Document management is an important part of any business. The drafting of contracts and quotations takes a lot of time because these documents need to be coordinated and signed. If several subdivisions are involved in the process, the execution of documents is delayed. Often they need to be amended in accordance with the requirements of a particular specialist. The long procedure impairs the loyalty of clients and can have a negative impact on the company’s reputation. However, there is a way out – use Pandadoc to simplify and speed up the generation and approval of documents.

How can the formal letter template be used?

When generating an official document, you can start the process from scratch or use a sample embedded in the software. It all depends on personal preferences, time allocated for the task, and the availability of appropriate templates. Using samples is the most preferable solution due to the fact that the basic information has already been entered into the file. You only need to fill in the suggested fields, for instance, by indicating information about your company and counterparty, the goods/services provided, and their cost.

The basic steps are incredibly simple. You need to:

• sign in to your account. If you don’t have a profile yet, fill out the form;
• click the button to create a document;
• choose the template you are interested in, and specify the information in the suggested fields. You can also indicate which categories are relevant to you;
• generate an API key required for signing files. When approving a document, you confirm that all information is accurate and up-to-date;
• enter email addresses of employees or counterparties who need to check the information or supplement it;
• save the document and send it to the other participants.

The good news is that you can customize the “lifetime” of a file. While some documents are available at any time, others are only open for a certain period of time. Then the link ceases to be relevant.

You are also offered to set up notifications. For example, you and other participants on the list will receive messages about the need to sign the file. This is convenient for contracts that require extensions.

Setting the sequence of signing documents is equally important. In this case, users can open a file only after the previous participant in the list has reviewed it and approved the information.

Formal letter template or new document?

What to choose: a formal letter template or a new document? The answer to this question is ambiguous. If you have found a certain template that meets your needs, then use it. Thus, the time required to create a contract/commercial offer/outgoing letter will be considerably reduced. When you need to think through each point and design the document according to corporate requirements, then start the process from scratch. Such a file can be used as a template in the future.

When you use the sample in Pandadoc, you are granted complete freedom of action. For instance, you can select items of interest and delete irrelevant categories, customize the font (style, size, color), and add photos and videos. You can make any changes necessary to make the text styled to corporate standards. Provide complete information about the product or service in order to spark the customer’s interest.

Regardless of the file type you choose (new or template), you will quickly solve operational issues and move on to the next task. Thus, you will increase your productivity and efficiency, which will be evident in the context of small and large enterprises.