Have you ever been asked to e-sign a document or PDF? Have you ever signed anything online?

You never know when you might need to create an electronic signature. As more transactions shift online, chances are you’ll need to digitally sign something soon, if you haven’t already.

This article demystifies the process of creating electronic signatures by answering some common questions and walking step by step through the process.

How do we use digital signatures?

Common scenarios for using electronic signatures are:

  • Sales contracts
  • Purchase orders
  • Vendor/supplier agreements
  • Change orders
  • New customer forms
  • Real estate contracts 
  • Intellectual property licensing & other legal agreements
  • Non-disclosure agreements
  • Employee onboarding
  • Parental consent and age verification

As you can already guess, there are quite a few reasons why using electronic documents and signatures is better than paper documents and traditional handwritten signatures. A huge one is the environment. Imagine being able to process millions of documents without printing them out, saving all that paper as well as the landfill space when the documents are eventually tossed out.

Another is the way this technology enhances workflows by reducing turnaround times because you don’t have to print anything out and mail it. Everything changes by only having to manage a PDF file. 

Types of electronic signatures

Electronic signatures can take several different forms. These range from image signatures (just dropping an image file with your signature in the document) to formal document-signing platforms like DocuSign. 

Electronic signature apps and platforms are fast and easy to set up and use. E-signatures can be used in just about any type of document, including:

  • Business contracts 
  • Offers of employment
  • Invoices
  • Purchase orders
  • Sales contracts

Digital signatures are like the next-level version of electronic signatures, using advanced technology certified by trusted third parties called certificate authorities. They meet the strict requirements of highly regulated industries by providing better security and enhanced authenticity, ensuring your documents are tamper-proof and verifiable. 

Step-by-step guide to creating an electronic signature

So, how do you digitally sign a document?

Paid software method

Step 1: Sign up for an account.

  • Choose an e-signature software. There are many to choose from—these include but are not limited to SignWell, DocuSign, and Adobe Acrobat Sign.

Step 2: Upload your document

  • Navigate to the document on your device and upload it to the server.

Step 3: Add your signature

  • In general, there are three options for adding a signature (type, draw, upload a signature image) to your doc.
  • Using your chosen method, place the signature on the document. Most software will employ a helper “wizard” to guide you through the process.
  • Save and finalize the signed document.

Alternative methods for creating electronic signatures

Using Microsoft Word

  • If the Word document contains a signature field, you can place your signature image directly on the signature line and sign.
  • If you are using the Word app on your phone or other mobile device, place the cursor where you want the signature and choose “insert” and “signature line” from the menu, signing with your finger. Using this method, you don’t need special electronic signature software.

Using Google Docs

  • You can place a signature image, but to create a new signature, you need an add-on with Google Docs.

Using Adobe Reader DC

  • First, open a PDF document in the Adobe Acrobat Reader DC application. Click the “Fill & Sign” button in the right pane. Click the “Sign” button on the toolbar and select “Add Signature” to add your signature.
  • Save the document.

FAQs about electronic signatures

Are you who you say you are? A word about authentication

Just like in a paper world, there is some trust involved. When you go into a bank, they trust you’re the person you say you are. The use of Qualified Electronic Signatures uses a key to ensure who you are, and one day, electronic signatures may even be more secure than signing in person.

Already in countries like Estonia, they are supplying digital citizens with cards they can swipe that will allow them to sign any document, start a business, and transact with a bank.

Should I use my full name?

You don’t have to use your full name unless you’re matching a previous authorized signature. You have the flexibility to use just your initials or any variation that feels right to you. This allows you to choose the option that best suits your needs and comfort level.

You can use any set of initials, or combinations of your first, middle, and last name.

Legal equivalence to a handwritten signature 

Using electronic signatures lets you sign documents digitally with the same legal weight as putting pen to paper. By using e-signatures on your documents, you’re simplifying your processes and saving time, all while knowing everything is official and secure.

Is this true for both a Mac and Windows computer?

Yes. All the above information is equally applicable to a Mac or Windows environment.

Do I need a stylus to sign my name on a touchscreen, or can I use my finger?

You can sign your name with a touchscreen if you’re using a laptop computer with a touchpad, or you can use your finger or a stylus on a touchscreen. You can also use a mouse to draw your signature directly onto the screen. 

What’s an electronic signature audit trail?

An electronic signature audit trail is basically just a log that tells who signed the document and when. E-signature companies use secure software to capture and protect this information.

The future of digital signatures

The more time we spend in the digital world, the more work these apps and platforms will need to do to ensure that contracts and transactions are on the up and up. 

Technology will help save time, reduce costs, and enhance the accuracy and security of all our transactions. It’s more convenient in our day-to-day lives and ensures compliance with the ever-increasing regulatory standards and the needs of businesses worldwide. 

As we continue to embrace this and other technologies, like AI and quantum computing, there is a call to developers to further streamline the process, making it even more accessible and user-friendly.