Which Emails Does BreezeDoc Send? Notifications and Reminders

BreezeDoc emails signers when it is their turn, sends reminders every three days on paid plans, warns 3 days before expiry, and emails the signed PDF to all.

Prerequisites

• Automatic reminders: Individual Plan or Agency Plan
• Customized emails: Individual Plan or Agency Plan
• Team documents: reminders and customized emails follow the plan of the team's creator
• Expiration warnings and all other emails: every plan, including the Free Plan

Emails BreezeDoc Sends

Document Emails

Note: BreezeDoc does not email you each time a signer opens or signs. Follow progress on the document's Activity page instead.

Invoice Emails

• New invoice - your customer receives the invoice with a link to view it (and pay online if you connected Stripe or PayPal)
• Payment receipt - "Receipt for your payment to Your Name", sent to the person who paid

Team Emails (Agency Plan)

• Team invitation - "You have been invited to join Team name", with a link to accept

Automatic Reminders (Individual and Agency Plans)

How Automatic Reminders Work

• Interval: about every three days after the signer was emailed; the interval cannot be changed
• Maximum: 3 reminders per signer
• Content: the same email as the original signing email
• Per signer: each signer is counted separately; when one signs, the others keep receiving theirs
• Stops: when the signer signs, or after the third reminder
• Per document: you choose it each time you send

Turning On Reminders

1. Open your document and click Send to signers → Send via email.
2. On the Send for Signature page, tick Send reminders every three days (maximum 3).
3. Click Send for signature.

Things to Know

• On the Free Plan the reminder checkbox is shown but greyed out.
• Reminders are not shown as events on the Activity page.
• To email a signer right away, click Resend next to their name on the Documents page. This does not use up one of the 3 reminders.

Expiration Warnings

What Are Expiration Warnings?

Three days before a document expires, BreezeDoc emails each signer who has not signed yet: "Reminder: a document is waiting for your signature". This happens once, on every plan, for every document - all documents have an expiration date.

Setting the Expiration Date

• Choose the date in Document Expiration on the Send for Signature page. It is required and starts at 90 days from today.
• To change it later, open Send to signers → Generate links in the editor, change Document expiration:, and click Update.

After a Document Expires

• The signing link shows Document Expired, and Resend no longer works.
• Completed documents are not affected.
• To try again, clone the document and send the copy. See Document Expiration: Set, Change or End a Signing Deadline.

Customizing the Signing Email (Individual and Agency Plans)

How to Customize the Email

1. On the Send for Signature page, tick Customize email.
2. Write the Subject and Message.
3. Insert details with {{account.name}} (your name), {{document.title}}, {{recipient.email}}, and {{document.signing_link}}.
4. Click Send for signature. The custom subject and message apply to this document, including its reminders.

See Customizing Document Emails for examples.

Logo and Branding (Agency Plan)

• Upload your logo (PNG, up to 2 MB) in Settings → Account. It appears at the top of the emails signers receive.
• On the Agency Plan, these emails carry no BreezeDoc mark at the top and no BreezeDoc copyright line at the bottom.

Following Up

Checking a Document's Progress

1. Click Documents, find the document, and click Activity.
2. See when each signer was sent the email (Sent), opened the document (Viewed), and signed (Signed).
3. Use this to decide when to follow up personally.

More in How to Track Document Activity and Download the Audit Log.

Best Practices

• Tell signers to expect the email, so they look for it.
• Keep custom messages short and clear, with the action in the subject ("Please sign: Employment Agreement").
• Avoid spam triggers in custom emails: all caps, many exclamation marks, "act now".
• Check email addresses before sending.
• After the 3 reminders, follow up personally.

Troubleshooting

A signer says they did not receive the email

• Check the document's Activity page for a Sent event.
• Check the email address, and ask the signer to look in spam or junk and mark BreezeDoc emails as safe.
• Click Resend next to their name on the Documents page, or send them their Sign link yourself.
• Company email filters can block automated emails - ask the signer's IT team.

Automatic reminders are not being sent

• Reminders need the Individual Plan or the Agency Plan, and Send reminders every three days (maximum 3) must be ticked when you send.
• They stop once the signer has signed or received 3 reminders.
• The first reminder arrives about three days after the signer's email.

No expiration warning was sent

• It goes only to signers who have been emailed and have not signed, once, 3 days before the expiration date.
• If the expiration date was less than 3 days away when you sent the document, there is no warning.

My custom email was not used

• Customize email needs the Individual Plan or the Agency Plan. On a team document, the plan of the team's creator counts.
• It applies to the document you are sending - tick it again for each new document.

Still stuck? Email support@breezedoc.com.

Frequently Asked Questions

Are automatic reminders available on the Free Plan?

No. Automatic reminders need the Individual Plan or the Agency Plan. On any plan you can click Resend to email a signer again.

How many reminders does each signer receive?

Up to 3 automatic reminders, about three days apart. They stop earlier if the signer signs.

Can I change the reminder interval?

No. Reminders go out about every three days.

Will I be emailed when someone signs?

You are emailed once, when everyone has signed, with the completed PDF. Check the Activity page to see individual signatures.

Need more help? Contact our support team at support@breezedoc.com - we are here to help!