How to Sign Documents Online: A Practical Guide for Remote Teams and SMBs

What Are Online Document Signatures?

Online document signatures refer to the process of signing contracts, agreements, or any official documents electronically rather than using pen and paper. These signatures can be electronic or digital, where electronic signatures are a broad category including typed names or scanned images, and digital signatures use encryption to verify authenticity. For remote teams and small to medium businesses (SMBs), online signatures enable faster, more efficient workflows without the need for physical presence.

Benefits for Remote Teams and SMBsUsing online signatures saves time by eliminating printing, scanning, and mailing. It reduces costs associated with paper and postage. Accessibility improves since documents can be signed anytime, anywhere, supporting remote collaboration. Multiple signers can complete documents in sequence or parallel without delays. Additionally, online signatures help maintain organized records and reduce errors from manual handling.

How Online Document Signing Works: Step-by-Step

1. Prepare the Document: Upload your document in common formats like PDF or Word.
2. Add Signature Fields: Place signature boxes and any required form fields for dates or initials.
3. Set Recipients: Enter email addresses of signers, specifying signing order if needed.
4. Send for Signature: Share a secure link or email invitation for recipients to review and sign.
5. Track Progress: Monitor who has signed and send automated reminders to pending signers.
6. Download Final Document: Once all signatures are collected, download the completed file with an audit trail showing timestamps and activity.

How to Choose an Online Signing Solution

• When selecting an online signing tool, consider:
• Ease of Use: Intuitive interface for both senders and signers.
• Multi-Signer Support: Ability to set signing order and handle multiple recipients.
• Document Compatibility: Support for PDFs, Word documents, and other common formats.
• Security Features: Basic encryption and audit trails to track document activity.
• Integration Options: Compatibility with existing workflows and tools.
• Pricing Model: Transparent pricing without per-signature fees.
• Team Collaboration: Ability to invite multiple team members with admin roles.
• Customization: Option to create reusable templates for recurring documents.
• Expiration and Reminders: Features to set signing deadlines and send automated follow-ups.

Common Pitfalls When Signing Documents Online

• Skipping Verification: Not confirming signer identity can lead to disputes.

• Overlooking Expiration Dates: Documents left unsigned indefinitely can cause delays.

Security and Audit Basics

Online signing platforms typically use encryption to protect documents during transmission. Audit trails record each step, including timestamps and signer actions, providing transparency and accountability. While these measures enhance security, users should still follow best practices like verifying recipient emails and using secure networks.

Best Practices for Signing Documents Online

• Use clear, concise instructions for signers.
• Set signing order when multiple recipients are involved.
• Utilize reusable templates to save time on frequent documents.
• Enable automated reminders to reduce delays.
• Download and securely store completed documents along with audit trails.
• Regularly review access permissions for team members.

A Practical Option: GoSign (Example)

GoSign is an API-first e-signature software designed to support remote teams and SMBs. It allows sending documents to multiple recipients with customizable signing order and reusable templates. Users can add signature and form fields directly to documents and track signing status from a centralized dashboard. Automated reminders and expiration settings help manage workflows efficiently. GoSign also offers options for self-hosting and flat annual pricing, making it a practical example of an online signing solution.

Practical Checklist for Signing Documents Online

• [ ] Prepare and upload the document in PDF or Word format.
• [ ] Add all required signature and form fields.
• [ ] Define recipients and set signing order if multiple signers.
• [ ] Send the document via secure link or email invitation.
• [ ] Monitor signing progress and send reminders as needed.
• [ ] Download the finalized document with signatures and audit trail.
• [ ] Store completed documents securely for future reference.

FAQ

What is the difference between electronic and digital signatures?

Electronic signatures broadly include any electronic method of signing, such as typed names or scanned images. Digital signatures use cryptographic technology to verify the signer’s identity and document integrity.

Can I sign documents online without printing?

Yes, online signing eliminates the need to print, sign physically, and scan documents, enabling fully paperless workflows.

How do I add multiple signers to a document?

Most online signing tools allow entering multiple recipient emails and setting a signing order to ensure the document passes through all required parties sequentially.

Are online signatures secure?

Online signatures are generally secure when platforms use encryption and maintain audit trails that track signing activity and timestamps.

Can I use online signatures for Word documents?

Yes, many tools support uploading Word documents directly or converting them to PDF for signing.

How do automated reminders work?

Automated reminders are emails sent to recipients who have not yet signed, helping to speed up the signing process without manual follow-up.

Is it possible to set expiration dates on signing requests?

Yes, setting expiration dates ensures that signing requests are valid only for a limited time, preventing indefinite pending statuses.

Can I track the status of my documents?

Most platforms provide dashboards where senders can view who has signed, who is pending, and other document lifecycle events.

What should I do if a signer has trouble signing?

Provide clear instructions and ensure the signer has access to a compatible device and internet connection. Support from the signing platform may also be available.

Can I create templates for frequently used documents?

Yes, reusable templates can save time by standardizing recurring documents with predefined fields and settings.