What to do when the other party won’t sign

It is the moment everyone fears after an inspection: you send the report, and the other party refuses to sign. Or worse, they simply go quiet. Here is the reassurance first: a report is not broken by a missing signature. What matters, at the Rental Dispute Center and anywhere else, is proving that the party had a fair opportunity to review and respond. Snagify documents that opportunity automatically, from the first email to the last reminder. This tutorial shows you exactly what happens, what to do, and what your report is worth at the end.

Step 1: Send the remote signature link (1 minute)

From the report page, request each party’s signature. They receive an email with a personal link and sign from their own phone, no app, no account. The link stays valid for 7 days from the moment you send it, and every step from here is recorded: when the request was sent, whether the report was opened, when reminders went out.

[SCREENSHOT 1: the report page with the signature request buttons per party]

Step 2: Let the reminders do the work (days 1 to 7)

You don’t need to chase anyone. Snagify sends automatic reminders on day 1 and day 3, each one stating the deadline and what happens without a response. You are notified at every step: when the report is opened without being signed, when each reminder goes out, and when the window is about to close.

If the other party asks for more time, use Extend and resend: the same link, with a fresh 7-day window. Extending is generous and it shows. Every extension is one more documented opportunity.

[SCREENSHOT 2: the agent notification showing “Report opened, not signed yet”]

Step 3: If they refuse, the refusal becomes part of the record

A party who disagrees can refuse to sign and state their reason. That is not a failure of your report; it is a documented position. The report records the refusal with its timestamp and the stated reason, verbatim, and every other signature stays exactly where it is. A refusal with a weak reason, printed next to timestamped photos, usually speaks for itself.

[SCREENSHOT 3: the PDF signature block showing REFUSED TO SIGN with the reason quoted]

Step 4: If they stay silent, the silence is documented too

This is where Snagify goes further than any paper process. When the 7-day window closes without a response, the report is filed as it stands, and the silent party’s signature block tells the whole story, dated:

• Signature requested on the date you sent it
• Report viewed by recipient, if they opened it, with the date
• Reminders sent, with their dates
• Not signed within the 7-day signing period

Read that block the way a judge would. The party was invited, often looked at the report, was reminded twice, and chose not to respond. Silence stops being a hole in your file and becomes part of the evidence.

[SCREENSHOT 4: the PDF opportunity block with requested, viewed, reminders and the closing line]

Step 5: The report is filed, and everyone gets their copy

When the signing period ends, the report’s status becomes Signing period ended, never “incomplete”. The cover states it plainly: filed on that date, with the signatures collected. Every party who signed receives the final PDF by email, so each side holds the same document. And if the silent party clicks their link later, they see exactly when the period ended and who to contact.

One thing Snagify will not do is reopen a closed window. A signing period that could be quietly reopened would weaken every report; a closed one is a fact.

[SCREENSHOT 5: the report page showing the “Signing period ended” status]

What this is worth in a dispute

No tribunal can force someone to sign. What the RDC weighs is whether the evidence is identified, dated, photo-backed, and whether the other side had a fair chance to contest it. A Snagify report signed by one party, with the other party’s documented refusal or documented silence, checks every one of those boxes. Read more about what makes a report carry weight.

The worst position is the opposite one: no report, or a report the other side can claim they never saw. Twenty minutes of proper check-in and a documented signature process close both doors.

Frequently asked questions

Can I still use the report if only I signed it? Yes. The report keeps its value for the parties who signed, and the other party’s response, or absence of one, is documented alongside. A one-sided report with a documented opportunity beats no report every time.

What if they say they never received the email? The report records when the request was sent, when it was opened, and when reminders went out. If they genuinely missed it, use Extend and resend: same link, fresh 7-day window, one more documented invitation.

Does a refusal make my inspection invalid? No. A refusal changes the report’s status to disputed and records the stated reason. Your photos, timestamps, findings and your own signature are untouched. Disagreement is documented, not erased.

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