Request a Copy of a Signed Professional Services Agreement

Make the request easy to answer

The recipient may handle several projects or agreements, so include enough detail to distinguish yours: the project or service, the other party’s legal or business name as you know it, and an approximate signing or start period if available. Use a subject line that signals both the document and the action you need.

Be precise about the problem without assuming the other party caused it. For example, say that your files contain a draft but not a fully signed copy, or that the attachment you have appears to omit a signature page. This gives the recipient a useful search clue and avoids turning a records request into a dispute.

Subject: Request for signed services agreement — [project or engagement]

Ready-to-edit email

Replace each bracketed field with information you can verify. Keep the request neutral and ask for a complete copy, not just a page showing signatures. If you know there are schedules, statements of work, or amendments, name them so the recipient can include the associated documents.

To: [recipient name] <[recipient@example.com]>
Subject: Request for signed services agreement — [project or engagement]

Hello [recipient name],

I’m updating our records for [project or services] between [your organization’s legal name] and [other party’s legal name]. Our files currently include [briefly describe what you have, such as an unsigned draft dated [date]], but I can’t locate a complete executed copy.

Could you please send the complete version signed by all parties, including any attached schedules, statements of work, or amendments that form part of it? If more than one version was signed, please let me know which version is the final one and include the relevant signed copy or copies.

If your records show that the agreement was not signed by everyone, please let me know what signature or document is still outstanding. You can send the copy by replying to this email or tell me the appropriate secure way to receive it.

Thank you,
[your name]
[your role or organization]
[your contact details]

Check the parties and engagement

When a copy arrives, compare the party names with the organizations involved in the work. A trading name, abbreviated name, parent company, or individual may appear instead of the name you expected. Do not silently treat those as interchangeable; if the difference is unclear, ask the other party to confirm which entity the document identifies.

Also check that the agreement concerns the right project or services. A familiar title alone may not be enough if the parties worked together on several engagements. If the document’s scope or named project differs from your records, note the discrepancy and request clarification.

• Do the parties’ names match the organizations you expected?
• Does the scope or project reference identify the right engagement?
• Are the listed signers identified with the relevant parties?

Verify the version and its attachments

Compare the document date, title, and version details with the draft or correspondence in your files. Look for changes to the scope, fees, dates, or other terms you recognize as having been agreed. This is a records check, not a substitute for reviewing the document carefully or resolving a substantive disagreement.

Check that referenced schedules, statements of work, and amendments are included or clearly accounted for. If the agreement refers to an attachment that is missing, ask for it. If you receive several files, ask which one is the final signed agreement and how the related documents fit together.

For instance, if your folder contains a draft called “[project] services agreement” and the received copy has a different date and a new statement of work, ask: “Could you confirm whether this is the final version and send the statement of work referenced in it?”

Confirm signature status without guessing

Inspect the signature blocks and any included signature pages. Check whether each expected party has a signature, and whether names, titles, and dates are present where you would expect them. A partial scan or a page from a signing process may not show the complete agreement, so ask for the full executed document rather than inferring status from one page.

If a signature is absent, illegible, or appears on a separate page, ask the sender to clarify whether all parties signed and to provide the complete version held in their records. If they say it was not fully signed, ask what remains outstanding. Keep the response with the agreement so your records show what was confirmed.

Close the loop and file the record

After checking the copy, reply promptly if anything is missing or inconsistent. Make the question specific—such as asking for a missing schedule or clarification of a party name—and avoid editing the received file in a way that could make it unclear which version was provided. Save the email exchange with the document using a descriptive filename and retain any related signed amendments together.

You can consider the request complete when you have a readable, complete copy; the parties and engagement are identifiable; the version is clear; and the signature status has been confirmed or any outstanding step has been identified. If a discrepancy affects what you believe was agreed, pause before treating the record as settled and ask the appropriate contact for clarification.