Creating a template saves you time when you send the same document repeatedly

A template in DocuSign is a pre-built document with fields already marked for signatures, initials, dates, and other information. Instead of uploading the same document and placing fields in the same spots every time, you upload once, set it up, save it as a template, and reuse it. DocuSign templates work across your account — anyone with access can pull the template and send it out with the fields already in place.

You create a template by uploading a document, marking where signatures and other information go, then saving the whole setup under a name you choose. The next time you need that document signed, you select the template instead of starting from scratch. This cuts your setup time from several minutes to seconds.

Key Takeaways

  • Templates save the field placement and layout you create, so you do not have to mark signature spots and date fields every time you send the same document.
  • You create a template by uploading a document, adding fields, and clicking the save-as-template option before sending.
  • Templates live in your DocuSign account and can be used by anyone in your organization who has access to them.
  • You can edit a template after you create it, and changes explore only to documents you send going forward, not to documents already sent.

Upload your document and add fields

Start by logging into your DocuSign account and clicking the Send button (usually in the top left). Select Upload and Send and choose the document file from your computer. DocuSign accepts PDF, Word, Excel, and several image formats.

Once the document appears on screen, you will see a toolbar on the right side with field options. Click each field type you need — Signature, Initial, Date, Text, Checkbox, and others — then click on the document where that field should appear. A box will show up marking that spot. Repeat until all the fields you need are placed. Do not worry about exact positioning yet; you can adjust fields by dragging them.

As you add fields, DocuSign asks you to assign each one to a recipient. If the document goes to one person, all fields go to that person. If it goes to multiple people (like a manager and an employee), assign each field to the correct person. This tells DocuSign who needs to sign or fill in each part.

Save the document as a template instead of sending it

After you finish placing fields, look at the bottom right of the screen. You will see a button that says Send and, next to it, a dropdown arrow. Click that arrow and select Save as Template. Do not click Send — that would send the document out instead of saving it for later use.

DocuSign will ask you to name the template. Use a clear name that describes what the document is — for example, "Employee Offer Letter" or "Contractor NDA". Avoid vague names like "Document 1" because you will not remember what it is when you need it weeks later. You can also add a description (optional) that explains what the template is for or any special instructions.

Click Save and your template is created. You will see a confirmation message. The document is now stored in your DocuSign account and ready to use.

Find and use your template when you need it

The next time you need to send that document, click Send and look for a Templates tab or option. Click it and you will see a list of all templates you have created. Find the one you want and click it. DocuSign will load the document with all your fields already in place — no need to add them again.

Fill in the recipient information (names, email addresses) and any variable details that change each time (like dates or amounts). The fields themselves are already positioned exactly where you put them the first time. Review the document to make sure everything looks right, then click Send.

Edit a template after you create it

If you need to change a template — add a field, remove one, or adjust positioning — click Templates, find the template in your list, and look for an Edit option (usually three dots or a pencil icon next to the template name). Click it and the template opens in edit mode.

Make your changes the same way you did when you first created it: add fields, remove fields, or drag fields to new positions. When you are done, click Save. The changes explore only to documents you send going forward. Any documents you already sent using the old version of the template are not affected.

If you decide you no longer need a template, you can delete it from the same menu. Deleting a template does not affect documents you already sent; it only removes the template from your account so you cannot use it for new documents.

Share templates with your team

If other people in your organization need to use the same templates, DocuSign lets you share them. The exact steps depend on your account type. In most cases, you go to Templates, find the template, and look for a Share option. You can then give access to specific people or to your whole team.

Shared templates appear in other people's template lists when they click Send. They can use the template just as you do, but they cannot edit it unless you give them editor permissions. This keeps templates consistent across your organization — everyone is using the same version with the same fields in the same places.

Common mistakes to avoid

The most common mistake is clicking Send instead of Save as Template. If you do this, the document goes out to recipients and you have to start over to create the template. If it happens, you can still create a template from a document you already sent — go to your sent documents, find it, and save it as a template from there.

Another mistake is assigning fields to the wrong recipient. If you have a document that goes to two people and you accidentally assign all fields to one person, the other person will not see anything to sign. Before you save the template, double-check that each field is assigned to the right person.

A third mistake is using a template name so vague that you cannot find it later. "Template 1" or "Document" will confuse you when you have dozens of templates. Spend 10 seconds naming it clearly the first time.

Frequently Asked Questions

Can I use a template that someone else created?

Yes, if they shared it with you. Shared templates show up in your template list when you click Send. You use them the same way you use your own templates. You cannot edit a shared template unless the person who created it gave you editor access.

What happens if I edit a template after I have already sent documents with it?

Changes to a template only affect new documents you send going forward. Documents you already sent keep the old version of the template. The recipient sees what they saw when you sent it, not the updated version.

Can I convert a document I already sent into a template?

Yes. Go to your sent documents, find the one you want to turn into a template, and look for an option to save it as a template. DocuSign will preserve all the fields you placed and let you give it a new name.

Do I need to pay extra to use templates?

Templates are included in all DocuSign plans. There is no additional cost to create or use them.

Can I delete a template without affecting documents I already sent?

Yes. Deleting a template only removes it from your account so you cannot use it for new documents. Documents you already sent are not affected and remain in your sent folder with all their signatures and information intact.