How to Create an Electronic Signature

What Is an Electronic Signature?

An electronic signature is a digital representation of a person's intent to agree to the contents of a document or form. It serves as a method to validate consent or approval without requiring a handwritten signature on paper. Electronic signatures can take various forms, such as a typed name, a drawn signature using a mouse or touchscreen, or an uploaded image of a handwritten signature. Key elements often include timestamps and metadata like IP addresses to track when and where the signature was made.

Electronic Signature vs. Digital SignatureWhile often used interchangeably, electronic signatures and digital signatures differ in security and technical complexity. An electronic signature is a simple method of signing electronically, such as typing or drawing a signature. A digital signature, on the other hand, involves cryptographic techniques using certificates and keys to ensure document integrity and signer authenticity through hashing. Digital signatures provide a higher level of security but may require more specialized tools.

Common Methods to Create an Electronic Signature

• Typing your name: Many platforms allow users to type their name and convert it into a signature style.
• Drawing your signature: Using a mouse, stylus, or touchscreen, you can draw your signature directly on a document.
• Uploading an image: A scanned or photographed handwritten signature can be uploaded and placed on documents.
• Using signature templates: Some tools let you save and reuse signature styles for faster signing.

Step-by-Step Guide: How to Create an Electronic Signature

1. Choose your method: Decide whether to type, draw, or upload your signature.
2. Select a document: Open the PDF or document file that requires a signature.
3. Insert signature: Use your chosen method to place the signature in the appropriate spot.
4. Add additional fields: If needed, include date, initials, or other form fields.
5. Save or send: Save the signed document or send it directly to recipients for further signatures.
6. Track and store: Keep a copy of the signed document and any audit trail for reference.

How to Choose an Electronic Signature Tool

• When selecting a tool for creating electronic signatures, consider the following criteria:
• Ease of use: Look for intuitive interfaces that allow quick signature creation.
• Compatibility: Ensure support for common file types like PDFs and Word documents.
• Security features: Check for options like audit trails, timestamps, and secure document sharing.
• Reusability: Ability to save and reuse signatures or templates for recurring documents.
• Multi-recipient workflows: Support for sending documents to multiple signers in a specific order.
• Device support: Compatibility with desktops, tablets, and smartphones.
• Pricing model: Flat fees or subscription plans that fit your budget without per-signature charges.

A Practical Option: GoSign (Example)

GoSign is an API-first electronic signature platform that allows users to send documents to one or multiple recipients for signing. It supports creating reusable templates, setting signing orders, and adding signature fields directly to documents. Users can share secure links for online signing and track document status from a centralized dashboard. GoSign also provides audit trails with timestamps and offers options for self-hosting or flat annual pricing, making it suitable for freelancers, remote workers, and small business owners seeking straightforward e-signature solutions.

Security and Audit Basics

Electronic signature tools often include security features such as:

• Audit trails: Detailed logs showing when and by whom a document was signed.
• Timestamps: Records of the exact signing time.
• Secure links: Unique URLs that restrict access to authorized signers.
• Document integrity: Measures to detect any changes after signing.

These features help maintain trust and transparency in remote signing processes.

Common Pitfalls to Avoid

• Using unsecured platforms: Avoid tools that do not provide encryption or secure access.
• Skipping audit trails: Without logs, tracking signature history becomes difficult.
• Ignoring device compatibility: Ensure signers can access documents across devices.
• Not verifying signer identity: Basic identity checks can prevent unauthorized signing.
• Overlooking document format support: Confirm that your tool supports the file types you use.

Best Practices for Using Electronic Signatures

• Always verify signer identity through email or other means.
• Use templates for recurring contracts or invoices to save time.
• Set expiration dates on signing requests to encourage timely responses.
• Send automated reminders to pending signers.
• Keep copies of signed documents and audit trails organized.
• Regularly update software to maintain security standards.

Practical Checklist for Creating an Electronic Signature

• [ ] Choose your signature method (type, draw, upload).
• [ ] Select a compatible electronic signature tool.
• [ ] Upload or open the document to be signed.
• [ ] Insert your electronic signature in the correct location.
• [ ] Add any additional required fields (date, initials).
• [ ] Save the signed document or send it for others to sign.
• [ ] Track the signing status and send reminders if needed.
• [ ] Download and store the finalized document and audit trail securely.

FAQ

What is the easiest way to create an electronic signature?

The easiest way is to use an electronic signature tool that allows typing your name or drawing your signature directly on a document. Many platforms provide simple interfaces for this purpose.

Can I create an electronic signature on my phone or tablet?

Yes, most electronic signature tools are compatible with mobile devices, allowing you to sign documents using touchscreens or styluses.

Is it possible to reuse an electronic signature?

Many tools let you save your signature or create templates, enabling quick reuse for multiple documents.

How can I send a document to multiple people for signatures?

Choose a tool that supports multi-recipient workflows and allows setting a signing order or sending secure links to each signer.

What security features should I look for in an electronic signature tool?

Look for audit trails, timestamps, secure document sharing, and the ability to track document status to ensure security and transparency.

Can I add other form fields besides signatures?

Yes, many platforms allow adding basic form fields such as dates, initials, checkboxes, and text fields to documents.

How do I know if my electronic signature is valid?

Validity depends on the context and jurisdiction. Using tools that provide audit trails and secure signing processes helps maintain trust, but specific legal requirements vary.

What file formats support electronic signatures?

PDF is the most common format, but many tools also support Word documents and other popular file types.

Can I set expiration dates for signing requests?

Some electronic signature platforms allow setting expiration dates to ensure documents are signed within a specific timeframe.

How do I track the status of a document I sent for signature?

Look for tools with dashboards or tracking features that show when documents are opened, signed, or pending action.