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The signing experience

This guide explains what your recipients see and do when they receive an Inktivo signing request. You can share it with signers who are unfamiliar with the process.

The invitation email

When you send an envelope, each notified recipient receives an email from Inktivo on behalf of your organization. The email contains:

  • The envelope title and a personal message (if you included one).
  • The sender’s name and organization.
  • A prominent Review & Sign button.

The link in the email is unique to each recipient and is valid until the envelope expires or is voided. Recipients do not need an Inktivo account to sign.

The signing page

Clicking the link opens the Inktivo signing viewer in the browser. No app download or account creation is required. The page works on desktop, tablet, and mobile.

The signing page shows:

  • The document(s) in the envelope, rendered as pages.
  • Highlighted fields the recipient needs to complete, with a guide bar showing how many are left.
  • A Finish button that activates when all required fields are done.

Completing fields

Recipients click or tap each highlighted field to fill it in. Depending on the field type:

  • Signature / Initials — A signature pad opens. The recipient can draw with a mouse or finger, or switch to type-a-signature mode to generate a styled version of their name.
  • Date— Auto-filled with today’s date. No action required.
  • Name / Email— Auto-filled from the recipient’s details. The recipient can review but may not change it.
  • Text — A text input appears for free-form entry.
  • Checkbox — Click or tap to check/uncheck.

Finishing and submitting

Once all required fields are completed, the Finish button becomes active. Clicking it:

  1. Locks the recipient’s fields — they cannot be changed after submission.
  2. Records the completion in the audit trail with timestamp and IP address.
  3. If this is the last required signer, Inktivo generates the final signed PDF and emails it to all parties.
  4. If the envelope is sequential, the next signer(s) receive their invitation.

The recipient sees a confirmation screen and can download a copy of the signed document immediately.

Declining to sign

A recipient can decline if they believe they should not sign the document. To decline:

  1. Click the Decline option in the signing page.
  2. Enter a brief reason.
  3. Confirm.

Inktivo notifies the sender of the decline and its reason. The envelope remains in SENTstatus but the declined recipient’s status updates toDeclined. The sender must void the envelope or take other action.

Common questions from signers

Do I need an account to sign?

No. Signing is fully accessible from the email link without any account or software installation.

Is my e-signature legally binding?

Yes. Electronic signatures collected through Inktivo comply with the Electronic Signatures in Global and National Commerce Act (ESIGN) and the Uniform Electronic Transactions Act (UETA) in the United States, and with equivalent legislation in most countries. The audit trail provides evidence of intent to sign.

Can I sign on mobile?

Yes. The signing page is fully responsive. On touch devices you can draw your signature with your finger.

What if I make a mistake?

Before you click Finish you can click any field and redo it. After submitting, contact the sender — they will need to void the envelope and send a new one.

I didn’t receive the email

Check your spam folder. The email is sent from Inktivo on behalf of your organization. If you still can’t find it, ask the sender to resend from the envelope detail page.