11 Other Ways to Say “Please Sign and Return”

In everyday professional communication, especially when requesting that a document be signed, the phrase “please sign and return” can often feel repetitive or overly formal. Thankfully, there are a variety of alternative ways to ask someone to sign and return a document, each with its own tone, context, and level of politeness.

In this article, we’ll explore 11 effective and professional alternatives to the phrase “please sign and return.” We’ll also provide scenario examples where each alternative fits best, so you can communicate more naturally and effectively in your emails and documents. Let’s dive in!

1. Kindly Sign and Return

Using “kindly” in your request adds a polite touch, making it sound respectful yet professional. This phrase works well when you want to express courtesy while keeping things businesslike.

Scenario Example:

Subject: Action Required: Document for Signature

Dear Mr. Thompson,

I hope this message finds you well. I’m reaching out to kindly request that you sign and return the attached document at your earliest convenience.

If you have any questions or concerns, please don’t hesitate to reach out.

Thank you for your prompt attention to this matter.

Best regards,
Sarah Johnson
Account Manager

In this email, “kindly sign and return” maintains a friendly tone while still sounding professional.

2. Please Review and Sign

Sometimes, documents need to be reviewed before being signed. This alternative can be used when you want to emphasize that the recipient should review the content before signing.

Scenario Example:

Subject: Document for Your Review and Signature

Hello Laura,

Attached is the agreement we discussed. Please review and sign the document once you’ve had a chance to go over it. Your signature will finalize the process.

Let me know if you need any further information.

Best,
John Matthews
Legal Team

Here, “please review and sign” is ideal for situations where the recipient needs to verify the content before signing.

3. Please Sign at Your Earliest Convenience

If you want to convey a sense of urgency but remain polite, “please sign at your earliest convenience” is a great choice. It requests action while leaving the recipient some flexibility with timing.

Scenario Example:

Subject: Urgent: Document Awaiting Your Signature

Hi Sarah,

I hope you’re doing well. Could you please sign at your earliest convenience the attached contract? We are hoping to proceed with the next steps as soon as possible.

Feel free to let me know if you have any questions or need clarification on anything.

Best regards,
Michael Stevens
Operations Manager

This phrasing works well when you’re requesting a quick response but don’t want to sound too demanding.

4. Could You Kindly Sign and Return?

This polite and respectful version is ideal for situations where you don’t want to sound too direct but still need the document signed.

Scenario Example:

Subject: Signature Request for Contract

Dear Mr. Green,

I hope you’re having a great day. Could you kindly sign and return the attached agreement at your earliest convenience? Your signature will help us move forward with the next phase.

Thank you so much for your attention to this matter.

Warm regards,
Anna Williams
Project Coordinator

This version shows respect and leaves room for the recipient’s convenience.

5. We Would Appreciate It If You Could Sign and Return

This is a more formal and indirect way of asking someone to sign and return a document. It’s perfect when you want to maintain a polite and professional tone without being too abrupt.

Scenario Example:

Subject: Signature Request

Dear Ms. Carter,

I trust you are well. We would greatly appreciate it if you could sign and return the attached document at your earliest convenience. Your prompt attention will help us proceed without delay.

Thank you for your cooperation.

Sincerely,
Richard Lee
Client Relations

In this case, the request sounds polite and is less direct, making it suitable for more formal or high-stakes situations.

6. At Your Convenience, Please Sign and Return

This variation puts the timing in the hands of the recipient, making it sound more flexible and considerate. It’s a good choice when you don’t want to rush someone but still want to get the document signed.

Scenario Example:

Subject: Document Signature Needed

Hi Emma,

I hope all is well! At your convenience, please sign and return the attached document so we can finalize the agreement.

If you have any questions, feel free to reach out.

Best,
Tom Harris
Sales Manager

This phrasing helps to create a more laid-back tone, while still conveying the need for the document to be signed.

7. Please Complete and Return

Sometimes, a document might require more than just a signature—it may need to be filled out or completed. This phrase works well in those cases, as it covers not only signing but also any necessary additional steps.

Scenario Example:

Subject: Action Needed: Complete the Form

Dear Ms. Thompson,

I hope you’re doing well. Please complete and return the attached form at your earliest convenience. It’s necessary to finalize your application.

If you need assistance, feel free to let me know.

Warm regards,
David Brown
HR Department

Here, “complete and return” acknowledges that the document may require further action beyond just signing.

8. Please Sign and Send Back

This is a simple yet effective alternative to the more formal “please sign and return.” It’s a straightforward request with a slight twist on phrasing.

Scenario Example:

Subject: Document for Signature

Hello James,

Please sign and send back the attached contract once you have reviewed it. We’re eager to proceed with the next steps as soon as possible.

Thank you for your prompt attention!

Best regards,
Rebecca Clark
Senior Project Manager

“Send back” gives the request a bit more casual feel, while still being polite and professional.

9. Would You Mind Signing and Returning?

This option introduces a more conversational and polite tone. It’s a softer approach, great for when you want to make a request without sounding too formal.

Scenario Example:

Subject: Signature Request

Hi Mark,

I hope you’re well. Would you mind signing and returning the attached document at your earliest convenience? Your signature will allow us to proceed with the next steps.

Thanks so much for your help!

Best,
Lily Foster
Business Development

The phrase “Would you mind…” makes the request sound less direct and more respectful, suitable for maintaining a casual yet professional tone.

10. Please Acknowledge and Return

If you need the recipient to confirm or acknowledge something in addition to signing the document, this is an ideal alternative. It’s often used in scenarios where confirmation of receipt or understanding is necessary.

Scenario Example:

Subject: Document for Acknowledgment and Signature

Dear Mr. Anderson,

Attached, you’ll find the contract for your review. Please acknowledge and return the signed document as soon as possible.

Should you have any questions about the content, feel free to reach out.

Best regards,
Julie Roberts
Contract Manager

“Please acknowledge and return” ensures that the recipient knows that both acknowledgment and signature are required.

11. How Do You Politely Ask Someone to Sign a Document?

While this isn’t exactly an alternative to “please sign and return,” it’s worth noting as a question that often arises in business communication. When crafting your email or request, you can ask how to politely ask someone to sign a document by using one of the methods mentioned above, depending on the level of formality and urgency you wish to convey.

Scenario Example:

Subject: Action Required: Signature for Contract

Dear Mr. Johnson,

I trust you’re well. We would like to kindly request that you please sign and return the attached contract so we can proceed with the final stages of the project.

Thank you for your prompt attention.

Sincerely,
Kevin Adams
Project Manager

In this scenario, the polite and professional tone of the request is key to getting the document signed without creating friction.

Conclusion

Asking someone to sign and return a document doesn’t have to be repetitive or overly formal. By using these 11 alternatives, you can tailor your communication to different levels of urgency and formality while still maintaining professionalism and respect. Whether you need to sound casual, urgent, or more formal, there’s a way to ask politely without using the same phrase over and over.

When sending emails or formal documents, always consider the context of your request, the recipient’s position, and the urgency of the situation. By mixing up your phrasing and adding in a touch of personality, your emails will stand out—and your requests for signatures will be more likely to get timely responses.

So, next time you need someone to please sign and return a document, try one of these alternatives to keep things fresh and engaging!