How to send an NDA for signature online: a step-by-step guide

Before you share a product idea, a pitch deck, source code or a client list, it makes sense to put a non-disclosure agreement in place. For small businesses and freelancers, the NDA is often the very first document in a new working relationship, so it should be quick to send and easy for the other side to sign, wherever they are.

What is an NDA?#

A non-disclosure agreement (NDA), also called a confidentiality agreement, is a contract in which one or both parties promise to keep certain information private and to use it only for an agreed purpose, such as evaluating a partnership or delivering a project.

Mutual vs one-way NDAs#

• One-way (unilateral) NDA: only one party shares confidential information. Typical when you hire a contractor, bring in a freelancer or show your product to a potential investor.
• Mutual (bilateral) NDA: both parties share confidential information and both are bound by it. Common in partnership talks, joint projects and early conversations between two companies.

If information will flow in both directions, a mutual NDA is usually fairer and easier to agree on.

What to check before you send it#

An NDA is usually short, but a handful of clauses do most of the work. Before you send, check:

• The parties: the full legal names and addresses of the people or companies involved. If a company is signing, make sure the person signing is authorised to do so.
• The definition of confidential information: broad enough to cover what you will actually share (documents, designs, code, pricing, customer data), with the usual exclusions, such as information that is already public or that the other party developed independently.
• Purpose and permitted use: what the recipient may do with the information, and who else may see it (employees or professional advisers, for example).
• Term: how long the agreement lasts, and how long the confidentiality obligations continue after it ends.
• Return or destruction: what happens to the information when the relationship ends.
• Governing law and jurisdiction: which country's or state's law applies, and where any dispute would be heard.

Templates found online are a starting point, not a finished document. It's worth having a lawyer review your NDA template once, especially if you work with clients in other countries. After that you can reuse it with confidence.

How to send an NDA with Signkoi, step by step#

1. Upload the PDF. Sign in, or create a free account, and upload your NDA as a PDF.
2. Add the recipient. Enter the signer's name and email address. For a mutual NDA, add yourself as a signer too. You can also add an approver, such as a manager who needs to approve the document first, or a CC recipient who simply receives a copy of the finished document.
3. Set the signing order if you need one. If your counterparty should sign first and you countersign afterwards, set the order. Otherwise everyone can sign at the same time.
4. Place the fields. Put a signature field, a date field and a name field in the signature block for each signer. Add any other fields you need, such as company name or job title.
5. Write a short message. Say what the document is and why you're sending it, for example: "Here's our standard mutual NDA before we share the project brief." A clear message gets documents signed faster.
6. Set reminders and an expiry date. Automatic reminders mean you don't have to chase anyone, and an expiry date stops the document from staying open indefinitely.
7. Optional: add an identity check. For sensitive deals, ask the signer to enter an access code that you share with them separately, or a one-time code sent to their email.
8. Send. The recipient gets an email with a secure link and signs in the browser, on any device.

Save it as a template for next time#

If you send NDAs regularly, don't repeat the setup every time. Save your NDA as a template with the roles and fields already in place. Next time, pick the template, enter the new recipient's name and email address, and send it in moments. If you work in a team, share the template so everyone sends the same approved version.

Track progress and get the signed PDF#

Your dashboard shows whether the NDA is waiting to be opened, has been viewed or has been signed, and by whom. When everyone has finished:

• All parties receive the completed PDF, with each signature exactly where you placed it.
• The document is protected by a tamper-evident seal and a trusted timestamp, so any later change can be detected.
• A certificate of completion and an audit trail record who did what, and when.

Download both and keep them with your records. If anyone ever needs to confirm that the PDF is genuine and unchanged, they can upload it at signkoi.com/verify. To learn more about how sealing works, read electronic signature vs digital signature.

Tips for sending NDAs across borders#

• Time zones. Your counterparty may be asleep when you hit send. Reminders take care of the follow-up, and an expiry date gives everyone a clear deadline.
• Language. Signkoi is available in 12 languages, so recipients can sign in a language they're comfortable with. The NDA text is a separate question: if the parties don't share a language, consider a bilingual version and agree which language prevails.
• Governing law. Choose the governing law and the forum for disputes deliberately. Rules on electronic signatures and their exceptions also vary by country. Our e-signature legality guide is a good starting point, and a local lawyer can confirm the details.
• No account needed. The signer doesn't need a Signkoi account or an app. They open the link, review the NDA and sign in their browser, which removes a lot of friction for a first-time contact.
• On the go. Many people sign on their phones, right in the mobile browser. And you can keep an eye on your documents from the Signkoi Android app.

FAQ#

Is an NDA signed electronically legally binding?#

In many countries, electronic signatures are recognised for everyday commercial agreements such as NDAs, but laws and exceptions differ. If your NDA is high-value or unusual, check with a lawyer where you are.

Do both parties need to sign?#

It depends on the NDA. A mutual NDA is normally signed by both parties. Practice varies for one-way NDAs, but having both sides sign often makes things clearer. Add each signer in Signkoi, and they'll be asked to sign in the order you choose.

Can I send the same NDA to several people?#

Yes. Save it as a template and send a separate copy to each recipient, so everyone has their own signed document and audit trail.

What if the signer doesn't respond?#

Automatic reminders nudge them for you, and you can see whether they've opened the document. If it expires before they sign, simply send a new one.

Ready to send your first NDA? Create a free account or see everything Signkoi can do on our features page.