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Email Customization: Craft RightSignature Emails to Fit Your Business

By: Daryl Bernstein / Friday, October 5, 2012

When you send a document with RightSignature, your recipients receive an email with instructions on how to review it, fill out fields, and sign. Did you know that our new email customization options enable you to tailor those emails to make the most sense for your business processes?

Today we peel back the lid to focus on this feature, learn what exactly you can do with email customization, and share tips on how it can help you improve your signing rate and your professionalism. You’ll find all these options in your account settings.

Email Structure

Email messages to your signers include your GREETING, followed by the SIGNING INSTRUCTIONS, and concluded by your SENDER DETAILS.

By creating a custom GREETING and SENDER DETAILS, you can surround the RightSignature-generated SIGNING INSTRUCTIONS with custom text that is helpful to your recipients.

Custom Fields

Custom fields are short tags you can include in your Greeting that automatically pull information from a specific document or template sending session and place it in the email. When one of the following merge tags is placed in your Greeting, it will be replaced with the corresponding text from the Send a New Document or Send a Template screen:

{{signer_name}} - Signer's full name
{{signer_first_name}} - Signer's first name
{{sender_name}} - Your full name
{{document_subject}} - The title or subject of the document being sent
{{document_message}} - The personal message attached to the document
{{document_filename}} - Filename of the uploaded document

Next, let’s take a look at the types of custom emails you can create.

Sample Sales Team Custom Message

These settings ...

... produce this email:

Tips and Tricks for Using Email Customization

In order to effectively use RightSignature custom email messages to boost your document execution rate, here are best practices for effective emails:

• Send test documents to yourself to see exactly how your email notifications will look to your recipients.

• Make sure you keep both your custom Greeting and the {{document_message}} text short enough that the RightSignature signing instructions (including the link to sign the document) displays in your recipient’s email window without having to scroll “below the fold” to find it.

• Remember that, to your recipients, this will look much like a normal email. Avoid being redundant or using extraneous custom field merge tags, and try to communicate a single, brief, coherent idea. If your text includes additional instructions (beyond click the link and sign the document), use numbered tips to keep the email organized and readable. The longer your Greeting, the greater the chance your recipients won't read it and won't click the link to sign your document.

• In your account settings you can also set a custom Email Subject Prefix (e.g. [PREFIX HERE] John Bellingham has sent you the document demo_document.pdf to sign.) as well as use your personal name intstead of “RightSignature.com” in the “From” field of outbound emails.

Be Careful

Email customization enables you to present a meaningful signing experience to your customers. If set up correctly, it can help your customers understand where the document signing event fits in your business process.

But if your emails are long, confusing, or unclear, customers may delete them without clicking through to the RightSignature document, decreasing your document completion rate. This is a bit of double-edged sword – a feature that can either streamline or muddle your workflow depending on how you use it.

If you need help or consultation, please contact a friendly RightSignature support advisor, who would be happy to help you craft effective custom emails.

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