Electronic Signature FAQs: Everything You Need to Know
Publish date: October 8, 2025
Handling paperwork no longer needs to be time-consuming or tied to a physical office. With electronic signature software, documents can be reviewed, signed, and shared in minutes. Businesses of every size now rely on e-signatures to speed up approvals, reduce manual work, and keep records securely stored online.
Electronic signatures are recognized around the world as a legitimate and secure way to complete agreements. This FAQ guide answers the most common questions about how e-signatures work, their legality, and how the right software can help your organization save time, cut costs, and maintain compliance with confidence.
Key Takeaways
Electronic signatures are legally valid worldwide when created through compliant systems that meet identification, consent, and document integrity requirements.
Different levels of e-signatures including simple, advanced, and qualified offer varying degrees of security and verification, allowing businesses to choose the right option for their needs.
Modern e-signature software provides encryption, audit trails, and identity verification, ensuring every document is authentic, traceable, and secure.
Most documents can be signed electronically, with only a few exceptions such as wills, property deeds, and certain government filings that still require physical or notarized signatures.
Adopting electronic signatures improves efficiency, reduces paperwork, and supports digital transformation, helping organizations save time, cut costs, and operate more sustainably.
General Questions
Electronic signatures have changed the way organizations manage documents. Instead of printing, scanning, or mailing physical copies, businesses can now send and approve agreements in just a few minutes. Understanding what electronic signatures are, how they work, and where they apply helps ensure that your team uses a secure and compliant system.
What is an electronic signature?
An electronic signature is a digital way of showing consent or agreement to a document. Instead of writing your name by hand, you sign electronically using a typed name, mouse, touch screen, or secure authentication method. When created through a compliant platform, an e-signature carries the same legal effect as a handwritten one.
Can an electronic signature be used across different devices?
Yes. Most electronic signature platforms are cloud-based, which means you can start signing on one device and finish on another. Documents remain synced in real time so that no data is lost and every step is tracked securely.
What’s the difference between an electronic signature and an electronic seal?
An electronic signature represents a person’s intent to sign a document. An electronic seal, on the other hand, is applied by an organization or institution to confirm the document’s authenticity and integrity. Both may appear together to strengthen validation and traceability.
Do e-signatures expire?
The signature itself does not expire, but the digital certificate that supports advanced or qualified e-signatures can. Even if that certificate later expires, the document remains legally valid for the transaction it was used for.
Can an electronic signature be revoked or withdrawn?
Once a document is signed, the signature cannot be erased, but a signer may withdraw consent to use electronic methods for future transactions. Before all parties have signed, some systems allow cancellation or rejection of a pending document.
Are electronic signatures accepted in court?
Yes. Courts worldwide accept e-signatures as valid proof of agreement when the platform provides an audit trail showing consent, identity verification, and document integrity. The audit trail acts as admissible digital evidence.
Can multiple people sign the same document electronically?
Yes. Electronic signature software supports multi-party workflows where several users can sign in a specific order or simultaneously. Each signature is logged with timestamps to confirm authenticity.
Do I need internet access to sign electronically?
Usually yes, because the process involves verifying your identity and securely uploading the signed file. Some advanced platforms offer offline signing that syncs automatically once you reconnect to the internet.
Is there a difference between an electronic signature and a scanned handwritten signature?
Yes. A scanned signature is simply an image of your name without any proof of identity or signing time. A true electronic signature contains metadata, timestamps, and authentication details that make it verifiable and legally binding.
Can electronic signatures be customized with branding or company logos?
Many business-grade tools let organizations add logos, colors, and custom email templates to create a consistent branded signing experience.
What happens if someone refuses to sign electronically?
Electronic signatures are based on consent. If a signer prefers a handwritten signature, you must offer a paper option or another accepted signing method.
How long should electronic signature records be kept?
Retention periods depend on jurisdiction and industry, but most businesses store signed documents and their audit trails for several years to meet compliance, tax, and legal requirements.
Legality and Compliance
The legal standing of electronic signatures is well established in most parts of the world. When implemented correctly, they hold the same authority as handwritten signatures. Their validity depends on compliance with recognized regulations that outline how electronic signatures must be created, verified, and stored. By understanding these requirements, organizations can maintain full legal compliance while confidently transitioning to digital processes.
What makes an e-signature legally valid?
An electronic signature is legally valid when it meets a few essential conditions that prove both the signer’s intent and the integrity of the document. These include:
Intent to sign: The signer must clearly show that they intended to approve or agree to the document.
Consent to use electronic means: All parties must agree to complete the transaction electronically.
Identification and authentication: The signer’s identity should be verifiable, often through email confirmation, access codes, or multi-factor authentication.
Integrity of the document: The content must remain unchanged after signing, with any modifications clearly visible.
Recordkeeping: The system should store a secure, tamper-evident copy of the signed document and its audit trail.
Electronic signature software automatically manages these elements, creating a clear record that can be presented in court if a signature is ever questioned.
Are there specific laws for e-signatures?
Yes. Most regions have established legal frameworks that define the use and validity of electronic signatures. While the details vary, they share the same goal which is to ensure that digital agreements are as trustworthy as traditional paper documents.
Here are some of the most widely recognized laws:
United States: The Electronic Signatures in Global and National Commerce Act (ESIGN Act) and the Uniform Electronic Transactions Act (UETA). These laws confirm that electronic signatures and records are legally binding if all parties agree to use them.
European Union: The Electronic Identification, Authentication, and Trust Services Regulation (eIDAS). It classifies e-signatures into three levels known as simple, advanced, and qualified, and gives them legal status across all EU member states.
Asia-Pacific and other regions: Many countries have their own Electronic Transactions Acts (ETA), which outline how electronic signatures and digital records are recognized under local law. Examples include Singapore, Australia, the Philippines, and Malaysia.
All these laws were created to promote trust in electronic commerce, allowing individuals and organizations to sign contracts and conduct business digitally without losing legal protection.
What are the requirements under the Electronic Transactions Act (ETA)?
The Electronic Transactions Act provides the foundation for legally valid digital agreements in several countries. While the exact provisions vary, most versions of the ETA share similar principles.
For an electronic signature to be accepted under the ETA, it must meet the following conditions:
Identification and intent: The signature method must identify the person signing and clearly show their intention to approve the document.
Reliability: The method used should be reliable and suitable for the purpose of the transaction.
Mutual consent: All parties involved must agree to use electronic means for signing and communication.
Integrity: The signed document must remain complete and unaltered after signing, with any changes easily detectable.
When electronic signature software is used, it automatically meets these standards through encryption, authentication, and secure storage. It also provides an audit trail that includes timestamps, signer identities, and detailed transaction records. This ensures that the signed document can stand as legal evidence if ever needed.
Types of E-Signatures
Electronic signatures can take different forms depending on how they are created, verified, and stored. Understanding the main types helps you choose the right level of security and compliance for your documents. Modern electronic signature software often supports all three categories, allowing organizations to select the option that best matches their needs.
What are the different types of e-signatures?
Electronic signatures are generally classified into three levels. Each level offers a different balance of simplicity, identity verification, and legal protection.
Simple Electronic Signature (SES)
A simple electronic signature is the most basic form. It can be a typed name, an uploaded image of a handwritten signature, or a click on a checkbox that indicates consent. SES is suitable for low-risk transactions such as internal forms, employee acknowledgments, or informal agreements.
Advanced Electronic Signature (AES)
An advanced electronic signature provides a stronger link between the signer and the document. It often involves identity verification steps such as unique access codes, email authentication, or one-time passwords. AES ensures that the signature is uniquely connected to the signer and that any later change to the document can be detected. It is often used for business contracts, financial documents, or supplier agreements.
Qualified Electronic Signature (QES)
A qualified electronic signature offers the highest level of assurance and is recognized in many jurisdictions as the legal equivalent of a handwritten signature. It uses a digital certificate issued by an accredited certification authority. QES is typically required for sensitive transactions such as government filings, legal contracts, or high-value financial documents.
Each level serves a different purpose, but all are legally binding when created through secure and compliant systems.
Are there different types of e-signature platforms?
Yes. Electronic signature platforms vary in their design and capability. Choosing the right one depends on how frequently your organization signs documents, how strict your compliance requirements are, and which systems you already use.
Common types include:
Basic e-signing tools for individuals or small businesses that only need simple document approval. These tools often focus on ease of use rather than deep customization.
Business-grade platforms designed for growing teams that require workflow automation, reusable templates, and integration with tools such as Google Workspace, Salesforce, or Microsoft 365.
Enterprise-level solutions built for industries that must meet advanced legal and regulatory standards. They include encryption, identity verification, and detailed reporting to satisfy compliance audits.
Reliable electronic signature software allows organizations to manage all these levels in one system, combining convenience for everyday tasks with advanced protection for sensitive transactions.
Security and Trust
One of the most common questions about electronic signatures is whether they are truly safe. Security is at the heart of every trusted e-signature platform. Reputable electronic signature software uses advanced technology to protect documents from tampering, verify signer identities, and maintain detailed records of every action taken. These safeguards ensure that every signature remains authentic and defensible, both legally and technically.
How do I know an e-signature is trustworthy?
A trustworthy electronic signature combines three important qualities: authenticity, integrity, and non-repudiation. Together, they prove who signed the document, confirm that it has not been altered, and prevent any party from denying their involvement.
Here are a few ways reliable electronic signature software maintains that trust:
Encryption: All data is securely encrypted during transfer and storage so that only authorized users can view or sign the document.
Identity verification: Signers may be asked to confirm their email, phone number, or identity through multi factor authentication before they can sign.
Tamper proof audit trails: Every step, including opening, viewing, and signing, is automatically recorded with timestamps and IP addresses. These logs can serve as legal evidence if needed.
Secure document storage: Completed documents are stored on encrypted servers, often with regional data protection compliance such as GDPR or SOC 2 certification.
When a document is signed, the platform creates a unique digital certificate or completion report that contains all relevant details about the signing process. This certificate proves that the document has not been changed after the signature was applied.
Are digital signatures more secure?
Yes. A digital signature is a type of electronic signature that uses cryptographic algorithms to link the signer’s verified identity to the signed document. It creates a unique digital “fingerprint” that cannot be duplicated or modified without detection.
Digital signatures provide additional assurance because they:
Verify the signer’s identity using a trusted digital certificate
Guarantee that the signed document has not been altered since the time of signing
Include a timestamp to confirm when the signature occurred
Are traceable and legally recognized under major e-signature laws such as eIDAS, ESIGN, and the Electronic Transactions Act
Most advanced electronic signature software incorporates digital signature technology automatically, giving every user enterprise-grade security even for everyday agreements.
By combining encryption, authentication, and transparent recordkeeping, digital and electronic signatures together offer a level of protection that traditional paper signatures cannot match. They not only keep your documents safe but also create a verifiable trail of trust that stands up in any legal or business setting.
Use Cases and Limitations
Electronic signatures are now used across almost every industry. From startups to global enterprises, organizations rely on electronic signature software to simplify document management, shorten approval cycles, and ensure records remain secure. Knowing which documents can be signed electronically and which still require a physical signature helps you use e-signatures correctly and with confidence.
What kinds of documents can I sign electronically?
Most business and personal documents can be signed electronically. Any form that requires consent, acknowledgment, or authorization is generally suitable for an e-signature. Common examples include:
Business agreements: Sales contracts, purchase orders, vendor agreements, service contracts, and renewals.
Human resources documents: Employment offers, onboarding forms, non-disclosure agreements, time-off requests, and performance reviews.
Real estate and property forms: Lease agreements, maintenance authorizations, and rental renewals.
Financial and administrative documents: Invoices, payment authorizations, account openings, and insurance paperwork.
Healthcare and education forms: Patient consent forms, medical authorizations, enrollment applications, and permission slips.
Because electronic signatures provide clear timestamps and verifiable records, they are ideal for industries that value compliance, transparency, and efficiency. Many companies also integrate their e-signature software with CRM, HR, or accounting systems so documents move automatically through approval workflows.
Are there documents that cannot be signed electronically?
Yes, while electronic signatures are widely accepted, certain types of documents still require handwritten or notarized signatures under local law. These are typically high-stakes legal or personal documents where extra layers of verification are required. Examples include:
Wills, codicils, and testamentary documents
Marriage, divorce, or adoption papers
Court orders or legal pleadings
Property deeds or transfers of land ownership
Some government filings and regulatory forms
In these cases, the law may require a signature witnessed in person or notarized using specific procedures. However, some regions are now adopting remote online notarization (RON) and electronic notarization, which allow these processes to be completed digitally under strict conditions.
For most business activities, though, electronic signatures are more than sufficient. They provide the same legal protection, faster turnaround times, and a complete record of every signer’s actions.
Choosing a Provider
Selecting the right electronic signature software is an important decision for any organization. The ideal platform should make the signing process simple for users while meeting all legal, security, and compliance standards behind the scenes. A reliable provider not only ensures valid signatures but also integrates smoothly with your existing tools, helping your team work more efficiently every day.
What should I look for in an e-signature provider?
When evaluating electronic signature software, it helps to focus on both usability and trust. The right provider should combine strong security with a smooth, intuitive experience for everyone involved in the signing process. Key factors to consider include:
Legal compliance: Choose a platform that complies with major e-signature laws such as the ESIGN Act, UETA, eIDAS, and the Electronic Transactions Act. Compliance ensures your signed documents will be recognized in court and across international borders.
Security and data protection: Look for encryption, secure storage, and certifications like SOC 2 or ISO 27001. These confirm that the provider follows strict standards for data handling and privacy.
Ease of use: The software should make signing, sending, and tracking documents effortless. A clean interface helps users complete signatures without confusion or extra steps.
Integration capabilities: Check if the platform connects with your existing systems, such as Google Workspace, Microsoft 365, Salesforce, or other business tools. Seamless integration reduces manual work and keeps your data consistent across applications.
Audit trails and tracking: A detailed record of every signing event, including timestamps and IP addresses, provides proof of authenticity and supports compliance audits.
Support and reliability: Responsive customer support and transparent pricing help ensure that the platform continues to serve your organization as it grows.
Electronic signature software is not only about convenience. It becomes part of your business infrastructure, ensuring every document you send, sign, or approve remains compliant and secure. Choosing a provider with the right balance of reliability, affordability, and innovation helps build lasting trust with clients and partners.
Can I get a document notarized electronically?
In many regions, yes. Electronic notarization, also known as e-notarization, allows a notary public to verify and certify documents digitally. This process uses secure video conferencing and identity verification tools to confirm the signer’s identity and apply a digital notary seal.
Some jurisdictions also allow remote online notarization (RON), which lets the notary and signer be in different locations during the notarization session. This approach has become increasingly popular for real estate, financial, and legal transactions, especially when parties are located in different cities or countries.
Before proceeding, it is important to check whether electronic notarization is recognized in your state or country. Laws vary, and in some areas, certain documents may still require an in-person notary. If supported, your electronic signature software may integrate with a trusted notarization service, allowing the entire process to take place securely online.
The Future of Document Signing
Electronic signatures are redefining how organizations manage agreements and approvals. What once required paper, printers, and physical meetings can now be completed in minutes with complete legal assurance. By combining convenience, compliance, and security, e-signature technology has become a trusted standard for modern business operations.
As more industries adopt digital transformation, electronic signatures will continue to evolve with stronger encryption, seamless integrations, and wider global recognition. Embracing this shift not only streamlines workflows but also positions your organization for a fully paperless, secure, and efficient future.