With Mailsuite's Fill & Sign you can send any PDF for signature right from Gmail. Contracts, forms, quotes: upload the PDF, add the signers and Mailsuite emails them a link to review and sign it. When everyone has signed, you get the signed PDF back in your inbox.
How to send a PDF for signature
- In Gmail, click the arrow next to the Compose button and choose Fill & Sign Request.
- Choose who will sign the PDF and click Next:
- One single person: one signer.
- Multiple people: two or more signers.
- Only me signing: you sign the PDF yourself and download it. Nothing is sent to anyone.
- If you chose Multiple people, choose how you want the signed document and click Next:
- Single Document with All Signatures: everyone signs the same PDF. You get one document once all signers have signed.
- Separate Copies Individually Signed: each signer gets their own copy, and you get a separately signed document from each one.
- Under PDF to sign, click Browse and select your PDF.
- In Add signers (Emails), type the email address of each signer. Separate several addresses with commas.
- Optionally, add a Custom message. It will appear in the email the signers receive.
- Click Send Signature Request.
Mailsuite sends the request for you, so there's no email to write. You'll see a confirmation with a link to all your signature requests.
Tip: You can also start a request from the Fill & sign request page in your Mailsuite dashboard by clicking PDF Signature Request. And if you receive a PDF attachment in Gmail, click Fill & Sign below it to sign it yourself.
How the recipient signs the PDF
Each signer receives an email from Mailsuite with your message and a Review and Sign button.
When they click it, the PDF opens in the browser. From the panel on the right they can:
- Add signature: draw it, type it, or upload an image of it. Once placed, the signature can be moved and resized anywhere on the document.
- Add text: for example, their name or the date.
- Add check: to tick boxes in the document.
When they're done, they click Finish and Submit, then Yes, Send. They'll also get a copy of the signed document by email.
What happens when the PDF is signed
Once everyone has signed, you'll get an email: Document signed: [file name]. Click View Signed Document Details to open the request in your dashboard.
The email includes two PDFs: the signed document and the signature audit trail.
Track your signature requests
All your requests are on the Fill & sign request page of your Mailsuite dashboard. The Status column shows how many signers have signed (for example, 0 of 1 signed) or Completed.
Click a request to see the details: when it was sent, the status of each recipient, how many times they viewed the PDF and for how long. Once it's completed, you can Download signed document and Download audit trail.
Frequently asked questions
Can more than one signature be added to the PDF?
Yes. Signers can add their signature in as many places as needed. They just click Add signature again and place it where they want.
Can the signature be changed?
Yes, the signer can edit their signature or add a new one before clicking Finish and Submit. After that, the signature can't be changed.
Can a PDF be signed on a mobile device?
Yes. Signers can open the link on their phone and draw their signature with their finger. On a computer, they can also click Draw from mobile to draw it on their phone instead.
What's the maximum size of a PDF that can be signed?
PDFs can be up to 10 MB.
Are documents signed with Mailsuite legally binding?
Yes. Documents signed with Mailsuite are legally binding and comply with major legal frameworks such as the ESIGN Act in the U.S. and the eIDAS Regulation in the EU, so they're valid for professional and legal use. Mailsuite uses an advanced signature flow that combines a visual signature (the one drawn on the PDF) with a digital signature issued by Mailsuite, which adds validation and authenticity.
The digital signature guarantees the integrity of the document and shows that it hasn't been changed after signing. You can view it and its details with tools like Adobe Acrobat Reader.
In Acrobat Reader's Signature Panel, the field labeled Field matches the Private Document ID in the audit trail generated by Mailsuite. This ID lets you check that the signed document is authentic by matching it with the audit trail.
For more information, see our Legal Guide for eSignature or contact our support team.