Bulk Sending Offer Letters and NDAs

To bulk send offer letters or NDAs, build one template with roles and merge fields, upload a CSV with one row per recipient, map the columns to the fields, and send. Each person receives a separate envelope, signs a personal copy and gets their own audit trail. Nobody sees anyone else's name or terms. This guide covers the setup, the checks that prevent expensive mistakes, and what to do with the results.

Bulk send exists for one situation. You have the same document for many people, with a few details that differ per person. Twenty offer letters for a seasonal intake. An updated NDA for sixty contractors. A policy acknowledgement for the whole company. Preparing each one by hand is slow and invites copy and paste errors, and those errors land in documents people sign.

Bulk send or one envelope with many signers

These two are often confused, and choosing the wrong one causes real trouble.

	Bulk send	One envelope, many signers
Copies of the document	One per recipient	One shared by everyone
Who sees whom	Recipients do not see each other	Every signer sees all names and signatures
Personal details	Different per copy, from the CSV	Identical for all
Completion	Each copy completes on its own	Complete only when everyone has signed
Use for	Offer letters, NDAs, policy acknowledgements	A contract between several parties

If the document is an agreement between your company and each person individually, use bulk send. If it is one agreement among several parties, use a single envelope with a signing order.

Step 1, build the template

A template is a document with its fields and roles saved for reuse. Good templates make bulk sending safe, because every decision about layout and fields is made once, calmly, and not sixty times in a hurry.

Start from the final wording

Have the text approved before you build anything. Upload the PDF, or a DOCX that is converted for you. Changing the wording later means rebuilding the template.

Define roles, not people

A role is a placeholder for a signer, such as Candidate, Contractor or Hiring manager. Fields belong to roles. When you send, each role is filled by a real person. In a bulk send, the role that changes per row is filled from the CSV, and a fixed role such as the company signatory stays the same on every copy.

Place the fields

Add a signature field and a date signed field for each signing role. Then add the fields that carry the personal details.

Text fields for details that differ per person, such as job title, start date, salary or the contractor's company name
Name and email fields that fill themselves from the recipient
A checkbox where the signer must confirm something explicitly

Make the personal fields wide enough for the longest value in your list. A job title that fits "Analyst" will cut off "Senior Customer Success Manager". The templates page explains roles and shared team libraries in more detail.

Step 2, prepare the CSV

The CSV is a plain spreadsheet export with a header row and one row per recipient. It needs a name and an email for the role that varies, plus one column for every merge field.

Columns for an offer letter

name	email	job_title	start_date	annual_salary	manager
Jordan Avery	[email protected]	Account Executive	November 2, 2026	$72,000	R. Alvarez
Marcus Oyelaran	[email protected]	Support Specialist	November 2, 2026	$54,000	T. Lindqvist

Columns for an NDA

Usually fewer. Name, email, company name, and perhaps an effective date and the project the NDA covers.

Rules that save you from bad rows

Format values exactly as they should appear. The text is placed into the document as written. Write "$72,000" and "November 2, 2026", not 72000 and 11/2/26.
Watch spreadsheet auto formatting. Spreadsheets like to turn dates into numbers and strip leading zeros. Set those columns to text before exporting.
Remove duplicates. The same email twice means two envelopes to one person.
Trim spaces. A trailing space in an email address is a common cause of bounces.
Save as UTF-8. Names with accents survive only in UTF-8.
Use personal, working addresses for candidates. A candidate has no company inbox yet.

Step 3, map, preview and test

After uploading the CSV you match each column to a field in the template. Then stop and check before sending anything.

Read the validation result. Rows with a missing or malformed email are flagged. Fix the file and upload again; do not skip the rows and forget them.
Preview the first, the last and the longest row. Look at the actual page with the values filled in. Check that nothing is cut off and nothing overlaps.
Send a batch of one to yourself. Make a CSV with a single row using your own address. Open the email, sign the document as the recipient would, and read the finished PDF.
Have a second person check salary and dates. Two minutes of review is cheap next to a wrong figure in a signed offer.

Step 4, send and track

When you send, one envelope is created for each row. They go out in a steady stream, not all in the same second, which keeps delivery reliable. The batch view shows how many were sent, opened, completed or failed, and each envelope can be opened on its own to see its trail.

Reminders and expiry apply to every envelope in the batch. For offers, set an expiry that matches the acceptance deadline in the letter. Our guide on signing order, reminders and audit trails has intervals that work for offers and for routine documents.

Adding a company signature

If each copy needs a signature from your side, you have two choices. Put the company signatory first, which means that person signs every copy before candidates receive theirs. Or put the recipient first and countersign completed copies afterwards. For large batches, many teams prefer a letter that is issued by the company and accepted by the recipient alone, which keeps one person from becoming the bottleneck. Ask your legal adviser which form your offers need.

Step 5, handle the stragglers

A day or two after sending, the batch view tells you who needs attention.

Failed delivery. The address is wrong. Get the right one and send that person a single envelope from the same template.
Not opened. Confirm the address through another channel. Offer emails sometimes sit in spam folders at personal mail providers.
Opened, not signed. The person is deciding. A call from the hiring manager does more than a fourth reminder.
Declined. Read the reason. If terms change, void that envelope and send a corrected one. The other envelopes in the batch are not affected.

Mistakes that cost the most

Shifted columns

A stray comma in one cell can push every later value one column to the right, so a salary lands in the start date field. Previewing several rows catches this. A value that contains a comma must be wrapped in quotes, which spreadsheet exports do for you and hand edited files often do not.

Sending one shared envelope by accident

Adding thirty people as signers to a single envelope shows every person's name to all the others and blocks completion until the last one signs. For individual agreements, always use bulk send.

Editing the template after sending

Envelopes already sent keep the version they were created with. If you find an error in the wording, void the affected envelopes and send again. Do not assume a template edit reaches documents that are already out.

Forgetting the quota

Each row is one envelope and counts toward your monthly allowance. Sixty NDAs use sixty envelopes. Check the remaining quota before a large batch.

Is a bulk sent document as valid as an individual one

Yes. From a legal and evidential point of view each recipient has an ordinary envelope. They receive their own invitation, consent to electronic records, sign their own copy, and the completed PDF is sealed with its own certificate listing every event with a UTC timestamp. Nothing about the way the envelope was created weakens it. The audit trail page shows what each certificate records. For employment documents, check local rules, because some countries require a specific form for parts of an employment relationship.

Limits and plans

In our electronic signature software, bulk send is part of the Plus plan and above. Plus allows up to 200 recipients per batch within 500 envelopes a month, and Pro allows up to 1,000 per batch within 2,000 envelopes a month. Templates with roles are unlimited on both. Larger lists can be split into several batches. The bulk send page describes the feature and the pricing page lists the plans. HR teams will also find the HR onboarding page useful for the documents that follow a signed offer.

A checklist before you press send

Wording approved and uploaded as the template document.
Roles defined, fields placed and wide enough.
CSV has a header row, one row per person, no duplicates, UTF-8.
Values formatted exactly as they should read in the document.
Columns mapped, first, last and longest rows previewed.
Test batch of one signed and reviewed.
Reminders and expiry set, quota checked.

Frequently asked questions

What is bulk send in e-signature software?

It sends one template to many recipients at once and creates a separate envelope for each. Every recipient signs a personal copy and cannot see the other recipients.

Can each recipient get different details in the document?

Yes. Columns in the CSV fill merge fields in the template, so each copy can carry its own name, job title, start date, salary or company name.

Do recipients see each other in a bulk send?

No. Each envelope is private to its recipient and any fixed signers from your side.

How many people can I send to at once?

With us, up to 200 per batch on Plus and up to 1,000 per batch on Pro, within the monthly envelope quota of the plan. Longer lists are sent as several batches.

Does each bulk sent copy have its own audit trail?

Yes. Each completed envelope produces a sealed PDF with a certificate of its own, recording when that person was invited, opened the document, consented and signed.