How to Send a Document for E-Signature in South Africa

Sending a document for electronic signature in South Africa takes less than two minutes with SignZA. This guide walks you through the entire process — from uploading your PDF to receiving a legally signed copy back.

No account needed for signers. Your client receives a unique link by email and signs directly in their browser. They do not need to register or install anything.

Step-by-step: Sending your first document

1Log in to your SignZA dashboard and click the Send button.
2Upload your PDF (max 10 MB). Drag and drop or click to browse.
3Toggle "Place signature fields first" ON to position where the signer must sign.
4Drag signature and initials boxes onto the correct pages of your PDF.
5Click Continue and enter your signer's first name, last name, and email address.
6Add an optional WhatsApp number if you want to share the link directly.
7Set the expiry date (7, 14, 30, or 60 days) and click Send document.
8Your signer receives an email with their unique signing link immediately.

What your signer experiences

When your signer clicks the link in their email, they land on a clean signing page showing your PDF. Highlighted fields indicate exactly where they need to sign. They click each field, draw or type their signature, then confirm with their full name.

Once all required fields are completed, they click Confirm & Sign. SignZA captures their name, IP address, device, and a timestamp — forming a legally valid audit trail under the Electronic Communications and Transactions (ECT) Act 25 of 2002.

Downloading the signed document

As soon as your signer completes the process, you receive an email notification with a download link. The signed PDF and its certificate of completion appear in your dashboard under the document's detail view. Both you and the signer can download the final document at any time.

💡 Tip: If you send the same type of document regularly — like an engagement letter or service agreement — save it as a template after placing your fields. You'll never need to re-upload or reposition fields again. Learn how templates work →

What if my signer hasn't signed yet?

SignZA automatically sends reminder emails on day 3, 7, and 14 after your initial send. You can also open the document from your dashboard and click Send reminder at any time to nudge your signer manually.

Voiding a document

Made a mistake or need to cancel? Open the document from your dashboard and click Void. This immediately invalidates the signing link and sends the signer a notification that the document has been withdrawn.

Frequently asked questions

Is there a file size limit?

Yes — PDFs must be under 10 MB. For large documents, consider compressing with a free tool like Smallpdf before uploading.

Can I send Word documents or images?

Only PDF is supported. Convert your Word document to PDF first using File → Save as PDF in Microsoft Word, or print-to-PDF on any operating system.

Does my signer need a SignZA account?

No. Signers click a unique link and sign in any browser — no registration, no app, no password.

Is the signature legally valid in South Africa?

Yes. E-signatures are valid and enforceable under the ECT Act 2002. Each signed document includes a certificate with the signer's name, IP address, device fingerprint, and timestamp. Read the full legal guide →