How to Send a Group Card to Coworkers (and Email the Finished Card)
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Quick answer: To send a group card to coworkers, create an online group card, then share its signing link with colleagues by email, Teams or Slack so they can add messages. When everyone has signed, seal the card and send the finished-card link to the recipient, either by email from the site or in your own message.
"Sending a group card" covers two separate jobs. First, you send the card to your colleagues so they can sign it. Then you send the finished card to the person it is for. Mixing the two up is how surprises get spoiled. This guide walks through both, with timing tips for busy and hybrid teams.
New to digital cards? Our step-by-step guide to creating a group card online covers the set-up from scratch.
How do I send a group card to coworkers to sign?
Copy the card's signing link and post it wherever your team talks: email, Teams, Slack or WhatsApp. Anyone with the link can sign, and on SignThisCard they do not need an account.
Before you share, you will need to create a free organiser account and verify your email address. Then:
- Open your card's sharing options.
- Choose how to share:
- General signing link: one link for everyone. Best for team chats and email lists.
- Individual invitation links: one personal link per person, each accepting one signature. Best when you need to track specific people.
- Email invitations: sent to colleagues' email addresses.
- QR code: handy on a meeting-room screen or a printed note in the kitchen.
- Write a short invite message with the occasion, the deadline and a note that no account is needed.
- Post it somewhere the recipient will not see it.
For a channel-by-channel breakdown, see where to post the signing link.
A sample invite message
Hi all, it's Tom's last day on Friday. I've set up a leaving card we can all sign online (no account needed, takes two minutes): [link]. Please add your message by Thursday 3 pm. Please don't forward this to Tom!
If there is a gift, add a line about it. SignThisCard does not collect money, so paste a separate collection link or bank details for the gift in the same message.
How do I send a group card by email?
When signing is finished, seal the card, then enter the recipient's email address and use the email send button, or copy the finished-card link into your own email. The recipient does not need an account to open it.
Here is the sending process on SignThisCard:
- Preview the card. Read every message, check names and look at the photos.
- Remove anything that should not be there. As organiser, you can remove messages, such as duplicates or test notes.
- Seal the card. Sealing closes signing. It cannot be reopened, so only seal when you are sure.
- Send it:
- Option A: enter the recipient's email address and use the email send button.
- Option B: copy the finished-card link and paste it into your own email, Teams chat or message.
The recipient clicks Reveal card, and the card opens like a book: the cover first, then pages of messages, signatures and photos, plus music if you added it.
Which option should I choose?
| Email from the site | Copy the link yourself | |
|---|---|---|
| Effort | Lowest | A minute longer |
| Personal touch | Standard | You can add your own note |
| Control over timing | Sends when you press the button | You can use your email or chat app's own scheduling |
| Best for | Quick sends | Leaving cards, a manager's note, scheduled sending |
In our view, copying the link into your own message is better for workplace cards. A short note from the team lead ("We'll miss you, Tom, from all of us in finance") makes the moment feel personal.
When is the best time to send the card?
Send it when the recipient has a moment to enjoy it: the morning of a birthday, or a few hours before a leaver's final goodbye. Avoid the last ten minutes of someone's last day, when they are handing over a laptop.
SignThisCard does not send cards automatically on a set date. The date you enter records the intended sending date. You can set an email reminder from 0 to 365 days before that date, which arrives around 9 am UK time, and then send the card yourself. Our article on timing and scheduling a group card explains workarounds, including scheduled email.
If you want the message to land at a precise time, seal the card, copy the finished-card link and use your own tool's scheduling:
- Outlook has a schedule send / delay delivery option.
- Gmail has Schedule send behind the arrow next to Send.
- Microsoft Teams lets you schedule chat messages.
- Slack lets you schedule a message from the arrow next to the send button.
Check how your company's version works, because menus vary.
How do I keep the card a surprise?
Keep the signing link out of every channel, email list and group chat the recipient is part of. The recipient only sees the card when you send them the finished-card link.
Practical habits:
- Create a separate chat or email thread without the recipient.
- Check distribution lists before you press send. "All finance" probably includes the person you are celebrating.
- Ask people not to forward the link.
- Name the thread something low-key.
Our guide on keeping a group card secret until the big day covers awkward cases, such as when the recipient is your manager or the team admin.
Common mistakes when sending a group card to colleagues
- Posting the signing link in the team channel the recipient is in. The most common way surprises get spoiled.
- Sealing too early. Late signers cannot be added afterwards.
- Sending the signing link to the recipient by accident. Double-check which link you copied: the signing link and the finished-card link are different.
- Sending at a bad moment. A card on a Saturday for someone who left on Friday feels like an afterthought.
- Forgetting people outside your team, such as former colleagues or other departments.
- Missing the free-plan limit. The free card allows up to 15 signers; for a big team, the £1.99 Single Card allows unlimited signers.
UK and US notes
In the UK, the most common workplace cards are leaving cards, birthday cards and retirement cards. In the US, people often say farewell card, going-away card or coworker birthday card. The process is the same. If your team spans time zones, send the finished card during the recipient's working hours, not yours.
Key takeaways
- Sending a group card to coworkers involves two steps: sharing the signing link with colleagues, then sending the finished card to the recipient.
- Signers can sign through a general link, individual invitation links, email invitations or a QR code.
- The finished card can be emailed from the site or sent as a link in your own email or chat.
- Sealing closes signing permanently and cannot be reopened.
- SignThisCard does not send cards automatically on a date; it offers a reminder email instead.
Frequently asked questions
Can I send the group card through Microsoft Teams?
Yes. Copy the signing link into a Teams chat or channel for colleagues to sign. Once you have sealed the card, paste the finished-card link into a private chat with the recipient. Make sure the recipient is not in the chat where you shared the signing link, or they may open it early.
Does the recipient need an account to open the card?
No. The recipient clicks the finished-card link, presses Reveal card and the card opens in their browser like a book. They can flip pages with arrows, keyboard keys or a swipe. Only the organiser needs a free account, and signers do not need one either.
Can I send the card to the recipient's personal email?
Yes. You can enter any email address for the recipient, which is useful for leavers who are about to lose access to their work inbox. Ask their permission or check with a close colleague first, and never put that address in a shared channel.
Can I send the card to more than one recipient?
Each card is designed for one recipient. If a couple or a small team shares an occasion, you can send the same finished-card link to each of them yourself. Remember that anyone with the finished-card link can open the card, so only share it with the intended people.
What if someone wants to sign after I have sent it?
Once a card is sealed, signing is closed and cannot be reopened. That is why a clear deadline and a preview matter. If someone misses out, they can send their own message separately, or you can mention them in your covering note when you send the card.
Can I print the card for someone who prefers paper?
Yes. Open the print view to print the card or download a PDF. Printed and PDF copies do not play music or animations, but they keep every message, which makes a nice keepsake for a retirement or a long-serving colleague.
Conclusion
To send a group card to coworkers, share the signing link with your colleagues (not the recipient), give a clear deadline, then seal the card and email it or send the link at the right moment. Two links, two audiences, one happy colleague.
When you are ready, create your team's card and share the link in minutes.