FP Sign: Sign a document

The complete process of a signature request from your perspective: open the email, enter the SMS TAN, check the document, sign it, and receive the signed PDF.

Introduction

When we send you a document for signing, you will receive an email from FP Sign containing a link. The entire process then takes place in your browser, whether on a computer or a smartphone. You do not need an account or to install any software.

This article describes the standard process we use for you: an advanced signature, secured via an SMS TAN sent to your mobile number. For an explanation of what FP Sign is and the legal status of the signature, please see the overview article:

FP Sign: Overview

First, a few clarifications, as there are often misunderstandings about the process: you do not need to download, print or scan the document. Everything happens in your browser, and the signed document is then automatically sent to you by email.

The signature is not drawn with the mouse or your finger. You select a signature image or upload one; the legal validation takes place technically in the background. The signature image is merely the visible representation.

A request does not have to be processed immediately. The link remains valid until we withdraw the request or an expiry date set by us is reached. You can therefore open the email at a later date.

Before you begin

You’ll need three things to sign: the email from FP Sign, access to the mobile phone with the number we have on file, and a up-to-date browser. The SMS TAN will be sent to the number we have stored in your master data.

The email comes from FP Sign. If it isn’t in your inbox, it’s worth checking your spam folder. If the email doesn’t arrive at all, we’ll resend the invitation.

If your mobile number on file with us is out of date, you won’t receive the SMS TAN. You can update your number directly on the FP Sign login page by selecting ‘New mobile number’. You can find out how to do this in the article on common issues: Link

Signing a document without an account

This is the process most clients use. FP Sign refers to this as signing with a guest account: no password is created; your identity is verified via the personal link and, where applicable, the SMS TAN.

Watch the video

Word-for-word transcript

As soon as your law firm sends you a document for countersigning, you will receive an email from FPSign.

Your law firm has uploaded new documents for you to countersign in FPSign. Please go to the following URL to sign. Then click on this link.

I’ll copy it now so that it opens in the correct browser.

And then the page opens.

A TAN is now being sent automatically to the registered telephone number.

Please enter this code.

You will then be taken to the FPSign overview page for signing. You can now review the document here on the right-hand side. You can enlarge the document here and zoom in and out.

And you can already see where your signature will be placed. Now select ‘Sign’ here and choose either an image of your signature or upload a file containing your signature.

We’ll select this option, and it will then be positioned here on the right.

You also have the option to leave a message.

Once you’ve checked the document and are ready to sign it, confirm that you’ve read and agree to the terms and conditions, then click ‘Confirm’ once.

The process is then complete, and you’ll receive an email containing the signed document and the Workforbel authorisation.

The email has now arrived. You’ll receive a new email with the subject ‘Signature request completed’, containing two documents as attachments. Firstly, the already signed document, which you can download and save; and secondly, a workflow report detailing the signing process. Here you can see the sender history and the recipient history.

Open the link in the email

The email from FP Sign contains a link to the signature request. Clicking on it opens the document in your browser. The link is personal and intended for you only.
Request the SMS TAN and enter it (optional)

FP Sign displays the last four digits of the mobile number on file and sends a TAN via text message. Enter the TAN into the input field. If you do not receive a text message, you can also have the TAN read out to you via the ‘TAN by phone’ option.
You check the document

The document is displayed in full. You can scroll through all the pages and read the content. In the top left-hand corner, you’ll see a small blue box that looks like a sticky note: clicking on it takes you straight to the spot where we’ve placed your signature.
Select ‘Sign’

Click the ‘Sign’ button to start the signing process. For fillable forms, the button is labelled ‘Fill in and sign PDF’ instead; more on this below.
Select a signature image or upload one

FP Sign displays several pre-designed signature images featuring your name in various fonts. Click on one, and it will be placed in the designated spot. Alternatively, use ‘Select File’ to upload an image of your own signature.
Confirm the signature

Click ‘Confirm’ to complete the signing process. FP Sign generates the actual signature in the background and displays a confirmation page. That’s it – you’re done.

If other people are involved alongside you, the next person will now receive an email. As soon as everyone has signed, you will receive the finalised document.

Signing a document with an account

If you have an account with FP Sign, the signing process takes place via the application itself rather than via the link. You can find out how to create an account in the article on Accounts and Registration.

Watch the video

Word-for-word transcript

If you have received a request from your law firm to sign via FP Sign and you already have an account with FP Sign, clicking on the link in the email from FP Sign will open this login screen on the FP Sign website. Log in here once using your usual login details, and this overview page will open in your FPSign account.

Under ‘Received requests’, you’ll now see an overview of all your requests. This means you’ll see the pending requests that are still awaiting your signature, the signed requests that you’ve already signed, and the requests you’ve rejected. We’ll now open this pending request by selecting ‘Action’ and then ‘Sign’.

This brings up the familiar overview, with the document displayed on the right-hand side. You can zoom in, zoom out or adjust the size of the document here. And once you’ve checked the document and agree with it, you can click on ‘Sign’ on the left, select your signature, and then confirm the signature down here.

You will now receive confirmation that the document has been successfully marked for countersignature. If we refresh the page now, after about one to two minutes the request will disappear from the list of pending requests, and you will then find the signature you’ve just sent available here under ‘Signed requests’. You can now download the document here, or view the workflow report here, and the document itself here.

Log in to FP Sign

Open FP Sign via the link in the email or directly via the login page, and log in using your email address and password.
Open ‘Received Requests’

In the overview, you’ll see all pending requests. If an expected request is missing, it may still be with someone who needs to sign it before you.
Select “Choose action” and then “Sign”

Next to the request, open the action menu and start the signing process.
Select a signature image and confirm

As with guest access, select a signature image or upload one and confirm. You will then be taken back to the dashboard.

With an account, you can download signed documents at any time under ‘Received requests’ > ‘Signed requests’, even if the email containing the final document is ever lost.

You can save the signature image by selecting ‘Set this signature as your default’. It will then be preselected for future requests.

Fillable PDF forms

Some documents contain form fields, such as a SEPA mandate with fields for the IBAN and account holder, or a questionnaire. FP Sign recognises this and displays the ‘Fill in and sign PDF’ button instead of ‘Sign’.

Click the pen icon above the blue signature field to start editing. Fill in the fields and save your entries by clicking the green tick in the bottom right-hand corner. You can then add your signature as usual.

Multiple documents in a single request

We can bundle several documents into a single request, known as a document folder. Once opened, the documents are displayed one after the other; you repeat the steps from review to confirmation for each document. You can switch between documents using the document icon at the top.

Individual documents in a folder may also be attached for information purposes only. You do not need to sign these; you simply need to view them.

Rejecting a request

If you do not agree with the content or if something is missing, reject the request instead of signing it. In the action menu, there is an option to ‘Reject’ with a field for the reason. We will see the rejection along with the reason and get in touch with you.

Forward a request to another person

If someone else is to sign – for example, a second managing director – you can delegate the request, provided we have authorised this when sending it. In the actions menu, select ‘Delegate’ or ‘Sign and delegate’, enter the recipient’s details and confirm. The person will then receive a separate email.

Delegation is only available for requests involving a single document, not for document folders. If you need to forward a folder, please let us know briefly; we will then send it directly to the correct person.

After signing

As soon as all parties have signed, FP Sign automatically sends an email to everyone. It contains the signed PDF and a workflow report documenting who signed, when, and with what level of security.

Keep this PDF file. It contains the signature and all supporting evidence; a printout is not a substitute for it. For information on how to verify the signature and file the document, see the article on verification and storage.

FP Sign: Verifying and storing signed documents

The signed document is automatically archived on our site. You do not need to send anything back to us.

Common sources of error

Document printed and scanned: A scan of a document signed on paper does not constitute a digital signature. The process in FP Sign remains open, and we do not have a validly signed document.
SMS TAN sent to an old mobile number: The TAN is sent to the number we have on file. If you change your number without notifying us, no SMS will be received and the signing process will be held up.
Only the first page has been viewed: The signature field is usually at the end of the document. If you only view the first page and close the browser, you have not signed; the request remains open.
Link from an old email: If we have withdrawn a request and resent it, the old link will no longer work. The most recent email always applies.
Form not saved: With fillable PDFs, you must save your entries by clicking the green tick before signing. Otherwise, the document will be signed with empty fields.
Document folder not fully processed: Where there are several documents, each one must be signed individually. If you stop after the first document, you have only partially completed the request.
Email in the spam folder: The request and, later, the completed document are sent by FP Sign. If the email ends up in your spam folder, the request will go unnoticed.

Division of tasks

Your tasks:

Open the signature request promptly and read the document in full
Enter the SMS TAN and sign, or decline, giving a reason
For forms, fill in the fields and save
File the signed PDF from the confirmation email

Our tasks:

Prepare the document and set up the signature fields
Specify the signature type and security measures
Monitor the process, send reminders if necessary or resend the invitation
Process rejections and resend corrected documents

If several people regularly sign documents in your organisation, we set the order once and use it for future requests.

Frequently asked questions

Do I have to sign immediately when the email arrives?

No. The link remains valid until we withdraw the request or the expiry date is reached.

Can I download the document before signing it?

You can read through the document in full and scroll through it in your browser. If you have any queries before signing, simply decline the request or ring us directly; there’s no need to download the document.

What if I click the wrong button and select the wrong signature image?

The signature image has no legal significance; the signature is secured technically. Using a different image to the one you’re used to does not invalidate the signature. You do not need to repeat the process.

How do I know where to sign?

A blue box, similar to a sticky note, appears in the top left-hand corner of the document. Clicking on it takes you to the designated spot. If we haven’t specified a spot, you can place your signature wherever you like.

Can I sign on my smartphone?

Yes, the link works in your smartphone’s browser. Alternatively, you can use the FP Sign Mobile app for iOS and Android. The process is the same.

What happens to the document after I’ve signed it?

If other people are involved, they will now receive an email. Once the final signature has been added, all parties involved will receive the signed PDF and the workflow report by email. We will file the document in your record.

I’ve signed, but haven’t received a completion email. Why?

The completion email is only sent once everyone involved has signed. If a signature is still missing, the email will be sent later.

Can I withdraw my signature?

A signature that has been applied cannot be deleted. If a document contained an error, we will withdraw the entire request and resend a corrected version. Please contact us to arrange this.

Who else can see the document apart from me?

Only the people we have listed as parties to the document, and us as the sender. The link is personal and should not be forwarded.

Legal notice

This article provides an overview and is not a substitute for individual advice. The features, terminology and menu navigation of FP Sign may change as a result of updates.

If you have specific questions about a signature request you have received from us, please contact us directly.

Last updated: September 2026

Notes on Use

Answers when you need them.