AI eSignature Prompt Guidebook

AI eSignature Prompt Guidebook

2025-08-13

📌 Introduction

When adopting eSignatures, the first question is often, “What should we prepare first?”
With AI, the preparation process becomes much simpler — tasks that would take hours can now be done in minutes.
This guidebook provides five essential checklists for adopting eSignatures along with AI prompts you can copy and paste right away.
Just copy and paste the parts you need into AI — that’s all it takes. Ready to try?


✅ 1. Understand Your Contract Process

To adopt eSignatures effectively, start by analyzing how your company currently handles contracts.
By using AI to break down vague ‘pain points' into measurable steps and numbers, areas for improvement will become much clearer.

Recommended AI Tools: ChatGPT, Claude, Perplexity

💬 Ask AI like this:
Analyze our company’s current contract process and suggest improvements for adopting eSignatures with eSignon.


Current Situation:

  • Industry: [e.g., IT services]

  • Company size: [e.g., 50 employees]

  • Avg. monthly contracts: [e.g., 30]

  • Contract types: [e.g., service contracts, employment agreements, NDA]


Current Contract Process:

  1. The sales team prepares the draft contract

  2. Request review from the legal team

  3. Print after reflecting revisions

  4. Obtain signatures via mail or in person

  5. Scan and store as a file


Analysis Checklist:

  • Pain points and inefficiencies in the current process

  • Anticipated improvements with eSignatures

  • Estimated time and cost savings at each step

  • Department-level workflow changes


Practical Tip

  • Make sure to identify unwritten rules that are not in the official work manual, such as “inform Legal Manager in advance before proceeding.”

  • Overlooking these may lead to confusion like, “Why isn’t this working after switching to eSignatures?”

  • Quantify time and cost savings from eSignon and use them as evidence in management reports or budget proposals.


✅ 2. List the Features You Need

When choosing an eSignature service, focus on the features your company truly needs rather than those that simply ‘look good’.
By extracting requirements with AI first, you can avoid later realizing, “We don’t need this” or “This essential feature is missing.”


💬 Ask AI like this:
List the essential and optional features of an eSignature service tailored to our company.


Company Information:

  • Industry: [e.g., IT services]

  • Company size: [e.g., 50 employees]

  • Avg. monthly contracts: [e.g., 30]

  • Contract types: [e.g., service contracts, employment agreements, NDAs]


Current Contract Challenges:

  • [e.g., Difficulty finding contracts]

  • [e.g., Delays due to complicated approval process]

  • [e.g., Time wasted on chasing signatures]

  • [e.g., Mailing takes too long — prefer sending via email]


Format for AI Output:

【Essential Features】

  • Feature name: Why it’s necessary, with reasons tied to our situation (include examples)

【Optional Features】

  • Feature name: Why it’s nice to have (efficiency or convenience reasons)

【Unnecessary Features】

  • Feature name: Why it’s unnecessary for us, with supporting rationale

【Top 5 Priorities】Rank features by importance and explain the reasoning


Practical Tips

  • Prioritize “features you’ll use every day” over flashy features.

  • Don’t double your monthly fee for something “you’ll use only once or twice a year”.

  • The key is to find a service that includes what you need while minimizing unnecessary features.


✅ 3. Check Legal·Security Requirements

With eSignatures, it’s not just about completing the signing process — what matters is whether the contract is legally recognized without issues.
Since contracts often contain sensitive information, the solution must also fully comply with your company’s security standards.
AI can help you quickly identify and summarize regulations by country and industry.
Recommended AI Tools: ChatGPT, Perplexity


💬 Ask AI like this:
When adopting eSignatures, what criteria should we use to choose a provider that ensures legal validity and secure usage?


Company Information:

  • Industry: [e.g., IT services]

  • Business scope: [e.g., domestic focus, with plans for overseas expansion]

  • Main contract counterparties: [e.g., partners, employees, clients]


Format for AI Output:

【Requirements for Legal Validity】

  • “Using a service that complies with the relevant electronic signature law ensures legal validity.”

  • “△△△ functionality is necessary to ensure admissibility as evidence in case of legal disputes.”

【Security-Related Criteria】

  • “Choose a provider certified with □□□ for strong data protection.”

  • “Vendors that store data using ◇◇◇ methods help reduce hacking risks.”

【Industry-Specific Considerations】

  • Legal requirements that are particularly important in our industry

  • Additional conditions to check when expanding overseas

【Checklist】

  • Five essential questions to ask when selecting an eSignature provider


Practical Tips

  • Always verify that the legal and regulatory information provided by AI is up to date and properly sourced.

  • For international contracts, check local laws in advance.

  • Get a final review from your internal security or legal team before making a decision.


✅ 4. Prepare Files·Templates

For recurring contracts, creating templates can significantly shorten the time required for sending and signing.
By using AI to analyze patterns in your existing contracts, you can easily convert them into formats optimized for eSignatures.
Recommended AI Tools: ChatGPT, Claude


💬 Ask AI like this:
Analyze our company’s contracts and convert them into efficient templates for eSignatures.


Current Situation:

  • Existing contracts: [e.g., service contracts, NDAs, employment agreements], total of [e.g., 15] types

  • Issues: [e.g., missing clauses, inconsistent wording across managers]


How to Use AI:

  • Extract common clauses and mandatory items from existing contracts

  • Convert variable parts into the form of [variable name].

  • Pre-check for potential legal risks


Expected Output:

  • Ready-to-use standard templates + automation rules based on conditions

  • Conditions: repetitive wording handled as variables ({CompanyName}, {ContractDate}, etc.)


Practical Tips

  • Upload these templates to eSignon’s template feature to send contracts with just a few clicks.

  • Highlight the time saved in processing recurring contracts in your reports — this strengthens your case for securing a budget for eSignature adoption.


✅ 5. Prepare Your Document Storage Environment

A contract doesn’t end once it’s signed.
If you design labels and folder structures in advance for easy search and storage, you can significantly reduce the time spent locating contracts later.
For regulated industries or large-scale contracts, choosing a secure repository is essential.
AI to Use: ChatGPT, Notion


💬 Ask AI like this:
Design a folder structure and labeling system in our eSignature platform so contracts can be easily searched and managed.


Basic Company Information:

  • Industry: [e.g., IT services] / Company size: [e.g., 120 employees, 5 departments]

  • Organization: [e.g., Sales, Development, HR, Legal, Operations Support]


Contract Overview:

  • Main contract types: [e.g., service agreements, NDAs, employment contracts, partnership contracts, etc.]


Search / Retrieval Patterns:

  • Primary users: [e.g., Sales (view customer contracts), HR (employee contracts), Legal (overall review)]

  • Common search criteria: [e.g., 70% by company name, 20% by contract date, 10% by expiration date]


Management Requirements:

  • Access restrictions: [e.g., executive salary contracts accessible only by the CEO, customer contracts restricted to the sales team, employee salary contracts restricted to HR]


Design Requests:

  1. Suggest a file naming structure that supports easy search

  2. Provide an access-rights matrix by department

  3. Define file naming conventions:

    • Search filters: contract name, signatory, date

    • Structure: departmental folders, service with label functionality

    • Include classification criteria by year and department


Practical Tips

  • By pre-designing label and folder structures suggested by AI, you can enable automatic categorization and search after contracts are completed.

  • In cases where documents should not be stored in the cloud, utilizing a separate storage service from eSignon can strengthen the justification for security and regulatory compliance.


📌 Conclusion

AI is a reliable tool that can support the preparation process for eSignature adoption — from gathering information and analyzing processes to designing structures.
However, when it comes to actually executing and storing contracts, you need a platform that ensures both functionality and legal reliability.
eSignon goes beyond a simple e-signature service. It offers:

  • Multiple delivery methods (email, links, Bulk Send, in-person signing)

  • Strong security authentication (Password aythentication, etc.)

  • Comprehensive organizational features that allow collaboration across multiple employees

  • Multilingual support for both domestic and international contracts

  • It is a all-in-one eSignature service that securely stores completed contracts in the cloud.

Start a new chapter in contracts — with eSignon.


📩 Chat with our team
👉 From start to finish, eSignon is with you every step of the way.