Signing example
Sign an equipment loan agreement online
An equipment loan record is only useful if the serial numbers in it are the numbers on the actual devices. This envelope gives each device its own empty serial box for the employee to fill from the sticker, marks the condition check as its own field, and has the IT manager countersign once the register matches.
The document itself is written out in full on its own page:read the wording there. This page is only about signing it.
Who signs what
- Noor Haddadi, the employee, signs first
- Two serial numbers typed under the asset table · Checkbox, condition checked · Signature and stamped date on the last page · Email link
- For Ledgerly, the IT manager, countersigns
- Signature block: Name, Title, Date · Email link
The signing journey
Step 1
Six fields, two of them serial boxes
Each asset has its own labelled serial box under the table, the condition statement carries a checkbox, and the last page carries a signature and a date. The IT manager gets one signature block. Sign in order is on, employee first.
Step 2
The employee reads the stickers, not the boxes
The agreement asks for the number on the item rather than the packaging. Noor typed one serial into each labelled box, under the asset table it belongs to.
Step 3
The condition check is its own mark
The checkbox is a small typed box. A character typed into it prints as a capital X against the statement that both items were checked, that the serials match the stickers, and that both are in the condition described.
Step 4
She signs and the date stamps itself
One drawn signature on the last page, the consent statement accepted, and a date printed as Sep 12, 2026 from the moment of submission. There is no date box to type into, so the issue date on the record is the submission instant.
Step 5
IT countersigns and the register is updated
The IT manager was invited when the employee's signature landed, and opened a copy carrying the two serials and the marked condition check.
Every field, and who fills it
Six fields, and two of them carry the whole point of the record. The asset table prints what was bought; the two serial boxes beneath it record what was actually handed over, in the digits the employee read off the stickers. A checkbox against the condition statement follows, then a signature and a date on the last page, and the IT manager closes with a block carrying Name, Title and Date. Nobody in IT can fill a serial in beforehand, which is exactly what makes the register worth keeping. The preparation screen offers a field label and a Required switch, and the numbers on the signed copy came from the person holding the devices.
How to adapt this envelope
A longer issue takes one more serial box per device, nowhere near the ceiling of 500 fields an envelope allows. A return at the end of employment is a separate envelope with a return table and a condition box of its own, since nothing on a sent envelope can be edited. And a device that travels adds a text field for the destination and a checkbox against the travel rules, so the record shows where the laptop went as well as who holds it.
Why a signed loan record is worth the two minutes
Equipment disputes surface at the end of employment, when nobody remembers which laptop was issued or what condition it was in. A certified PDF holding two serial numbers typed by the person who held the devices, a marked condition check, two signatures and two stamped dates settles that in one file, and the annual check simply repeats it.
What makes this signing flow work
The serial numbers come from the person holding the device
A register filled in from a purchase order is a register of what was ordered. Giving each device its own serial box that the employee types into turns the signed agreement into a record of what was actually handed over, checked against the sticker.
The condition check is separable from the signature
Bundling condition into the signature means an employee who spots a scratched lid has to refuse the whole document. A separate checkbox lets them stop at that one line and talk to IT, which is what the agreement tells them to do.
No deduction from pay, and the page says so
The agreement caps any contribution for damage at a stated figure and says nothing is deducted from wages. Putting that in the document the employee signs, rather than in a policy they never see, is the reason the signed copy is worth keeping.
Questions people ask
Can IT pre-fill the serial numbers?
No. The editor offers a field label and a Required switch and nothing else, so there is no value input anywhere in the preparation screen. Every serial on the signed agreement was typed by the employee holding the device, which is the point of placing a box under each asset.
Does the employee have to draw, or will typing a name do?
Either works and the record is identical. A typed name is rendered to an image, hashed and stamped the same way a drawn mark is. What matters more on an asset record is the pair of serial numbers above the signature, because those are the two values a later insurance claim turns on.
Does IT sign at the desk or afterwards?
Afterwards, usually the same afternoon. The employee goes first and the IT invitation is generated only once her signature lands, so the countersignature always confirms a register that already matches. Nothing runs between the two except the envelope's own expiry.
What if a serial number does not match?
The agreement says to stop and tell IT before signing, because the register is what a later insurance claim or police report is built from. The practical path is to leave the envelope, correct the paperwork and send it again, since a sent envelope cannot be edited.
What happens if the employee declines?
The envelope moves to declined, nothing further is stamped, and the sender gets a Declined email carrying the reason typed. The IT manager is never invited. A declined envelope can still be voided with a note and a corrected one issued.
What happens if the employee never opens the link?
The devices are still Ledgerly's property, but the record of what was handed over is missing, which is the thing worth chasing. The envelope stays live for thirty days from creation, a window nothing in the app can change, and a Resend inside it issues a new link and retires the old one.
Build your own in about a minute
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Want the steps in the builder? Read Send a PDF for e-signature, then Send a document for signature. For everything this generator can do, see the signing flow maker.
Written and checked by the OneCraft team. Last checked .