Requesting an electronic signature: FES & QES by email link

What's in it for you

Instead of juggling PDFs over email, merging versions and chasing signatures one by one, everything happens in one place: you can see at any time who has already signed, send reminders, and the signed document is filed against the contract automatically — audit-proof. For each request you choose between FES (simple electronic signature, for standard cases) and QES (qualified electronic signature, legally equivalent to a handwritten one).

Before you start

• The contract and the document to be signed are already uploaded to ContractHero.
• You have the right to start signatures in your workspace, or on this particular contract.
• A valid annual signature volume is in place (FES or QES, depending on the method).

How it works

1. Open the signature area

Open the contract you want and switch to the Signature tab in the right-hand sidebar.

As long as no process is running, you'll see the note “This document is ready to be signed” and the “Request signature” button.

2. Configure the request

Clicking “Request signature” opens the “Request digital signature” dialog, where you set every detail:

• Message (required) — the text signers will see in the signature email.
• Qualified electronic signature (QES) — the toggle switches between disabled (= FES) and enabled (= QES). With QES, signing always happens in sequence.
• Signers — name and email of the first signer. Use “Add another signer” to include more people.
• Request signatures in sequence — the “Order signers” toggle decides whether everyone signs at once or one after another (with QES, always one after another).
• Add CC recipients — people who only receive a copy for information, without signing.
• Language of the signing process — choose between English and German.

Click “Start”.

3. Place the signature fields in the document

Next, the document preparation view opens. Drag and drop the fields you need onto the right spots in the PDF — typically:

• Signature
• Initials
• Date
• First and last name
• other standard fields, depending on the contract type

With several signers, check the assignment of each field (which field belongs to which person). The field options let you mark fields as required and adjust their position and size.

4. Send it out

A quick checklist before sending:

• right people, right order?
• correct language?
• all required fields placed?
• all optional fields filled in?

“Send for signature” sends the email — either to everyone at once, or, if you enabled ordering, to the first person only.

5. Track the status

After sending, the Signature tab shows the running signature process with the current state per signer. This is also where you'll find the buttons to cancel the process or send a reminder (possible every 2 hours, when the deadline is closing in).

6. Signing complete

Once all required signatures are in, both the sender and all signers receive a PDF of the fully signed contract by email. At the same time, the signed document is saved to ContractHero automatically.

Common questions

Do signers need a ContractHero login?
No. Signing happens entirely through the email link — no account, no app to install.

What's the difference between FES and QES?
FES (simple electronic signature) is the standard option for internal and low-risk contracts — fast, without identity verification.
QES (qualified electronic signature) is legally equivalent to a handwritten signature — it requires the signers to verify their identity and is typically used for employment and lease agreements.

Who receives the fully signed document?
The sender and all signers get the PDF of the fully signed contract by email. It is also filed against the contract in ContractHero automatically — nothing to save by hand.

Can I run several signature processes on one contract at the same time?
No. Only one signature process can be active per contract. If you forgot a signer, for example, the clean route is: cancel → start again.

What happens if someone doesn't sign?
You can stop the process at any time with “Cancel”. You can also send a reminder email every 2 hours as the deadline approaches.

Are fields placed differently for QES than for FES?
The field types are identical. The difference sits in the background process (identity verification) and in the enforced order — signers see the same email-link workflow either way.

Good to know

• QES enforces an order. Even if you leave “Order signers” switched off, QES is always signed one after another.
• Language is set per request. The language (English/German) applies to the email and the signer interface — not to the document itself.
• Reminder limit: a reminder can be sent at most every 2 hours.
• Annual volume: FES and QES signatures draw on separate annual allowances. If one method is greyed out, that allowance is usually used up, or your plan doesn't include it.

Related articles

• QES Signing Process (Recipient) – Step by Step
• FES Signatures: How Does the Yearly Volume Work?
• QES Signatures: How Does the Yearly Volume Work?
• How can I edit Contracts?

Updated on: 08/21/2026