Sending Agreements to Clients via Email
Once your agreement is ready, the most professional way to deliver it is via email directly from Nizam. This creates a branded experience, automatic notifications, and proper status tracking.
Why Send via Email
Professional delivery:
Branded email with your business name and logo.
Automatic notifications:
Client receives immediate notification with agreement link.
Status tracking:
Agreement status changes from Draft to Pending, signaling it’s now in the client’s hands.
Legal audit trail:
Records when agreement was sent and to whom.
One-click access:
Client clicks button in email to view and sign—no downloads or attachments needed.
Reminder capability:
If you’ve configured reminders, they’ll automatically send if client doesn’t sign.
Before You Send
Pre-send checklist:
✅ Agreement content is complete (all terms, clauses written)
✅ Signature section is included
✅ Spelling and formatting are proofread
✅ Client information is correct
✅ Project link is accurate (if applicable)
✅ Agreement previewed in Preview mode
Use Preview to see exactly what clients will see before finalizing.
Finalizing an Agreement
To send an agreement, you finalize it—moving from Draft to Pending status.
Two methods:
1. Finalize (without email)
Changes status to Pending but does not send email.
Use when:
- You’ve already shared the link via text, chat, or in person
- You’ll send the link manually through your own email
- Agreement is linked to a proposal (proposal sends the email)
The client can access the public link, but receives no automatic email notification.
2. Finalize and Email (recommended)
Changes status to Pending AND sends notification email to client with agreement link.
Use when:
- You want the system to send a professional branded email
- Client expects email delivery
- You want automatic tracking and reminders
Most common method.
Using Finalize and Email
- Open your Draft agreement
- Click Finalize and Email or Send via Email
- Email composition dialog appears
Email Composition
To (Recipient):
Client’s email address, usually pre-filled from the client record. Verify it’s correct.
Subject Line:
Default might be “Please Review and Sign Our Agreement” or similar. Edit as needed.
Message Body:
Personal note to accompany the agreement link. This is your chance to add context.
Example message:
"Hi Sarah,
Thank you for choosing Acme Design Studio. I’ve prepared our service agreement outlining the terms of our partnership.
Please review and sign at your earliest convenience. If you have any questions, feel free to reach out.
Looking forward to working together!
Best,
Alex"
Agreement Link:
Automatically included in the email. Client clicks to view and sign.
CC Addresses:
If configured in settings, CC emails are added automatically. You can usually add more here.
Personalizing the Email
Good practices:
- Use client’s name
- Reference your recent conversation or meeting
- Mention what the agreement covers
- Set expectations (“Please review and sign by Friday”)
- Offer to answer questions
Avoid generic messages:
“Please sign the attachment” is impersonal. Take 30 seconds to customize.
Sending the Email
Once you’ve composed the message:
- Review recipient, subject, and message body
- Click Send, Finalize and Send, or Send Email
What happens next:
- Agreement status changes to Pending
- Client receives the email immediately
- Public link is included for viewing and signing
- You see confirmation: “Agreement sent to [client@example.com]”
What the Client Receives
The email includes:
- Your personalized message
- Professional header (your logo, if configured)
- View and Sign Agreement button or link
- Agreement name
- Your business contact information
- Possibly expiration note (if configured separately)
Client clicks the button and lands on the agreement signing page.
After Sending
What happens:
- Agreement status is Pending
- You can view the agreement but cannot edit without recalling
- Client can review and sign
- Automatic reminders will send (if configured)
- You’ll receive notification when client signs (if enabled)
Tracking:
Check agreements list to see Pending status. Wait for client signature or follow up as needed.
Resending an Agreement
If client didn’t receive the email or lost the link:
- Open the Pending agreement
- Click Actions → Resend or Send Again
- Compose a new message (optional)
- Send
What this does:
Sends another email with the same agreement link. Does not create duplicate. Original email and new email both link to the same agreement.
Use when:
- Client says they didn’t get it (check spam first)
- Client lost the email
- Following up after several days
Editing After Sending
If you need to make changes after sending:
- Recall the agreement back to Draft status
- Make your edits
- Finalize and Email again (preferably with a note: “Updated agreement attached”)
What happens when you recall:
- Agreement becomes Draft again
- Client loses accessto the Pending version (link shows “Under Revision” or becomes inactive)
- You regain editing ability
See Managing Agreement Status Transitions for details.
Best practice:
Let client know: “I’m making a quick update to the agreement and will resend shortly.”
Finalize-Only (No Email) Workflow
If you click Finalize (not Finalize and Email):
- Status → Pending
- No email sent
- Client can access via public link (if you share it manually)
Use cases:
- You’ve already texted or messaged the link
- Agreement is linked to proposal (proposal email includes it)
- You prefer sending via your own email client
Then share the public link manually. See Sharing Agreements with Public Links.
Email Delivery Issues
Client didn’t receive the email:
- Check their spam/junk folder
- Verify email address is correct (typos?)
- Resend the agreement
- Share public link as backup
Email bounced:
Fix the email address, recall agreement, update client details, and resend.
Sending Agreements Linked to Proposals
If your agreement is linked to a proposal:
- Send the proposal via email
- Agreement is included automatically
- One email covers both
- Do not separately send the agreement
See Linking Agreements to Proposals.
Best Practices
✅ Preview before sending: Catch errors while still in Draft mode.
✅ Personalize every email: Reference specifics about the client or project.
✅ Set expectations: “Please review and sign by Friday” gives clients a deadline.
✅ Double-check email address: Typos waste time and look unprofessional.
✅ Keep message concise: Client wants to know what to do and why. Save details for the agreement itself.
✅ Send at appropriate times: Mid-morning on weekdays is ideal. Avoid weekends or late nights.
✅ Follow up if no response: After 3-5 days, send a friendly reminder (or let automatic reminders handle it).
Common Questions
Can I send to multiple email addresses?
Usually one primary recipient (client email). CC others if needed.
What if client clicks link multiple times?
They access the same agreement each time. No duplicates created.
Can I schedule sending for later?
Not typically. Send when ready or use reminders to set them.
Does sending trigger any automations?
Possibly. Some systems create tasks or send internal notifications. Depends on your configuration.
Can I unsend an agreement?
Not directly, but you can recall it (makes it unavailable to client) and cancel if needed.
What if I sent to the wrong client?
Recall immediately, cancel if necessary, and create a new agreement for the correct client.
Can clients forward the agreement email to others?
Yes, but only the linked client can sign (usually validated by email or client details).
How do I know when the client opens the email?
Some systems track email opens. Check if analytics are available.
