In many professional situations, you’ll need to ask someone to sign a document and send it back to you. The way you ask can impact how quickly and positively they respond.
This article provides ten polite alternatives to the phrase “Please Sign and Return” for use in emails and professional communications. Each alternative maintains a professional tone while being considerate of the recipient’s time and responsibilities.
Contents showUsing the phrase “please sign and return” is generally considered polite, professional, and formal. It’s a straightforward way of asking someone to take action on a document, ensuring clarity in communication. This phrase is perfect for situations where clear instruction is necessary, typically in professional or formal communications.
It’s best used with business correspondents, clients, or any formal relationships, through official communication channels such as letters, emails, and sometimes formal messages.
Here’s a short example.
Hello Michael,
Attached is the contract for our upcoming project. Please sign and return it at your earliest convenience.
Best regards,
Emily
Let’s look at the pros and cons of using this phrase.
Pros:
Cons:
While this phrase is widely accepted and understood, someone might consider using a synonym or alternative especially if they’re looking to soften the message further or suit it to a more casual or familiar context. Choosing a different phrase can also infuse a touch of personality into the communication.
Finding the right tone for professional emails can be challenging. Here are ten common polite alternatives to “Please Sign and Return” that maintain professionalism without being overly formal:
This alternative adds a touch of kindness by starting with “kindly,” making it seem less commanding than the original phrase. It is a polite and professional way to request action without sounding too stern. This version works well in a variety of professional settings, whether you’re corresponding with clients, colleagues, or superiors. It’s suitable for emails and formal letters where maintaining a friendly, yet professional tone is crucial.
Dear Ms. Patel,
I hope you're well. We have finalized the agreement documents. Kindly sign and send back at your convenience.
Best,
Thomas
This version is a direct question, making it feel more like a request than a demand. It’s very polite and keeps the communication formal yet approachable. This alternative is best suited for interacting with individuals where you wish to express deference or a collaborative spirit, such as with external partners or senior managers. Ideal for email and print correspondence, it fosters a respectful exchange.
Hello Dr. Kingston,
We're excited to move forward. Could you please sign and return this document? Your prompt response would be greatly appreciated.
Warm regards,
Lisa
This variant emphasizes the necessity of the recipient’s signature while still being polite and professional. It is slightly more formal and is particularly effective in situations where the document’s urgency needs to be communicated clearly. Suitable for use with both colleagues and external contacts, it’s perfect for emails and important documents requiring prompt attention.
Here’s an example:
Dear Mr. Jacobs,
Attached is the policy update for your review. Your signature is required, please return at your earliest convenience.
Thank you,
Angela
This alternative nicely combines a request for review with the signing and returning of the document, making it professional and comprehensive. It’s polite and suggests thoroughness in the process. Ideal for situations where the document needs careful examination, such as contracts or agreements, and is most effective in professional emails or letters.
Hello Team,
For the next phase of our project, please review, sign, and return the attached strategy plan.
Best,
Olivia
This version is more informal and conversational, suitable for recipients with whom you have an established relationship. It’s very polite and implies a favor rather than a strict requirement. This alternative is perfect for less formal email communications, especially within teams or with long-standing clients where there’s a degree of familiarity and mutual respect.
Hi Alex,
I've enclosed the latest project brief for your input. Would you mind signing and returning at your earliest? Thanks a bunch!
Cheers,
Jordan
This phrase expresses gratitude in advance for the recipient’s compliance, which imbues it with a sense of politeness and appreciation. While it remains professional, it adds a personal touch that can enhance the recipient’s willingness to cooperate. It’s especially fitting for emails where you want to convey respect and gratitude towards colleagues or partners.
Here’s an example:
Dear Ms. Reynolds,
To proceed, I'd appreciate your signature and return of this document. Your prompt attention to this matter would be highly valued.
Thank you,
Simon
This alternative stresses the need for completeness in addition to the signature, which can be particularly important for forms or applications. It is polite, direct, and implies that there might be other actions required from the recipient aside from just signing. This choice is best for professional settings where detailed instructions are crucial for the document’s processing.
Hello Mrs. Thompson,
For your child's school enrollment, please complete, sign, and return the attached forms.
Sincerely,
Patricia
This phrasing is both polite and flexible, giving the recipient the leeway to act at a time that suits them best. It suggests a high level of respect for the recipient’s time and commitments, making it highly professional. This alternative is perfect for situations where you wish to maintain a cordial relationship, such as with clients or stakeholders, across emails and formal correspondence.
Dear Partner,
We value your input immensely. Kindly review, sign, and return at your convenience.
Best wishes,
George
This version implies patience and understanding on the part of the sender, making it polite and considerate. It is less direct but still maintains a professional tone. Suitable for communications with busy individuals, such as executives or managers, it allows for some flexibility in terms of timing. This phrasing works well in emails where you desire to be respectful of the recipient’s schedule.
Greetings,
Your expertise is crucial to our initiative. Awaiting your signature, please return when possible.
Regards,
Carla
This option is very close to the original phrase but adds “at your earliest convenience,” which introduces a level of politeness and understanding for the recipient’s time constraints. It’s professional and acknowledges the busy schedules of correspondents, making it ideal for use in all professional settings, particularly in formal correspondence and emails where prompt action is desired but without imposing too much pressure.
Here’s an example:
Hello Dr. Wallace,
For the upcoming study, please sign and send back at your earliest convenience.
Thank you for your collaboration,
Natalie
Choosing the right way to ask someone to sign and return a document is important in professional communication. The alternatives provided here offer a balance of politeness and professionalism. They help ensure that your request is seen as respectful and considerate of the recipient’s time.
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