Email Signed Copies
Send respondents, signers, and your team an email from any status, with your own subject and message, and the response attached as a PDF.
Reviewed 2026-10-30 · Formesign guides
Quick Answer
How do I email a signed copy to the signer?
Open RESPONSES, then Kanban board. Click the three dots on a column and choose Notify respondent. Pick the field with their email, write the subject and message, check Include form response as attachment, then click Next to finish. Use Notify approvers or Notify collaborators to reach signers or your team.
Emails are set up per column on the Kanban board, so you can send different messages at different stages. The Form setup checklist in the editor also has Email signers when everyone has signed.
Set up an email
Open the column's menu
In RESPONSES, open Kanban board and click the three dots on the column for this stage. Choose Notify respondent, Notify approvers, or Notify collaborators.
Choose the recipient
Under What is the email address of the respondent?, pick the field that holds it. Formesign usually selects it for you, but check. Tick Allow respondent to edit response & participate in workflow only if they should be able to change their answers.
Write the subject
The subject starts with your form's name and a reference number. Type @ to insert answers from the form.
Write the message and attach the PDF
Edit the message. ${response()} inserts the person's answers, so remove it if
you don't want them in the email body. Check Include form response as
attachment to attach the PDF.
Finish and test
Click Next to finish, then run a practice request and check the email that arrives. A saved setting doesn't prove the email was delivered.
Which email goes when
People can get several emails for one request. Make sure each one's wording fits the moment.
| Sent | Set up in | |
|---|---|---|
| Request to sign | When it's a signer's turn | Automatic, with signers |
| Reminder | When a signer hasn't signed after the delay | Reminders |
| Status notification | At that stage | The column's menu |
| Signed copy | When everyone has signed | Form setup checklist |
Don't say "everyone has signed" in an email that goes out at an earlier stage.
The request email has the subject Finance - Approval request from Alex Example - Equipment Request Form #1, comes from Formesign's notification address, and has a Review & sign button.
Protect sensitive answers
For patient or employee information:
- Keep answers out of subjects.
- Remove
${response()}from the body, and link people to the record instead. - Remember that an attached PDF contains all the answers.
- See HIPAA forms.
If an email is missing
| Check | Why |
|---|---|
| The recipient's address | Open the response and read the email it recorded |
| Spam and quarantine | Notifications come from an automated address |
| Which column it's in | Column emails are tied to that stage |
| The person unsubscribed | Emails have an Unsubscribe link in the footer |