How to Add Multiple Signers to a Document: A Guide to Multi-Party E-Signatures
Some documents need more than one signature. A co-signed lease. A business partnership agreement. A board resolution. A multi-party NDA.
But how do you actually get 3, 5, or even 10 people to sign the same document—especially when they're scattered across different cities, time zones, or countries?
This guide walks you through everything you need to know about multi-party e-signatures: how they work, when to use sequential vs. parallel signing, and best practices for keeping everyone on track.
🤝 What Are Multi-Party E-Signatures?
A multi-party e-signature workflow is when a single document requires signatures from more than one person before it's considered complete.
Common Examples:
- Co-signed leases: Both tenants need to sign
- Partnership agreements: All partners sign the same document
- Board resolutions: Multiple board members approve a decision
- Multi-party NDAs: All parties agree to confidentiality terms
- Joint venture contracts: Two or more companies sign one agreement
- Purchase agreements: Buyer and seller both sign
- Employment offers: Candidate and HR representative sign
🔄 Sequential vs. Parallel Signing: What's the Difference?
When setting up a multi-signer document, you have two main options:
Sequential Signing (Ordered)
Signers receive the document one at a time, in a specific order. Person A must sign before Person B even sees the document.
Best for:
- Documents where one party's signature depends on another's (e.g., manager approves before HR sends to candidate)
- Formal approval chains (e.g., board chair signs first, then secretary)
- When you need a clear audit trail of who signed in what order
Example: An employment offer letter where the hiring manager signs first, then the offer goes to the candidate.
Parallel Signing (Simultaneous)
All signers receive the document at the same time and can sign in any order.
Best for:
- Documents where the order doesn't matter (e.g., all tenants on a lease)
- Speed—everyone can sign simultaneously without waiting
- Multi-party NDAs where all parties are equal
Example: A partnership agreement where three co-founders all need to sign, but it doesn't matter who's first.
📝 How to Set Up Multi-Party E-Signatures
Here's a typical workflow using an e-signature platform:
Step 1: Upload Your Document
Start by uploading the PDF contract, lease, or agreement that needs multiple signatures.
Step 2: Add Signers
Enter the email addresses (and optionally, names) of each person who needs to sign. Most platforms let you add unlimited recipients.
Step 3: Assign Fields to Signers
Use the drag-and-drop editor to place signature, date, and text fields on the document. Assign each field to a specific signer. This ensures Person A's signature field is different from Person B's.
Most e-sign tools color-code fields by signer, so you can visually confirm that the right fields go to the right people.
Step 4: Set the Signing Order (If Sequential)
If you want signers to go in a specific order, configure the sequence:
- Hiring Manager → 2. HR Director → 3. Candidate
For parallel signing, simply leave the order open or select "sign in any order."
Step 5: Send & Track
Hit send. Each signer receives an email with a secure link. You can track who has viewed, opened, and completed their signature in real time.
Step 6: Automatic Finalization
Once all signers have completed their sections, the document is automatically finalized. All parties receive a copy of the completed, legally binding PDF.
⚠️ Common Pitfalls (And How to Avoid Them)
1. Forgetting to Assign Fields
If you forget to assign a signature field to a specific signer, the platform may not know who should sign there. Always double-check that each field is linked to the correct recipient.
2. Wrong Signing Order
For sequential workflows, make sure the order makes sense. You don't want the candidate to sign an offer before the hiring manager has approved it.
3. Missing Contact Information
Typos in email addresses mean signers never receive their link. Verify all email addresses before sending.
4. No Reminders Set Up
People forget. Enable automatic reminders (e.g., after 24 hours and 72 hours) to nudge signers who haven't completed the document.
5. Not Pre-Filling Information
If you already know a signer's name, address, or other details, pre-fill those fields. It reduces friction and speeds up completion.
🔒 Are Multi-Party E-Signatures Legally Binding?
Yes. As long as your e-signature platform meets the requirements of the ESIGN Act (federal) and UETA (state-level), multi-party e-signatures are just as valid as ink-on-paper signatures.
What matters is:
- Intent: Each signer demonstrated intent to sign
- Consent: Each party agreed to conduct business electronically
- Association: Each signature is linked to the specific signer
- Audit Trail: The platform maintains a record of who signed, when, and from where
📊 Use Case Breakdown: Which Signing Method to Use
Here is a quick cheat sheet for common document types:
- Co-signed Lease: Parallel (Tenants are equal; order doesn't matter)
- Employment Offer: Sequential (Manager approves → HR sends → Candidate signs)
- Partnership Agreement: Parallel (All partners are equal)
- Board Resolution: Sequential (Chair signs first, secretary attests)
- Multi-Party NDA: Parallel (All parties have equal obligations)
- Purchase Agreement: Parallel or Sequential (Depends on negotiation dynamics)
❓ Frequently Asked Questions
How many signers can I add? Most platforms support unlimited signers. With Inkless, there's no cap on the number of recipients.
Do all signers need accounts? No. With Inkless, signers receive a secure link and sign directly in their browser—no registration required.
Can I change the signing order after sending? Some platforms allow you to modify the order or add signers mid-process. Check your tool's capabilities.
What happens if one signer doesn't sign? The document remains incomplete. You can send reminders, and most platforms let you resend or reassign the signing request.
Can signers see each other's information? Signers typically see the document and their own fields, but not the personal information (like email addresses) of other signers—unless that info is visible on the document itself.
🚀 Inkless: Free Multi-Signer E-Signatures
Setting up multi-party signatures shouldn't cost you $30/month per user. Inkless makes it simple—and free.
Why Choose Inkless for Multi-Party Documents:
- Unlimited Signers: Add as many recipients as you need—free forever.
- Sequential or Parallel: Choose the signing order that fits your workflow.
- Easy Field Assignment: Drag-and-drop editor with color-coded fields per signer.
- Real-Time Tracking: See who has signed, who's pending, and who needs a nudge.
- Automatic Reminders: Keep your documents moving without manual follow-up.
- Legally Compliant: ESIGN and UETA compliant with detailed audit trails.
Stop juggling email chains and paper.
Get all your signers on the same page—literally.