Roles, not just email addresses
A signer list should carry roles: customer or property owner, business representative, and any additional party the job requires. Roles determine what each person signs and whether the agreement can be considered complete.
Sending a contract with no business representative assigned is a common gap — the customer signs, nothing on your side does, and the document sits half-executed.
Separate sessions
Each party needs their own access. This is what makes it possible to say that a specific person completed at a specific time, and it prevents one party filling in another's fields — including the situation where one spouse signs for both.
The partially signed window
Between the first completion and the last, the contract is partially signed. Two things should be true in that window: the outstanding parties are visible to whoever is chasing them, and no completed document exists yet.
Producing a final document early is the failure that lets someone believe a half-signed agreement was executed.
Who else may need to sign
- Both owners on a jointly owned property.
- A landlord or property manager where the occupant is not the owner.
- An HOA or association representative where approval is required.
- A financing party, where the funding structure requires it.
Chasing outstanding signers
Reminders are for a live envelope that has not been superseded. If terms changed, a link failed, or someone asks you to resend, the correct move is to revoke and reissue rather than nudge an old link back to life.