on the number below.

Yours sincerely,

Frank Vellini

XYZ Holdings

Document signing is made simpler with PandaDoc

We’ve explored how to ask someone to sign a document, but if you’re focusing on how to get your proposal signed quickly , eSignatures are the method to choose.

With PandaDoc, the sign-and-return process is fast and easy — and so is document creation, thanks to templates and drag-and-drop functionality.

Once you’ve crafted a short and polite message and sent the document, you’ll receive notifications whenever it’s opened, viewed, commented on, or eSigned.

All documents are retained in secure cloud storage for reference and compliance.

Home » Letters » Request Letters » Letter Requesting Signature On Documents – Sample Letter Regarding Signature On Documents

Letter Requesting Signature On Documents – Sample Letter Regarding Signature On Documents

Table of Contents:

• Sample Letter

Live Editing Assistance

How to use live assistant, additional template options, download options, share via email, share via whatsapp, copy to clipboard, print letter, sample letter regarding signature on documents.

From, The Manager, __________ (Name of the company) __________ (Address/ Branch)

Date: __/__/____ (Date)

To, __________ __________ __________ (Receiver’s Details)

Subject: Signature on documents required

Respected Sir/Madam,

With due respect, my name is __________ (Your Name), __________ (Designation) of __________ (Mention Company name). I am writing this letter in reference to the application number __________ (Mention number) that I received from your side on __________ (Mention Date), to inform you that for further procedure, you are required to submit your signature.

Therefore, I request you to kindly attach your signature to the following copy of the documents, __________ (Mention Documents). Kindly attach the documents with a clear signature print.

It is requested to do the needful at the earliest.

Yours Sincerely/ Faithfully.

__________ (Signature) __________ (Name) __________ (Designation)

Live Preview

The Live Assistant feature is represented by a real-time preview functionality. Here’s how to use it:

• Start Typing: Enter your letter content in the "Letter Input" textarea.
• Live Preview: As you type, the content of your letter will be displayed in the "Live Preview" section below the textarea. This feature converts newline characters in the textarea into <br> tags in HTML for better readability.

The letter writing editor allows you to start with predefined templates for drafting your letters:

• Choose a Template: Click one of the template buttons ("Start with Sample Template 1", "Start with Sample Template 2", or "Start with Sample Template 3").
• Auto-Fill Textarea: The chosen template's content will automatically fill the textarea, which you can then modify or use as is.

Click the "Download Letter" button after composing your letter. This triggers a download of a file containing the content of your letter.

Click the "Share via Email" button after composing your letter. Your default email client will open a new message window with the subject "Sharing My Draft Letter" and the content of your letter in the body.

Click the "Share via WhatsApp" button after you've composed your letter. Your default browser will open a new tab prompting you to send the letter as a message to a contact on WhatsApp.

If you want to copy the text of your letter to the clipboard:

• Copy to Clipboard: Click the "Copy to Clipboard" button after composing your letter.
• Paste Anywhere: You can then paste the copied text anywhere you need, such as into another application or document.

For printing the letter directly from the browser:

• Print Letter: Click the "Print Letter" button after composing your letter.
• Print Preview: A new browser window will open showing your letter formatted for printing.
• Print: Use the print dialog in the browser to complete printing.
• Various documents may require signatures, including contracts, agreements, application forms, legal documents, and financial papers.
• A clear signature ensures the authenticity and validity of the document. It helps prevent misunderstandings and legal disputes.
• Yes, a signature can be requested via email, especially for electronic documents. However, it's essential to follow up with a hard copy if required for legal purposes.
• If the recipient refuses to provide a signature, it's advisable to communicate directly to understand the reason behind their decision. If necessary, explore alternative options or seek legal advice.
• Yes, it's appropriate to send a polite reminder if someone has not yet provided their signature on required documents. A gentle follow-up can help ensure timely completion of necessary tasks.

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How to Ask Someone to Sign a Document - Please Sign and Return

In the world of professional email communication, certain phrases are like tools – they help get the job done. One such phrase is "Please sign and return."

Think of how many times you have had to say 'please sign and return.' It's an essential phrase for effective email communication.

Our blog post today unpacks this phrase, shedding light on when to use it, different ways to convey the message, and tips for effective communication.

Whether you're new to the workplace or a seasoned professional, mastering this phrase can streamline your email exchanges and enhance your professionalism.

When to Say 'Please Sign and Return'

Think about the last time you needed a document signed quickly. In today's fast-paced work environment, emails are the go-to method for getting those important signatures.

It's not just about asking for a signature; it's about knowing when it's appropriate and necessary to use the phrase "Please sign and return."

This small addition to your emails can make a big difference in how efficiently your work flows. Here are some everyday work situations where this phrase is particularly useful.

Here are a few times when the phrase 'please sing and return' is useful:

Contract Agreements

When sending contracts or agreements via email, it's essential to prompt the recipient to sign and return the document. This ensures both parties are legally bound and understand their obligations.

For example, in a job offer letter, you might write, "Please sign and return this offer letter to confirm your acceptance of the terms."

Permission or Approval Documents

In situations where you need written permission or approval, this phrase is crucial.

For instance, if you're requesting authorization for a project from a supervisor, your email might include, "Please sign and return the attached approval form to proceed with the project."

Legal and Compliance Documents

For legal and compliance matters, having a signed record is often mandatory.

Whether it's a non-disclosure agreement or a compliance acknowledgment form, using "Please sign and return" makes it clear that a signature is required for compliance.

Employee Onboarding

During the onboarding process, new hires are often required to sign various documents.

An email sent to a new employee might say, "Please sign and return the attached employee handbook acknowledgment."

Policy Updates

When policies in an organization change, employees may need to acknowledge they have read and understood the new policies.

An email regarding this might state, "Please sign and return the policy acknowledgment form."

Financial Transactions

In cases involving financial agreements, such as loan documents or payment agreements, this phrase is commonly used.

An email might read, "Please sign and return the attached loan agreement to initiate the transaction."

Need to thank someone for their time after a meeting? Check out our article for templates you can use today!

Ways to Say 'Please Sign and Return'

Crafting the perfect email request for a signature is an art in itself. It's not just what you say, but how you say it that can influence the response time and enthusiasm of the recipient.

Different situations and relationships call for different tones and wording. Here's a guide to various ways you can phrase "Please sign and return," tailored to suit different professional contexts and ensure a prompt and positive response.

Let's dive into some common and effective variations of this essential phrase.

Direct Request : Please sign and return the attached document at your earliest convenience .

Formal Approach : Kindly acknowledge receipt of this email by signing and returning the enclosed document .

Deadline Specific : Please ensure to sign and return the attached file by [specific date] .

Polite Suggestion : Could you please sign and return the document when you get a chance?

Follow-up Reminder : As a reminder, please sign and return the document we previously discussed .

Action-Oriented : To move forward, please sign and return the attached form .

Mutual Benefit : To expedite our process, please sign and return this document at your earliest convenience .

How to Ask Someone to Sign a Document

When you need someone to sign a document, how you ask can be just as important as what you're asking them to sign.

A thoughtful approach can make the process smoother and more efficient for both parties. Here are some useful tips to consider:

Be Clear and Concise : Start your email with a clear subject line, like "Signature Required for [Document Name]." In the body, quickly state the purpose of the document and why their signature is needed.

Explain the Importance : Sometimes, people are more motivated to act when they understand the significance. Briefly explain why their signature is important or how it will impact the project or process.

Provide a Deadline : Setting a specific deadline helps to convey urgency and can prompt quicker action. Be reasonable with your time frame to allow them to review the document.

Make It Easy : Include the document as an attachment or provide a link if it’s stored online. Consider using electronic signature tools to simplify the process.

Offer Assistance : Let them know you’re available to answer any questions or provide clarifications about the document. This can alleviate any concerns they might have about signing.

Follow Up Politely : If the deadline is approaching and they haven't signed yet, a gentle reminder can be effective. Keep it friendly and professional, acknowledging their busy schedule.

Express Gratitude : Always thank the person in advance for their time and cooperation. A little courtesy goes a long way in maintaining good professional relationships.

By following these tips, you can enhance the effectiveness of your request and foster a cooperative atmosphere with your colleagues and partners.

'Please Sign and Return' Email Samples

Email templates can be incredibly useful, especially when you find yourself repeatedly sending out similar requests for signatures.

They not only save time but also ensure consistency and professionalism in your communications. To help you get started, we've put together a few "Please sign and return" email samples.

Let's take a look at some examples that you can customize for your needs.

Copy templates to use them anywhere:

Letter Requesting Signature on Contract

How to ask someone to sign an nda, 'please sign and return' letter or email sample, sample letter or email - 'please kindly sign and return'.

Check out our Common Work Emails page for more templates you can use today!

How to Automate Common Emails & Phrases

If you find yourself typing things over and over (such as 'please sign and return'), use Text Blaze a try to automate them with ease.

Text Blaze allows you to create smart text templates and insert them anywhere with keyboard shortcuts.

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Boost Your Email Communication With Ease!

"Please sign and return" is more than just a phrase; it's a key part of professional email etiquette. Knowing when and how to use it can make your communication more effective and your work processes smoother.

Whether you're confirming agreements, seeking approvals, or handling legal documents, this phrase is a concise yet powerful tool. Remember, the way you phrase your request can make a significant difference in how quickly and effectively you receive a response.

Use Text Blaze to automate repetitive typing and boost productivity with dynamic email templates!

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Want to turbo charge your work with templates and snippets? Text Blaze is the fastest way to do that.

70+ ‘Thank You for Your Quick Response’ Templates in 2024

7 best free & powerful form-filling software in 2024, how to professionally apologize for a delayed response in 2024, how to professionally confirm receipt of an email in 2024, use ai to draft & improve messages, how to professionally reschedule a meeting via email in 2024 + 10 email samples.

How To Ask Someone To Sign A Document

When sending documents, they need to be signed by both parties manually or by digital signature. Once the document (contract, agreement, ANNEX and etc.) is signed, it needs to be scanned and send back to the sender. The scanned document can be sent through an email or through the post office. In our post, you will learn how to ask someone to sign a document. Furthermore, you will also find a lot of phrases and examples.

Phrases of how to ask for a signature

Attach you will find.

Enclosed are Inside please find You will find joined

Please sign both copies

Sample sentences of how to ask for a signature, please sign it.

Enclosed are two copies of the agreement. Would you please sign both copies and return one to me? Enc(s), Encl(s)

Final words

Subject: Request for signature

Subject: Contract Request

Dear Alice, Please find enclosed the requested contract paperwork. Please sign and send the signed signature by mail to me. Thank you in advance. Kind regards , (YOUR NAME)

You are free to use the above phrases and examples of how to ask someone to sign a document.

Related Posts:

WTO / Letters and Emails / Authorization / Signature Authorization Letter Samples [How to Write]

Signature Authorization Letter Samples [How to Write]

A signature authorization letter is a formal letter that allows a person to appoint someone else to be the signature authority for any required work on his/her behalf when unavailable. With this letter , you formally allow another person designated by you to hold power to sign in your absence, thereby transferring your responsibilities to them. It is also used when you need a permit to carry out certain tasks and inform the authorities about it.

The letter must be kept business-oriented as it is used professionally. The clarity and precision of details are equally important, as you are offering the right to sign on your behalf to someone else and there must not be any confusion about any point. You must ensure that this is not put to the wrong use.

Examples and Templates (Free Downloads)

When it is Used

It is used for various purposes, such as processing documents, signing certain papers, or collecting documents . They are not just restricted to business purposes but are also used when you are unavailable to sign for Bank Deals, Credit Cards , Insurance issues, children’s custody, etc.

While writing the letter, you must make sure that the language is kept simple and easy to understand. It must be straight to the point. Mention the person you are nominating as the authorized signatory during your absence, along with a valid reason for the action. The date of beginning and the date of ending this signature authorization delegation must be stated, along with the duration of the tenure. Also, the situation of use must be explicitly mentioned, leaving no room for confusion and avoiding misuse of the power.

Important Details of an Effective Signature Authorization Letter

Some of the basic details that must be included in the letter include:

• The date the letter was written
• Name, address, and contact details
• Basic information about the recipient of the letter
• A great subject line that gives an overview of the transaction where the letter will be used authorizes
• The first paragraph must contain the purpose of the letter or the reason for writing the letter. It should also include the name of the person who signed the documents on your behalf

Sample Letter of Signature Authorization

A sample letter is provided below where a person appoints someone as their signatory authority for his bank-related documents. 

Subject: Authorization of Signing Authority

To Whom It May Concern,

I, John A. Doe, holding an account with the number 987654321 under the Savings category at First Community Bank, hereby grant Emily R. Smith, identified by ID number IL9876-1234, the authority to sign on my behalf for all matters pertaining to my bank account. This includes, but is not limited to, signing of checks, withdrawal slips, and documents related to account operations.

This authorization is effective from January 15, 20XX, and will remain in effect until December 31, 20XX, unless specifically revoked in writing.

Enclosed are copies of my identification document (ID number: IL1234-5678) and a specimen of my signature for your records. Additionally, a copy of Emily R. Smith’s identification document is attached for your reference.

I assure you that I will bear full responsibility for any actions taken by Emily R. Smith under this authorization. Please update your records accordingly and kindly extend all cooperation to Emily R. Smith in executing tasks that require my signature.

Should you need any further information or clarification, please do not hesitate to contact me at (555) 123-4567 or [email protected].

Thank you for your attention and cooperation in this matter.

[Signature]

John A. Doe

Key Takeaways

This letter is a clear and well-structured example of an authorization letter granting signing authority, and it’s useful for several reasons when looking for guidance on writing a similar letter:

• The subject line “Authorization of Signing Authority” immediately informs the reader about the purpose of the letter.
• The letter maintains a formal and respectful tone, appropriate for official and financial matters.
• It clearly identifies the person granting the authority, the person receiving the authority, and their respective identification details. This is crucial for legal and record-keeping purposes.
• The letter explicitly outlines the extent of the authority granted, including specific tasks like signing checks and withdrawal slips. This level of detail prevents ambiguity and potential misuse of authority.
• Specifying the effective dates is essential to setting clear boundaries for when the authorization starts and ends.
• Including copies of identification and a signature specimen adds a layer of security and verification, which is vital in banking and legal contexts.
• The statement that the author will bear full responsibility for actions taken under this authorization is a significant inclusion, as it shows accountability.
• Providing contact details offers a direct line of communication for any queries or necessary clarifications, facilitating smoother implementation of the authorization.

For anyone looking to write an authorization letter for signing authority, this letter serves as a comprehensive guide, ensuring clarity, legality, and adherence to formalities.

Basic Things to Keep in Mind When Writing a Signature Authorization Letter

The letters are not limited to business and corporate processes; some are usually made for matters related to child custody, bank transactions, loans, the issuance of insurance, and many more application procedures.

Some of the basic things to keep in mind include:

• Ensure that you keep in mind the duration of the letter’s effectiveness. Write the exact date on which the transaction is set to begin and the date on which the authorization signatory will lose their power to act on your behalf .
• The tenure duration should be identified so that any miscommunication or misunderstanding can be prevented from happening. Doing this will help you limit not only the activities in which the signatory will be involved but also the time when you can be represented by them.
• Remember that the letter should be addressed to the person who will require your Signature for specific transactions or documents and not you, the person whom you are authorizing to represent you when you are not available
• Be very detailed when discussing the situation regarding the use of the signature. You have to properly present specific instances that required authorization on your behalf during your absence. There should be no gray areas, misleading information, vague discussions, incomplete process presentations, or any confusing statements that may result in the abuse or misuse you have given to your representative.

Importance of a Signature Authorization Letter

Assigning someone to sign materials and documents during your absence can go in two different directions. Your plans and intentions may be fulfilled, or the power you have granted the representative may be abused. This is why it is crucial that you come up with an effective letter that can set the direction of the transaction.

Here are some of the basics of why you need to create the letter whenever you plan to give your representative the right or the authority to sign specified documents on your behalf.

• The letter can be used as a reference if there is a need to review the responsibilities that you have granted to the person who is tagged as your authorized representative. This can help businesses, establishments, and/or organizations clarify concerns and issues pertaining to the transaction.
• The letter can help remove any confusion about the activity. If you are looking to authorize someone to act on your behalf, you have to make sure that you are very clear with the range of documents or materials that the individuals can sign on your behalf, as well as the decisions that they can make on your behalf.
• It is often required whenever you are looking to assign someone else to sign a document on your behalf if you want a transaction where your signature is required to push through and be realized when you are not available to sign the documents.

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60+ Cover Letter Examples in 2024 [For All Professions]

No matter where you are in your career, or what job you’re applying for, submitting a cover letter with your resume is a must . 

Done right, a cover letter will effectively complement your resume and explain to the hiring manager in more detail why you’re the right person for the job.

Writing a cover letter, however, is easier said than done. 

You have to effectively demonstrate that you’ll be able to perform the responsibilities listed in the job description and that you’d be a better fit for the company compared to other candidates. 

And unless you’re a professional writer, this can be a very hard task.

Fortunately, we created these cover letter examples to inspire you and help you get started with your own cover letter!

Let’s dive in!

21 Cover Letter Examples 

#1. career change cover letter example .

Here’s what this cover letter does right:

• Has an ideal length. This cover letter includes all the relevant information for the hiring manager without getting into too much detail.
• Relevant introduction. The candidate explains that they’re changing careers and why they want to work in this new field from the get-go.
• Explains their related experience. The candidate explains how their previous experience in retail sales can help them succeed in PR.

Check out our guide video guide to learn how to write a Cover Letter that gets you HIRED!

#2. Recent Graduate Cover Letter Example 

• Personally greets the hiring manager. The candidate has taken the time to find the hiring manager’s name and address them by it, which makes the opening of the cover letter much more personal.
• Wraps up with a call to action. The candidate wraps up the cover letter by suggesting a meeting with the hiring manager, which makes them more memorable.
• Explains why the candidate is the right person for the internship. In this cover letter for an internship , the candidate explains how they’ve previously interned in a different firm, which gives them the experience to succeed in this role.

Have you just graduated from college? Make sure to check out our guide on writing an entry-level cover letter from start to finish! 

#3. Middle Management Cover Letter Example

• Use of bullet points. The candidate presents the information in a concise and reader-friendly way, making it easy for the hiring manager to find their key achievements. 
• Formal closing. The candidate has used a formal and polite tone to conclude their cover letter, which combined with a call to action makes them look professional and passionate about getting the job. 
• Explains how the company would benefit from hiring them. The candidate outlines exactly what they could do for the company, which not only highlights their skills but also shows they’ve done their research on the company’s needs. 

#4. Business Manager Cover Letter Example

• Detailed header. In addition to the must-have contact details, this candidate has also included their professional Twitter and LinkedIn profiles, making it easy for the hiring manager to look more closely into their career. 
• Concise and to the point. This candidate has used short paragraphs and bullet points to make the cover letter easy to skim through. 
• Wraps up with a call to action. By letting the hiring manager know they’ll be contacting them soon, they’re more likely to make an impression.

Check out this article for a complete writing guide and an inspiring business manager resume sample. 

#5. Ph.D. Cover Letter Example

Here’s what this cover letter does right: 

• Attention-grabbing introduction. In the opening paragraph, this candidate explains why they’re passionate about pursuing a Ph.D. in great detail. 
• Explains the candidate’s qualifications in detail. The candidate builds on their passion by explaining how they’re also qualified for the degree because of their education history and academic achievements. 

#6. Senior Executive Cover Letter Example

• Professional and minimalistic template. This senior executive has used a professional but minimalistic template that lets their work experience do the talking. 
• Achievement-oriented opening paragraph. Right from the get-go, this candidate explains what makes them so good at their job, effectively grabbing the hiring manager’s attention.  
• Wraps up with a call to action. By suggesting to have a meeting and discussing how they can help the company meet its goals, the candidate stands more chance to make a positive lasting impression. 

#7. Architect Cover Letter Example 

• Modern resume template. This architect has picked a template that perfectly matches his industry, as it is professional and modern at the same time. 
• A personal greeting to the HR. They address the hiring manager by their first name, which helps make a better first impression. 
• Measurable achievements. By quantifying their achievements, the candidate proves their achievements instead of just claiming them.

Struggling with your architect resume ? Check out our full guide!

#8. Business Analyst Cover Letter Example 

• Detailed contact information. The candidate has listed both their LinkedIn and Twitter profiles, providing the HR manager an opportunity to learn more about the candidate.  
• Mentions what the candidate can do for the company. This cover letter doesn’t just explain why the job would be great for the candidate, but also how the candidate would benefit the company. Win-win, right? 
• Error-free and reader-friendly. It’s super important for the cover letter to have no spelling or grammatical errors and be reader-friendly. This candidate made sure they did both.

Need a resume alongside your cover letter? Check out our guide on how to write a business analyst resume . 

#9. Consultant Cover Letter Example 

• Professional cover letter template. Being an experienced consultant, this candidate has picked a professional template that doesn’t steal the spotlight from their achievements. 
• Experience and achievement-oriented. The candidate has effectively elaborated on their top achievements relevant to the job. 
• Highlights the candidate’s passion. To show they want the job, this candidate has also explained how passionate they are about their profession.

For more advice on landing a job as a consultant, check out our guide to writing a consultant resume .

#10. Digital Marketing Cover Letter Example

• Creative cover letter template. This digital marketer highlights their originality by picking a creative cover letter template. 
• Lists the candidate’s awards. The candidate has taken advantage of the cover letter to list their most noteworthy awards in the industry. 
• Concludes with a call to action. As they used a call to action to conclude their cover letter, the HR manager will be more likely to remember them.

Want to take your digital marketing resume to the next level? Check out our guide!

#11. Graphic Designer Cover Letter Example 

• Detailed contact information. The candidate has included additional contact information such as their website link, as well as their LinkedIn and Twitter profiles.  
• Ideal length. This cover letter is concise, which means that the HR manager is more likely to read it from start to finish.  
• Draws attention to the candidate’s strong points. Although this candidate is a recent college graduate, they’ve managed to effectively show that they have enough knowledge and experience to do the job right.

Read this guide to write a graphic designer resume that’s just as good as your cover letter!

#12. Administrative Assistant Cover Letter Example

• Minimalistic cover letter template. The candidate picked a well-designed but minimalistic template for their cover letter. 
• Focused on skills and achievements. This cover letter is packed with the candidate’s skills and achievements, proving he can be an excellent employee. 
• Formal closing. Politeness can go a long way and the candidate has used this to their advantage to make an impression. 

Our article on how to write an administrative assistant resume can help you take your job application to the next level.

#13. Front Desk Cover Letter Example

• Modern cover letter template. This template incorporates memorable colors and clear lines, which make the cover letter very visually appealing. 
• Attention-grabbing introduction. Using an attention-grabbing intro, the candidate is more likely to make an impression. 
• Calls the HR to action. By including a call to action, the candidate is reminding the HR of their immediate availability. 

#14. Human Resources Cover Letter Example

• It is concise and to the point. The candidate doesn’t dwell on unimportant details the HR won’t be interested in. 
• Uses a traditional cover letter template. The cover letter design is more on the conventional side, which fits the industry better. 
• Highlights the candidate’s strong points. The candidate has rich work experience and they use the cover letter to elaborate on it. 

This HR resume guide can help you get your resume just right.

#15. Sales Agent Cover Letter Example 

• Attention-grabbing cover letter template. As a salesperson, this candidate knows how important first impressions are, so they’ve picked a catchy cover letter template. 
• Has an ideal length. At the same time, they’ve also made sure to keep their cover letter at just the right length. 
• Lists the candidate’s career highlights. The candidate has made perfect use of the space by mentioning their most impressive professional achievements. 

Check out this sales agent resume guide to create an attention-grabbing sales resume .

#16. Receptionist Cover Letter Example

• Modern but minimalistic cover letter template. The template’s design hints the candidate is creative but professional at the same time. 
• Uses a catchy introduction. The candidate has used an attention-grabbing opening paragraph to catch HR’s attention. 
• Concludes the cover letter formally. The candidate proves that they’re polite and well-spoken, a quality very much important for the role they’re applying for. 

Take your receptionist resume to the next level with this receptionist resume guide .

#17. Information Technology Cover Letter Example

• Mentions measurable achievements. Numbers make an impact, which is why this candidate has included measurable achievements. 
• Lists both soft and hard skills. The candidate has mentioned a great mix of soft and hard skills, showing how well-rounded they are. 
• Contains relevant contact information. The candidate’s GitHub, website name, LinkedIn, and Twitter profiles are all great additions to the resume. 

Looking for tips to help you write a great IT resume ? Check out our guide!

#18. Real Estate Cover Letter Example

• Ideal length. Short and to the point, this cover letter is bound to get noticed by the HR manager. 
• Wraps up with a call to action. This candidate reinforces the HR to call them back through a final call to action. 
• Mentions the right skills. On top of their sales accomplishments, the candidate touch upon important soft skills such as customer service and communication . 

This real estate resume guide will help you take your resume from good to great.

#19. Teacher Cover Letter Example

• Mentions relevant contact information details. This candidate has included optional (but relevant) contact information details, such as their LinkedIn, Quora, and Medium profiles. 
• Achievement-oriented. The candidate has elaborated on their achievements in more detail throughout their cover letter. 
• Highlights the candidate’s passion. For some jobs, being passionate is much more important than for others. Teaching is one of these jobs, which is why this candidate explains their passion for the job. 

Our guide on how to write a teacher resume has all the tips you need to land the job.

#20. Project Manager Cover Letter Example

• Leverages a catchy introduction. Through a catchy introductory paragraph, this candidate is sure to grab the HR’s attention and get them to read the rest of their cover letter.
• Lists measurable accomplishments. This candidate explains exactly what they’ve achieved using numbers and hard data. 
• Personally greets the HR. A personal greeting sounds much better than “Dear Sir/Madam,” and the candidate knows this. 

This guide on how to write a project manager resume can help you perfect your appication.

#21. Paralegal Cover Letter Example

• Minimalistic cover letter template. This cover letter design looks good but doesn’t steal the show from the candidate’s abilities.
• Mentions the candidate’s academic achievements and extracurricular activities. Although the candidate is a recent graduate, they’ve used the cover letter to explain they have enough skills and achievements to do the job.
• Lists measurable achievements. The candidate proves they did well in their internship by mentioning quantifiable achievements.

Check out this paralegal resume guide to perfect yours.

40+ More Cover Letter Examples and Guides 

Couldn’t find a cover letter example for your field? Do not worry.

Below you can find a number of other cover letter examples for different fields and industries:

• Acting Cover Letter Examples
• Accounting Cover Letter Examples
• Administrative Assistant Cover Letter Examples
• Architecture Cover Letter Examples
• Attorney Cover Letter Examples
• Barista Cover Letter Examples
• Bartender Cover Letter Examples
• Business Cover Letter Examples
• Business Analyst Cover Letter Examples
• College Student Cover Letter Examples
• Computer Science Cover Letter Examples
• Construction Cover Letter Examples
• Consultant Cover Letter Examples
• Customer Service Cover Letter Examples
• Data Analyst Cover Letter Examples
• Data Entry Cover Letter Examples
• Dental Assistant Cover Letter Examples
• Digital Marketing Cover Letter Examples
• Elementary Teacher Cover Letter Examples
• Engineering Cover Letter Examples
• Executive Assistant Cover Letter Examples
• Finance Cover Letter Examples
• Graphic Design Cover Letter Examples
• Healthcare Cover Letter Examples
• Human Resources Cover Letter Examples
• IT Cover Letter Examples
• Law Cover Letter Examples
• Management Cover Letter Examples
• Marketing Cover Letter Examples
• Mechanical Engineering Cover Letter Examples
• Medical Assistant Cover Letter Examples
• Nurse Practitioner Cover Letter Examples
• Physician Cover Letter Examples
• Project Manager Cover Letter Examples
• Receptionist Cover Letter Examples
• Retail Cover Letter Examples
• Sales Cover Letter Examples
• Social Work Cover Letter Examples
• Software Engineer Cover Letter Examples
• Substitute Teacher Cover Letter Examples
• Teacher Assistant Cover Letter Examples
• Team Leader Cover Letter Example

What is a Cover Letter? 

A cover letter is a one-page document that you submit as part of your job application, alongside your resume . 

Its purpose is to introduce you and briefly summarize your professional background. On average, your cover letter should be from 250 to 400 words long .

A good cover letter can give the hiring manager more insight into what makes you a good candidate and help them make up their mind about whether they should invite you for an interview. A bad cover letter, though, will get ignored (at best) and lose you the job (at worst).

So, to make sure this doesn’t happen, it’s essential to know how to write a convincing cover letter.

The first thing to remember is that a cover letter is a supplement to your resume, not a replacement. Meaning, you shouldn’t just repeat whatever is mentioned in your resume and call it a day. 

Optimally, you should use your cover letter to shed more light on your skills and qualifications, as well as explain anything you didn’t have space for in your resume (e.g. a career gap or why you’re changing careers).

If you’re writing a cover letter for the first time, though, putting all this together might seem pretty tough. 

Fortunately, you can follow our tried-and-tested format to make the experience much easier:

• Header - Input your contact information.
• Greeting the hiring manager - Open the cover letter with a “Dear Sir or Madam,” or use the hiring manager’s name if you know what that is.
• Opening paragraph - Grab the hiring manager’s attention by getting straight to the point. Mention what your professional experiences are, and what role you’re applying for.
• The second paragraph - Explain why you’re the perfect candidate for the job. Mention your top 2-3 achievements, your top skills, why you want to work in that specific industry, and whatever else is relevant.
• The third paragraph - End your cover letter with a call to action. E.g. “I would love to meet personally and discuss how I can help Company X.”
• Formal closing - Something like this: “Thank you for your consideration. Best, John Doe.”

Here’s what this looks like in practice:

9 Tips to Write a Cover Letter (the Right Way)

Now that we've covered the basics, let's talk about cover letter tips . Below, we'll give you all the knowledge you need to take your cover letter from "OK" to "great."

#1. Pick the right template

A good cover letter is all about leaving the right first impression.

And what’s a better way to leave a good impression than through a professional, well-formatted, and visual template?

You can simply pick one of our tried-and-tested cover letter templates and you’ll be all set!

#2. Add your contact details on the header

The best way to start your cover letter is through a header. 

Here’s what you want to include there:

• Phone Number
• Name of the hiring manager / their professional title
• Name of the company you’re applying to

Optionally, you can also include the following:

• Social Media Profiles - Any type of profile that’s relevant to your field. Social Profiles on websites like LinkedIn, GitHub (for developers), Medium (for writers), etc.
• Personal Website - If you have a personal website that somehow adds value to your application, you can mention it. Let’s say you’re a professional writer. In that case, you’d want to link to your content portfolio site or blog.

#3. Greet the hiring manager the right way

Once you’ve listed all your relevant contact information, it’s time to address the hiring manager reading your cover letter. 

A good practice here is to find the hiring manager’s name and address them directly instead of using the traditional “dear sir or madam.” This shows that you’re really invested in the company and that you took your time to do some research about the job.

So, how can you find out the hiring manager’s name?

One way to do this is by looking up the head of the company’s relevant department on LinkedIn. Let’s say you’re applying for the position of Communication Specialist at Novoresume. The hiring manager is probably the Head of Communications or the Chief Communications Office.

Or let’s say you’re applying for the position of server at a restaurant. In that case, you’d be looking to find out who the restaurant manager is.

If this doesn’t work, you can also check out the “Team” page on the company website; there’s a good chance you’ll at least find the right person there.

If you still can’t find out the hiring manager’s name, here are several other greetings you can use:

• Dear [Department] Hiring Manager
• Dear Hiring Manager
• To whom it may concern
• Dear [Department] Team

#4. Create an attention-grabbing introduction

Recruiters get hundreds, sometimes even thousands, of applications. Chances are, they’re not going to be reading every single cover letter end-to-end.

So, it’s essential to catch their attention from the very first paragraph.

The problem with most cover letter opening paragraphs, though, is that they’re usually extremely generic, often looking something like this: 

Hey, my name is Jonathan and I’d like to work as a Sales Manager at XYZ Inc. I’ve worked as a sales manager at MadeUpCompany Inc. for 5+ years, so I believe that I’d be a good fit for the position.

As you can probably tell, this opening paragraph doesn’t tell the hiring manager anything other than that you’ve worked the job before - and that’s not really helpful in setting you apart from other candidates. 

What you want to do, instead, is start off with 2-3 of your top achievements to really grab the reader’s attention. Preferably, the achievements should be as relevant as possible to the position. 

For example:

My name’s Michael and I’d like to help XYZ Inc. hit and exceed its sales goals as a Sales Manager. I’ve worked with Company X, a fin-tech company, for 3+ years. As a Sales Representative, I generated an average of $30,000+ in sales per month (beating the KPIs by around 40%). I believe that my previous industry experience, as well as my excellence in sales, makes me the right candidate for the role of X at Company Y.

The second example shows how the candidate is a top performer. The first just shows that they’ve worked a sales job before.

Which one are YOU more likely to invite for an interview?

#5. Show you’re the perfect person for the job

One great thing about cover letters is that they allow you to expand more on the top achievements from your resume and really show the hiring manager that you’re the right person for the job. 

A good way to do that is to first read the job ad and really understand what skills/experiences are required, and then to ensure that your cover letter touches upon the said skills or experiences.

In my previous role as a Facebook Marketing Expert at XYZ Inc. I handled customer acquisition through ads, managing a monthly Facebook ad budget of $20,000+. As the sole digital marketer at the company, I managed the ad creation and management process end-to-end. This means I created the ad copy and images, as well as picked the targeting, ran optimization trials, and so on.

Other than Facebook advertising, I’ve also delved into other online PPC channels, including:

• Google Search

#6. Explain why you’re a great company fit

The HR manager doesn’t only look at whether you’ll be good at the job or not. They’re looking for someone that’s also a good fit for the company culture.

After all, employees that don’t fit in are bound to quit, sooner or later. This ends up costing the company a ton of money, up to 50% of the employee’s annual salary . 

To convince the hiring manager that you’re a great company fit, do some research on the company and find out what it is you like about them, or about working there. You want to know things like:

• What’s the company’s business model?
• What’s the company's product or service? Have you used it?
• What’s the culture like? Will someone micro-manage your work, or will you have autonomy on how you get things done?

Then, turn your top reasons for liking to work there into text and add them to your cover letter! 

#7. Wrap up with a call to action

To make the end of your cover letter as memorable as possible, you want to:

• Wrap up any points you couldn't in the previous paragraphs. Mention anything you’ve left out that you think could help the hiring manager make up your mind.
• Thank the hiring manager for their time. After all, it never hurts to be polite. 
• Finish the cover letter with a call to action. A call to action is a great way to make your cover letter ending as memorable as possible. 

#8. Write a formal closing

Once you’re done with the final paragraph, all you have to do is write down a formal “goodbye” and you’re good to go.

Feel free to use one of the most popular conclusions in a cover letter:

• Best Regards,
• Kind Regards,

#9. Proofread your cover letter

Last but not least, make sure to always proofread each and every document that you’ll be including in your job application - cover letter included. 

The last thing you want is to be claiming you’re a great candidate for the job with a cover letter full of typos! 

For an even more comprehensive guide on how to write an impactful cover letter , check out our article ! 

Cover Letter Writing Checklist 

Frequently Asked Questions

Do you still have some questions about cover letters? Check out the answers below:

1. How do I write a simple cover letter? 

To write a cover letter that’s simple but also professional, make sure to include a header with your personal information, a formal greeting to the hiring manager, an attention-grabbing opening paragraph, a second paragraph explaining why you’re a good candidate for the job, and a formal closing (preferably with a call to action). 

2. What are the 3 parts of a cover letter? 

The three parts of a cover letter are: 

• The introduction , namely the header, the greeting to the hiring manager, and the opening paragraph. 
• The sales pitch is usually the body of the cover letter. 
• The conclusion involves a formal closing and a signature line.

3. What makes a great cover letter?

A great cover letter should be personalized for each job you’re applying for, instead of being overly generic. It’s also preferable to address the hiring manager by their name and not use the overly-used “Dear Sir/Madam.”

To make a great first impression, you should mention 1-2 of your top achievements in your opening paragraph - the more job-specific they are, the better. Also, don’t stop at showing the hiring manager why you’re a great candidate for the job. Make sure to also talk about how you’re a good culture fit for the company.

Last but not least, wrap up your closing paragraph with a call to action to give the hiring manager a little extra something to remember you by. 

4. When is a cover letter necessary?

Unless the job ad specifically states otherwise, you should always include a cover letter with your job application .

Even if the hiring manager doesn’t read it, you will look more professional simply by including one.

And that’s a wrap! We hope our cover letter examples and writing tips will inspire you to write a cover letter that will land you your next job.

If you’re looking for more invaluable career advice and articles, make sure to check out our career blog , or any of these related articles: 

• How to Write a Resume
• Cover Letter Mistakes to Avoid at All Costs
• Cover Letter Format (w/ Examples & Free Templates)

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• Career Planning
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• Cover Letters

How to Sign a Cover Letter (With Signature Examples)

• Do You Need to Sign a Cover Letter?
• Sign Uploaded or Printed Cover Letters
• Cover Letter Signatures Examples
• Signatures If You're Emailing
• Signature Examples for Emails

Which Email Address to Use

How to add a digital signature, need more cover letter help.

  South_agency / E+ / Getty Images

When writing a cover letter to include with your resume, it's important to pay attention to every detail, since you only get one chance to make that first impression. So, what exactly should you include in your signature when you're writing your cover letter to apply for a job?

It varies, depending on how you apply for the position. The format and information included in your signature will change according to whether you are mailing, uploading, or emailing your cover letter document. 

Does Your Cover Letter Need a Written Signature?

When distributing your cover letter online by emailing it or uploading it onto a company’s web portal, it is not necessary to hand sign your cover letter. Employers don’t expect to see your handwritten signature on your cover letter. You could add a scanned image of your signature to your document, but it is optional and not required.

How To Sign an Uploaded or Printed Cover Letter

Uploaded Letter:  If you're uploading your cover letter to a job site, your signature will simply include an  appropriate closing phrase and your full name. Place a comma after your close, such as  Best,  or  Sincerely yours,  and then insert your name in the line below. 

Use a formal business-style letter format that includes a heading, salutation, the body of the letter, closing phrase, and your signature. Review these  guidelines for what to include in your letter .

Hard Copy Letter:  When you're printing a hard copy letter, include a closing phrase, your handwritten signature, and your typed full name. Leave several spaces between the closing phrase and your typed name. That way, you'll have room for your signature when you print out the letter. Sign it using either blue or black ink. 

Signature Examples for Uploaded or Printed Letters

For uploaded or hard copy printed letters, there is no need to include as much information as you would in an email message, because the  heading of your cover letter  includes your contact information.

Signature Example (uploaded letter)

Best regards,

Janet Dolan

Signature Format (signed letter)

Closing phrase, 

Handwritten Signature 

First Name Last Name

Signature Example (signed letter)

Janet Dolan (Your Signature)

What to Include in an Email Signature 

If you are emailing your cover letter or inquiry letter, end with a polite sign-off followed by your full name. There is no need to sign a cover letter that's being sent electronically. Write out your full name in the same font as the rest of the letter, and don't use italics or a handwriting font. 

The formatting here is very similar to that in an uploaded cover letter. However, emails do not contain a header with your phone number or other contact information. 

It's a good idea to include these details in your closing paragraph or after your typed signature. That makes it easy for the employer or networking contact to get in touch with you.

You can also include links to online portfolios, if appropriate, or a link to your professional social media accounts, such as LinkedIn or Twitter.

You don't want to make this section too cluttered, so restrict yourself to the most relevant information. Here's how to set up an email signature, along with more advice on what to include in it and what to leave out. 

Signature Examples for Emailed Documents

When you are  sending email cover letters , it's important to include contact information so the hiring manager can easily see how to contact you. At the very least, include your name, email address, and phone number. You can also add other optional information, such as your street address, online portfolio, or social media accounts.

Email Signature Format

Your Name Email Phone

Email Signature Example

Karina Hoffman karina.hoffman@email.com 555-123-5678

Sample Email Signature With Full Address

Your Name Street City, State Zip Code Email Phone

Sample Email Signature With Social Media Handles

Your Name Email Phone LinkedIn Profile  (Optional)  Twitter Account  (Optional)

Don't use your work email address for job searching. Use your personal email account, or set up a unique account to use just for your job hunt. Many free online email services exist, like Gmail and Yahoo Mail, which you can use to set up a new email account exclusively for your job search.

Even though you are using a personal account, choose an email address that looks professional.

Your best bet is some variation on first initial, last name (e.g., jdoe@gmail.com) or first name, last name (janedoe@gmail.com). Here's how to set up an email account just for your job search.

Adding a handwritten signature is an optional touch, though definitely not required, and it is possible to add your handwritten signature digitally. The simplest way is to use a scanner or a scanner app on your smartphone:

Simply sign a piece of printer paper and then scan the page.

After scanning, the software will give you the opportunity to crop the scanned image (that is, cut the image down to the size of your written signature) or you can crop it in Word.

Once you’ve cropped your signature image to the appropriate size, save your signature as a .gif, .jpg, or .png file to your desktop or a folder on your computer.

Open the Word document where you composed your cover letter and then insert the image of your signature into the document underneath your closing phrase.

Remember to type your name below your handwritten signature.

Get information on  how to write a cover letter , including what to include in your cover letter, cover letter format, targeted cover letters, and cover letter samples and examples.

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Sample Letter Of Request For Documents

[Your Name]

[Your Address]

[City, State, Zip Code]

[Email Address]

[Phone Number]

[Recipient's Name]

[Recipient's Title/Position]

[Company/Organization Name]

Dear [Recipient's Name],

I hope this letter finds you well. I am writing to formally request copies of specific documents that are related to [mention the purpose or context of the documents you are requesting]. These documents are essential for [explain the purpose or reason for needing the documents].

I kindly ask for your assistance in providing the following documents:

1. [Document 1]: [Provide a clear description or title of the first document you are requesting]

2. [Document 2]: [Provide a clear description or title of the second document you are requesting]

3. [Document 3]: [Provide a clear description or title of the third document you are requesting, if applicable]

Please note that these documents are required for [mention any deadlines or time-sensitive matters, if applicable]. I assure you that the information contained in these documents will be used strictly for the purpose stated and will be handled confidentially.

In order to expedite this process, I am willing to cover any reasonable costs associated with obtaining and copying these documents. If there are any fees or charges, please inform me beforehand so that I can make the necessary arrangements.

I understand that providing these documents may take some time, and I sincerely appreciate your attention to this matter. If you have any questions or require additional information, please do not hesitate to contact me at [Your Phone Number] or [Your Email Address].

Thank you for your prompt attention to this request. I am looking forward to receiving the requested documents at your earliest convenience.

[Signature (if sending a physical letter)]