How to Sign Documents Online: A Comprehensive Guide to Secure and Legal eSignatures

Getting signing documents done on the internet is turning to be increasingly common and the maximum is the digital processes replacing the paper work ones. Digital signatures offer a complete, legally binding, and practical way of securing the authenticity and accuracy of documents.

There are several types of online document signing methods depending on the service you are using and the document being signed.

What is eSignature?

eSignature or electronic signature is the practice of digitally signing a document. Mostly it is used for signing such documents as contracts, invoices, forms and so on. Through eSignatures, businesses can save a lot of time, money, etc. and they can also help in preserving the environment by driving out paper-based workflows.

Popular eSignature Platforms Compared

The right eSignature provider for your business depends on your workflow and security needs. This article shortlists some of the top platforms in the digital signature space:

• DocuSign: DocuSign is known for its strong compliance tools and user-friendly interface, which makes it suitable for businesses of any size. The system supports complicated workflows and has smooth integrations with Salesforce and the apps of Microsoft.
• Adobe Sign: Adobe Sign is the most popular among users who are already within the Adobe ecosystem as it is tightly integrated with Adobe Acrobat and Creative Cloud. The software enables high-grade encryption, and it also has audit trails.
• PandaDoc: This tool serves well sales and contracts department. PandaDoc is an eSigning platform that is also packed with document automation and analytics for sales teams to track better conversions.

How Does it Work?

The process of signing documents electronically is simple. Simply, you have to upload the document to the eSignature platform, which may be a PDF or other format file. Once there, you could generate a secure link that can be accessed from any device and send it to the other parties to sign it. Once all parties have signed the document, it will be automatically saved and archived.

What are the Benefits?

There are several advantages of signing electronic documents using eSignatures, some of them are mentioned below:

• Saving time and money – Instead of being involved in printing, scanning, and couriering documents, an electronic signature can be acquired in a few minutes from any location. Besides, the companies are able to do significant cost savings by reducing the requirement of paper documents.
• Heightened security – eSignatures are legally binding and are superior in security to the manual ones. In addition, digital signatures are much less prone to counterfeit, and they have much more traceability in comparison to the traditional handwritten ones.
• Easier to track – Electronic signatures would make it easier to find out the people responsible for signing a document and the time that it was signed. Through this process, one can easily keep an eye on important documents and also ensure that all parties have signed the document in the right way.
• More options for you – With eSignatures, you do not have to be physically present in the same location or time zone with other individuals to be able to get the necessary signature on the document. This significantly simplifies the process of doing business for international companies who have to work with clients and partners abroad.

In general, applying your signature to a file using eSignature software not only safeguards the legality and clarity of the agreements but it is also an uncomplicated, secure, and inexpensive process. It’s no surprise businesses are increasingly resorting to digital signing solutions due to their variety of advantages.

Is it possible for you to sign electronically on a tablet?

Of course, you can definitely use household documents on a tablet. The only thing you need is an eSignature provider that provides the app or web application version that is compatible with any device. With the correct technology, electronically signing on your tablet or phone should be no problem and safe.

Well, you mentioned security?

Indeed, esignature is a safe method of signing documents. When we talk about service providers, they use different kinds of technologies like encryption, and digital certificates to ensure the signing process is secure. Moreover, all data that are transferred through the eSignature platform are encrypted and therefore cannot be viewed by other people. Thus, with eSignatures, it is fully guaranteed that no other person will breach the document.

Do digital signatures have any legal status?

Yeah, in a lot of countries worldwide, eSignatures are considered as legal as traditional signatures on paper. For instance, in the United States and Europe, the laws are now in place that allow digital documents and signatures to be the same as paper ones. In Australia, as well, this form of signature is considered valid in business agreements.

What’s the difference between eSignature and Online Notarization?

An eSignature refers to the signatory’s electronic version, which is used to signify intent and agreement. This method of signing over the internet is more of an online method for signing documents, making the whole process quick and easy, and availing the possibility of executing contracts and other legal documents without physically being present. Consequently, the document can be signed from any corner of the world hence this method is very convenient.

Online Notarization is a kind of service, which offers the ability to have a document notarized without any person involved in the signing being physically present, the notary in remote must be one who is authorized. In other words, remote notarization is when the person who needs the service is the only one who presents the documents and he doesn’t leave his/her home. Also, Online Notarization ensures an extra layer of protection since the signer’s identity and the authenticity of the document are verified by a trusted notary.

Electronically signing documents is an intuitive and fast process. This is the general process:

• Prepare the Document: Finalize the document and check if it’s formatted as required (PDF or DOCX).
• Upload to an eSignature Platform: Choose a provider and upload the document from your computer or mobile phone.
• Add Signature Fields: Create signature, date, or initials fields by dragging and dropping them accordingly.
• Send for Signing: Send recipients an email or generate a link.
• **Download the signed document.

The government and finance departments are the most common bodies that require notarization for their forms, not only because it strengthens the reliability of operations but also because the procedure involves a neutral and trusted third person as a witness to the transaction and execution.

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E-Singing for Good

Now that you’ve got the fundamental knowledge of eSignatures, you can take a shot at signing documents online right away! With a secure and reliable eSignature provider, you will be able to save time and money when it comes to your paperless processes. So if you want to save some resources, why not get started now? Get the electronic signature process going!

Frequently Asked Questions eSignatures FAQs

What is the course of action if a signed document must be invalidated or withdrawn?

If a record is signed and it becomes a matter of contesting or revoking, the first contact is typically going to be the eSignature service provider for the client. Usually, a review of the audit trail of the document is needed as well, and it is this record that makes known all the activities on the document, including the actions carried out while signing it and the persons involved. In legal proceedings, this information is valuable. On top of that, the client needs to speak with their lawyer to comprehend the rights and procedures in line with the local laws of the place of contract creation issued.

Are electronic signatures allowed in cases of all types of documents, i.e., the ones in need of witnesses and additional verification?

The huge majority of contracts and other documents are prepared electronically and, in the case of documents that need to have a witness or those that need additional identification, this is not an exception. However, in some cases, the applicability of the electronic signature law may vary from one country to another and from one industry to another.

The majority of business contracts, for instance, are still written and signed on paper and a wet signature affixed. However, the relative simplicity, security, and cost savings offered by the digital signature are reasons why the electronic signature process is not only used in general contract agreements but also in electronic contracts where the process is entirely automated.

It has not yet been investigated which documents can be legally signed electronically, but one thing is for certain, that wills, certain affidavits, and a few other legal forms must be signed in the presence of witnesses or be notarized, which is beyond a simple eSignature. In these instances, it is important to receive notary service online that also can be done remotely by law.

What are the criteria for a business to choose the best eSignature provider for their particular needs?

Selecting the right eSignature provider for their business requires business owners to consider a few factors. As for security measures, they have to check which encryption levels are provided by the provider, if it is not against the regulations of the industry like HIPAA for healthcare or FERPA for education. Besides, it also has to be simple to use, accessible to mobile phones, have integration with other business tools, provide customer support services, and contain a few choices of pricing models. Businesses can go for the option of demonstration or trial period first to see if the platform is suitable for their needs before procuring the service.