5 Common Mistakes When Setting Up Document Templates

Great templates can cut your document turnaround time in half. Bad templates create confusion, errors, and frustrated signers. Here are the five most common mistakes we see, and how to avoid them.

Mistake #1: Too Many Required Fields

We've seen templates with 30+ required fields for a simple NDA. Every additional field is friction that can cause signers to abandon the process.

The fix: Only require what's truly necessary. If you can pre-fill information (like company name or date), do it. If a field is nice-to-have but not essential, make it optional.

Mistake #2: Unclear Field Labels

Fields labeled 'Text 1', 'Signature 2', or 'Date Field' tell signers nothing. They have to read the surrounding document to figure out what goes where.

The fix: Use descriptive labels that make sense in isolation. 'Signer's Full Legal Name', 'Project Start Date', 'Authorized Signature' are all clear and specific.

Mistake #3: Ignoring Mobile Users

Over 40% of documents are now signed on mobile devices. Templates designed only for desktop often have tiny signature areas, fields that overlap, or text that's impossible to read.

The fix: Always preview your templates on mobile before publishing. Make signature areas at least 100 pixels tall. Use adequate spacing between fields. Consider the thumb zone for important actions.

Mistake #4: No Conditional Logic

A single template shouldn't try to handle every scenario. We've seen 20-page templates where signers have to skip through pages that don't apply to them.

The fix: Use conditional logic to show only relevant sections. In Siglot.ai, you can create rules like 'If contract value > $50,000, show executive approval section'. This keeps documents focused and reduces errors.

Mistake #5: Forgetting the Audit Trail

Your template should capture everything needed for a complete record. That means clear identification of who signed, when, and what version of the document.

The fix: Include a signature block with name, title, date, and company. Add a document ID or version number. Siglot.ai automatically captures IP addresses and timestamps, but explicit fields help with quick visual verification.

Bonus: The Template Checklist

Before publishing any template, run through this checklist:

Need help optimizing your templates? Our customer success team offers free template reviews for Pro and Business customers.