Sending a contract via email seems simple enough, but there are a few things to keep in mind to ensure the process goes smoothly. Not only is it important to make sure the contract is clear and concise, it`s also crucial to use proper etiquette and ensure the recipient receives and understands the terms.
Here are some steps to follow when sending a contract via email:
1. Create a clear and concise contract. Before sending the contract, make sure it`s a professional and well-written document. It should clearly outline the terms of the agreement, including deadlines, payment schedules, and any other important details. Avoid using overly complicated language or industry jargon, as this may confuse the recipient.
2. Convert the contract into a PDF. Once you`ve finalized the contract, it`s important to save it as a PDF document. This will ensure that the contract retains its formatting and is easily readable across different devices and software. If your document is in Microsoft Word or another format, you can easily convert it to a PDF using free online tools like SmallPDF or Adobe Acrobat.
3. Compose a clear and concise email. When sending the contract, it`s important to compose an email that clearly explains what you`re sending and why. In the subject line, clearly state the purpose of the email, such as “Contract for Services – John Smith.” In the body of the email, briefly explain what the contract entails, any important details that the recipient needs to know, and any action they need to take, such as signing and returning the contract.
4. Attach the PDF contract. Once you`ve composed the email, attach the PDF contract to the email. Make sure to double-check that the attachment is the correct document and that it`s properly attached. Depending on the size of the attachment, it may be helpful to let the recipient know how large the file is in the body of the email.
5. Send a follow-up email. After sending the email, it`s a good idea to send a follow-up email a few days later to ensure that the recipient received the contract and understands the terms. You can also use this email to answer any questions they may have and provide them with your contact information in case they need to reach out.
Overall, sending a contract via email can be a straightforward process if you follow these steps. By creating a clear and concise contract, converting it to a PDF, composing a clear email, attaching the contract, and sending a follow-up email, you can ensure that the recipient receives and understands the terms of the agreement.