Patterns
Help users to…
Complete a form that needs a second signer
Use with caution: CandidateUsage
When to use this pattern
- When a form legally requires 2 signatures from different people. Use this pattern when a VA form requires signatures from 2 distinct parties, such as a claimant plus a physician, examiner, witness, fiduciary, or facility representative, and those parties can’t reliably be in the same place at the same time.
- When the form flow is sequential, not simultaneous. Use this pattern when the first person must complete and sign their portion before the form is routed to the second signer. The second signer then reviews the first signer’s information, may complete additional fields of their own, and adds their own signature.
When not to use this pattern
- For single-signer forms. The routing, authentication, reminder, and expiration infrastructure this pattern requires isn’t justified if only 1 signature is needed.
- When both parties are in the same place. If both signers can complete the form together in 1 session, consider a single form flow with 2 signature fields on the same page. For example, VA Form 10-10CG includes separate signature blocks for both the Veteran and caregiver on the same page.
- When the second party doesn’t need to sign. If a third party only contributes supporting information without a legal signature, use standard form fields rather than this routing pattern.
Form flow
In this pattern, the 2 signers play distinct roles that vary by form type:
- Signer 1: The person who initiates the form, typically the Veteran, claimant, or applicant
- Signer 2: The second party who must review and sign, typically a physician, caregiver, witness, fiduciary, or certifying official
Signer 1 completes their portion of the form and designates Signer 2
- Invite email sent to Signer 2 with a link to review and sign
- Reminder emails sent to Signer 2 at configured intervals before the deadline
- Does the link expire before Signer 2 responds?
- YES → Link expires. Both signers are notified → Does Signer 1 want to start a new form?
- YES → Signer 1 starts a new form: The process begins again
- NO → Use print fallback: Signer 1 downloads a PDF to sign by hand
- NO → Signer 2 responds
- Signer 2 opens the form. Some forms require authentication before viewing any content.
- Access granted (auth succeeded or not required) → Signer 2 reviews Signer 1's read-only fields and completes their own portion
- Is the information correct?
- YES → Signer 2 signs the form → Signer 1 and Signer 2 receive a notification email → Form submitted: Both signatures merged into one PDF
- NO → Signer 2 contacts Signer 1 directly (outside the digital flow) → Signer 1 starts a new form: The process begins again from the start
- Is the information correct?
- Authentication fails (when required by form) → Signer 2 cannot access the form → Does Signer 1 want to start a new form?
- YES → Signer 1 starts a new form: The process begins again
- NO → Use print fallback: Signer 1 downloads a PDF to sign by hand
- Access granted (auth succeeded or not required) → Signer 2 reviews Signer 1's read-only fields and completes their own portion
- Signer 2 opens the form. Some forms require authentication before viewing any content.
- YES → Link expires. Both signers are notified → Does Signer 1 want to start a new form?
- Does the link expire before Signer 2 responds?
- Reminder emails sent to Signer 2 at configured intervals before the deadline
How to design and build
Anatomy
This pattern spans several pages and a notification layer. The standard VA form template flow (Introduction → Steps → Review → Confirmation) is used for the form pages, and the email template is used for the notifications sent to signers.
Signer 1 form flow
Use the Introduction page template. Explain that the form requires a second signature and that Signer 1 will need to provide Signer 2's contact information before starting.
Use the Form step template. This is the first form step, placed before any other form content, so users know early that a second signature is required. Signer 1 provides Signer 2's name and email address here.
Structure this as its own dedicated form chapter. This ensures it appears as a distinct, labeled accordion on the Review page so Signer 1 can easily verify the contact details before submitting.
Set the user up for success. Many users are surprised to learn a second signature is required, and others may be unsure who qualifies. If the second signer requirements may be unclear for your form, address them directly on this page using help components. Refer to the component decision flowchart to choose the right component for each question.
[Place or person] contact information
Tell us who to contact at the [place or person]. We'll email them and ask them to review and sign your [form, application, claim].
[Describe eligibility criteria for this form. Example: A second signer must be a licensed caregiver, legal guardian, or other authorized representative.]
[Describe what happens if the second signer doesn't sign. Example: If [person or place] doesn't sign within [X days], your request will expire and you'll need to start over.]
After designating a second signer, Signer 1 continues through the rest of the form as usual. These steps aren't unique to this pattern and will vary depending on the form's requirements. Use the standard VA form template for these steps.
This pattern only defines the steps that are specific to the two-signer flow. Work with your form team to determine what additional steps are required for your form.
Modeled after the address verification pattern, this page shows a summary of the name and email Signer 1 entered and asks them to confirm before continuing.
- Yes continues to the Review page.
- No, I need to edit redirects back to the designate page. After corrections, Signer 1 returns here to confirm before proceeding.
Confirm [person or place] contact information
Review the contact information before we send [person or place] a request to sign your [form, application, claim]. If anything is wrong, go back and edit it before continuing.
[Person or place] contact information
First name: Jane
Last name: Smith
Email address: jane.smith@example.com
Use the Review page template. Signer 1 reviews all form sections in collapsed accordions and completes the Statement of Truth. The second signer contact information appears as its own accordion.
Use the Confirmation page template. Set expectations for the handoff: who was contacted, the signing deadline, what reminders will be sent, and the print fallback option if the link expires.
Sent after Signer 1 submits their portion. Use the Email template and Email and text notifications guidance. Include:
- Confirmation their portion was received
- Signer 2's name, email, and signing deadline
- What happens if Signer 2 doesn't sign in time
- Contact information for questions
Sent after Signer 2 signs. Include:
- Confirmation that Signer 2 has signed and the form has been submitted
- Next steps or expected processing timeline
Signer 2 form flow
Signer 2 accesses the form only via the link emailed to them.
Sent after Signer 1 submits their portion. Include:
- The form name and why their signature is needed
- A link to access the form
- The signing deadline
- Contact information for questions
Use the Introduction page template. Signer 2 lands here from the invitation email. This page explains the context and warns Signer 2 not to sign if any information is wrong. Some forms require Signer 2 to sign in with a verified account before proceeding. This is only required when Signer 2 will view personally identifiable information.
Use the Form step template. Shows Signer 1's submitted fields as read-only. The fields displayed are configurable per form. Any fields Signer 2 is required to fill out follow the read-only section.
Applicant details
This is who applied to [additional context]. The applicant submitted this information and you can't change the information here.
Applicant information
Applicant name: Alex Wilson
Applicant relationship to the Veteran: Family member
Applicant phone number: 123-456-6511
Applicant email address: cem@mail.com
If any of this information is incorrect, don't sign this [form, application, claim]. Contact [person] and ask them to submit a new [form, application, claim] with the correct information.
Depending on the form, Signer 2 may need to complete additional steps beyond reviewing Signer 1's information. These steps vary by form and are not defined by this pattern.
Use the Review page template. Signer 2 reviews collapsed accordion sections and completes the Statement of Truth before submitting.
Use the Confirmation page template. Confirms Signer 2's signature, and provides a PDF download.
Sent after Signer 2 submits. Include:
- Confirmation we received their signature
- The form name
- A note that we notified Signer 1 and we'll process the form
- Contact information for questions
Sent after we receive both signatures. Include:
- Confirmation that Signer 2 submitted the form
- Next steps or expected processing timeline
If Signer 2 doesn’t sign
If Signer 2 doesn’t respond before the link expires, the following emails are sent to keep both signers informed.
Sent before the deadline if Signer 2 hasn't signed. The cadence is configurable per form. Include:
- A reminder that we still need their signature
- Time remaining before the link expires
- The link to access the form
If Signer 2 selects an expired link, they land on an error page. This page should:
- Communicate that the link has expired and can no longer be used to sign
- Explain that we notified Signer 1 and they can restart the process or use the print fallback
- Give Signer 2 a path forward by directing them to contact Signer 1
This link has expired
The link to review and sign this [claim, application, form] is no longer valid. Links expire after [X days] for security reasons.
What you can do
Contact [Signer 1's name] and let them know the link has expired. They'll need to start a new [form, application, claim] or download a paper version of the form for you both to sign by hand.
Sent to both parties when the link expires. Include:
- Notice that the link has expired
- For Signer 1: Options to start a new form or use the print fallback
- For Signer 2: A note that we notified Signer 1 and will take action
- Contact information for questions
Form status
Follow the Stay informed of their form submission status pattern for guidance on surfacing statuses in My VA and through email notifications. The two-signer flow maps to supported My VA statuses as follows:
- Draft: Signer 1 is filling out the form
- Submission in progress: Signer 1 submitted and waiting for Signer 2 to sign
- Received: Both signatures received and submitted to system of record
- Action needed: Link expired without Signer 2 signing
[Form name]
VA Form [XX-XXXX]Next step: We sent your [form, application, claim] to [person or place] for their signature. They must sign by [expiration date]. We'll email you when they sign or if the link expires.
If you have questions, call us at
How this pattern works
- Asynchronous, email-based routing. Signer 1 initiates the routing. We reach Signer 2 by a link via email, so both can complete from different locations and times.
- Sequential completion. Signer 1 always completes and signs before Signer 2 is invited. The flow enforces the order.
- Optional authentication gate for Signer 2. Authentication requirements vary by form. If Signer 2 will view personally identifiable information, they must sign in with a verified account before seeing any form content. If no PII is displayed, sign-in may not be required.
- Read-only protection of Signer 1’s data. Signer 2 can see but not change what Signer 1 entered. Which fields are shown to Signer 2 is configurable per form. Signer 2 may also have their own fields to complete depending on the form.
- Configurable reminders and expiration. Reminder cadence to Signer 2, status updates to Signer 1, and the expiration window are set per form type.
- Single merged output. Both parties’ contributions merge into 1 final PDF with both signatures, then submit automatically via API.
- Print fallback. If the digital routing stalls or the link expires, a downloadable PDF version of the form is available so both parties can sign by hand.
Usability guidance
- Collect second signer contact information as the first form step. Place the step where Signer 1 provides Signer 2’s name and email before any other form content. Many users skip the introduction page, so this ensures they’re aware a second signature is required before they’ve invested significant time in the form.
- Set proper context up front. Getting signatures can be a confusing process. Users might not know who qualifies as a second signer or what happens after the form is submitted. Without clear context, this uncertainty becomes a pain point if the process doesn’t go smoothly or users feel unsure about what to do next.
- Structure the second signer contact information as its own form chapter. Keep the name and email fields for Signer 2 in a dedicated section separate from all other form fields. This ensures they appear as a distinct, labeled accordion on the Review page, making it easier for Signer 1 to find, verify, and correct before submitting.
- Set expectations at the handoff. On Signer 1’s confirmation page, tell them the form now depends on Signer 2, roughly how long Signer 2 has to respond, and that they’ll receive updates.
- Make read-only fields clear and visually distinct. Convey to Signer 2, both visually and in copy, that certain fields can’t be changed and explain why.
- Stress the importance of accuracy when entering Signer 2’s contact information. A typo in the name or email can delay the form submission. Add inline guidance at the point of entry.
- Communicate status changes plainly to both parties. Both signers should receive timely, plain-language updates at each stage: sent, reminded, expiring, expired, completed.
- Offer the print fallback option before frustration sets in. If the digital routing stalls or the link expires, Signer 2 can download a PDF version of the form to sign by hand and mail in. Surface this option early and don’t wait until after expiration to mention it.
Print and mail fallback
Offer the print and mail fallback only in specific scenarios. A print option should not be surfaced as a standard or convenient alternative and should be reserved for when Signer 2 genuinely has no other way to participate digitally.
When print may be appropriate
Print is appropriate when Signer 2 is unlikely to be able to use the digital flow. Common scenarios include:
- Signer 2 is a family member or informal caregiver with limited access to technology, no email account, or difficulty navigating online forms
- Signer 2 is an elderly Veteran or another person who doesn’t use the internet regularly
- The digital link has expired and Signer 2 is unwilling or unable to restart the process
How to handle the print fallback
- Don’t surface print as a primary path. Mention it only after the digital options have been exhausted or failed, such as on the link expired notification rather than the invitation email.
- Explain clearly what printing requires. Both signers must sign the same physical document. Instruct users to download the pre-filled PDF, print it, have both parties sign it in ink, and mail or deliver it to the appropriate VA address.
- Set realistic expectations. Paper submission takes longer to process than digital submission. Tell users what to expect.
- Don’t penalize users who need print. The fallback must be accessible, clearly explained, and supported.
Page templates available for this pattern
- Forms - Introduction page template: Explains the two-signer flow before Signer 1 starts
- Forms - Form step template: Signer 1’s and Signer 2’s input steps
- Forms - Review page template: Reused in read-only mode to show Signer 1’s data to Signer 2
- Forms - Confirmation page template: Signer 1 invite-sent confirmation and Signer 2 completion confirmation
- Email template: Use for all notification emails in this pattern (invitation, reminder, confirmation, completion, and link expired)
Content considerations
- Identify each party’s role clearly. Tell each signer what they’re signing and what their signature certifies.
- Explain why Signer 2’s contact information must be accurate. The link routes to the email address Signer 1 provides, so a mistake can delay the form submission.
- Tell Signer 2 why certain fields are read-only. Don’t just disable the fields. Explain that Signer 1’s information is protected because they already submitted it.
- Write all notification email copy in plain language. Invitations, reminders, status updates, and expiration notices must follow VA content standards and be consistent in voice and tone. Use the Email template and the Email and text notifications content guidance. At minimum, the notification layer should include:
- Invitation email: Sent to Signer 2 with the link, context about the form, and the expiration date
- Reminder email(s): Sent to Signer 2 as the deadline approaches
- Expiring soon email: A final warning before the link expires
- Completion email: Sent to Signer 1 confirming that Signer 2 has signed and the form has been submitted
- Communicate the expiration window and consequences to both parties. Both signers need to know how long they have and what happens if they miss the deadline. A window of 30–60 days is typical for VA forms, but set the window based on the urgency and complexity of the specific form.
- Explain the print fallback in plain language. If the digital routing stalls or the link expires, Signer 2 can download a PDF version of the form to sign by hand. Surface this option at the point where Signer 1 would use it and don’t bury it in a help section.
Accessibility considerations
Display Signer 1’s information as content, not form fields. Present previously submitted information as structured content rather than disabled or read-only form controls.