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How To Sign A Document Electronically: Step-by-Step

September 2023

The capacity to electronically sign papers has become essential for business professionals in the modern digital era. Gone are the days of printing, signing, and scanning documents. You can now sign a document electronically in a few clicks, which will save you time and streamline your business procedures. Step by step, this article will show you how to sign documents online with assurance, allowing you to stay ahead in the business arena and streamline your operations, regardless of your experience level.

What Is an Electronic Signature (E-Signature)?

A handwritten signature that may be used to sign electronic documents is known as an electronic signature (esignature). It serves as a safe, legally-binding mechanism to authenticate the signatory's identity and intent to sign the document. Electronic signatures can be generated in multiple ways, ranging from entering a name to drawing a signature on a touch screen or employing a digital signature pad.

The utilization of these methods is widespread in sectors like finance, real estate, healthcare, and legal services, as they serve to accelerate processes, reduce paper-based transactions, and optimize operational efficiency.

The Electronic Signatures in Global and National Commerce (ESIGN) Act, the Electronic Transactions Act, and the Electronic Identification and Trust Services Regulation (eIDAS) are just a few of the international laws and regulations that apply to electronic signatures. These regulations ensure that electronic signatures are protected and as legally binding as traditional written signatures by giving them legal validity and enforceability.

How Does Electronic Signature Work?

Encrypted technology is used in electronic signatures to protect both the identity of the signatory and the document being signed. A distinct digital fingerprint, or hash, is created and added to a document when it is signed electronically. With the help of this hash, any modifications made to the document after the signature will be recognized, preventing tampering.

Digital certificates, SMS verification, and email authentication are only some of the additional methods used to verify the signer's identity. By doing so, it is made sure that the person signing is who they say they are and that their desire to sign is recorded.

Businesses can boost efficiency by streamlining procedures, decreasing paper-based transactions, and implementing secure and effective electronic signatures. Businesses can benefit from incorporating this technology into their operations since it provides a legally binding way to sign documents.

How To Sign A Document Electronically

Electronic signatures provide a convenient and secure way to sign documents without the need for physical copies or in-person meetings. Here is a step-by-step process on how to sign a document electronically:

Choose an electronic signature creation tool: There are various online tools available for creating electronic signatures, such as Adobe Reader, Signnow, Windows, Words and Artlogo. Select a tool that is user-friendly and suits your needs.
Sign up for an account: After selecting a signature creation tool of your choice, create an account by entering your name, email address, and any other required details.
Upload the document: Use the signature creation tool to upload the document that needs to be signed. This can usually be done by clicking on the "Upload" or "Choose File" button and selecting the document from your computer or cloud storage. Follow the instructions on the screen until you reach the next step.
Create your signature: Utilize the signature creation tool to create and customize your signature. Depending on the tool, you can either use your mouse or a touchscreen to draw your signature, or you can upload an image of your existing signature.
Place your signature on the document: After creating your signature, utilize the signature creation tool to attach it to the document where it belongs. If necessary, you might also be able to include more details like dates and initials.
Review and finalize: Before finalizing the document, review it to ensure that all the necessary fields are properly filled out and that the signature appears correctly. Make any necessary edits or adjustments before proceeding.
Finalize and save the document: Once you are satisfied with the document and signature placement, finalize it by saving a copy. Most electronic signature tools allow you to save the document as a PDF or other common file format.
Share or send the document: Depending on your needs, you can now share the signed document with others or send it to the intended recipients. This can be done through email, file-sharing platforms, or by providing a download link.

What Types Of Electronic Signature Are There?

There are three different kinds of electronic signatures: qualified, advanced, and basic. Basic electronic signatures can be any type of electronic signature, including inputting a name at the conclusion of an email or scanning a handwritten signature. Advanced electronic signatures are more secure and include extra steps, like a digital certificate, to confirm the signatory's identity.

The most secure electronic signatures are those that are qualified, and these require a digital certificate that has been granted by the government that authenticates the signer. Financial, medical, and legal services are just a few of the heavily regulated areas that regularly employ these kinds of signatures.

What's The Difference Between an Electronic Signature and a Traditional Signature?

Electronic signatures offer a digital substitute that can be carried out online and remotely whereas traditional signatures, entail physically signing a document with a pen. With electronic signatures, you may sign papers more quickly and easily without having to print, scan, or mail them. Their high standards of security and compliance allow businesses to cut down on costly and inefficient paper processes.

Top 5 Benefits of Electronic Signature

Time-saving

Electronic signatures allow for the quick and easy signing of documents, contracts, and agreements without the need for printing, scanning, or mailing. This can save businesses valuable time and increase productivity.

Cost-effective

By reducing the need for paper-based transactions, businesses can save money on printing, postage, and storage costs.

Safety and Security

Electronic signatures offer a high level of security and compliance, ensuring that documents are not tampered with and that the signatory's identity is confirmed.

Speed and Convenience

Electronic signatures can be carried out online and remotely, making it faster and easier for businesses to sign documents from anywhere in the world.

Legally Binding

Electronic signatures have the same legal validity as traditional signatures, providing a safe and effective means to sign papers.

Is There a Difference Between Digital and Electronic Signatures?

Yes, there is a difference between digital and electronic signatures. While electronic signatures are a type of digital signature, they are not the same thing. Digital signatures use data encryption technology to provide an added layer of security, ensuring that the document has not been tampered with or altered in any way.

They also require integrity with the use of a digital certificate for the authenticity of the signer's identity. Electronic signatures, on the other hand, can be as simple as a scanned image of a signature or a typed name. While they are still secure, they may not offer the same level of protection as a digital signature.

What Is a Digital Signature?

A digital signature is an electronic symbol that is used to verify the authenticity and integrity of a digital document. It is essentially an electronic signature that is created using a combination of mathematical algorithms and encryption keys. Digital signatures are widely used in the business world to authenticate important documents, contracts, and agreements.

How To Create A Digital Signature

Choose a digital signature provider: Research and choose a reliable digital signature provider like Artlogo that provides a secure infrastructure for creating and managing digital signatures.
Create a digital ID: Sign up for a digital signature account with the provider and provide your basic information.
Upload your signature: Using a digital pen or taking a photo of your signature, upload it to the digital signature provider.
Customize your signature: Adjust the size, font, and color of your signature to match your preferences.
Verify your identity: Verify your identity through a secure process defined by the digital signature provider.
Insert your signature: Once your identity is verified, you can use it to create and sign documents.
Save and share: After inserting your signature, save the document and share it with the relevant parties.
Verify signature authenticity: The digital signature provider will use a digital certificate to ensure the authenticity of your signature and the document.
Store your signature: The digital signature provider will securely store your signature for future use.
Update your signature: If you need to update your signature, simply repeat the steps above.

By following these simple steps, you can quickly and easily create your own digital signature, helping you to review and sign important documents securely and efficiently.

Creating a Signature Image or Drawing

A digital signature can be made in one of two ways: by scanning your handwriting or by drawing it using a digital pen. Simply sign a piece of white paper with a dark marker if you'd rather make an image, then scan or photograph it. Upload the image to the provider of digital signatures after saving it as a JPEG, PNG, or PDF file.

If you'd rather draw your signature, you may do it with a touchscreen device and a digital pen or pad to make it uniquely yours. Once you've finished creating your signature, save it as an image or use digital signature software to digitally sign papers straight on your device.

With Artlogo's digital signature services, it's simple to upload, customize, and use your signature on paper whether you'd rather produce an image or draw it by hand. You may sign documents using Artlogo knowing that your signature is secure, legitimate, and legally enforceable.

Are Electronic Signatures Accepted In All Countries?

Globally, electronic signatures are increasingly becoming accepted as a valid means of signing documents. However, there are regional differences in the laws and rules governing electronic signatures. The majority of nations have legislation that, under certain circumstances, considers electronic signatures to be equivalent to handwritten ones.

A legal foundation for the use of electronic signatures is provided in the United States, for instance, by the Electronic Signatures in Global and National Commerce Act (ESIGN) and the Uniform Electronic Transactions Act (UETA). The eIDAS Regulation created a uniform legal framework for electronic signatures inside the European Union, guaranteeing their legitimacy and legal force.

Using a digital certificate issued by an unbiased third party is one of the requirements that some nations may have for electronic signatures. In order to ensure adherence to national rules and regulations, it is crucial to get advice from legal experts or government organizations in each country.

How To Create An Electronic Signature Free Online

Here are the steps to create an electronic signature free online:

Choose a signature creation tool: There are several electronic signature creation tools available online, Artlogo being the simplest and fastest to use.
Sign up for an account: Once you have chosen a signature creation tool, sign up for an account by providing your name, email address, and other necessary information.
Upload the document: Upload the document that needs to be signed to the signature creation tool.
Create your signature: Use the signature creation tool to create and customize your signature. You can use your mouse or a touchscreen to draw your signature, or you can upload an image of your signature.
Place your signature: Once your signature is created, place it on the document where you need to sign. You can also add other necessary information like dates and initials.
Send the document: Once you have signed the document, you can send it to the other party for their signature or approval.

A quick and affordable solution to automate workflows and optimize company procedures is to create electronic signatures. It offers a quick, cost-effective, secure, and reliable way to sign documents. Consider employing electronic signatures for your company purposes if you haven't previously. If you're interested in learning how to create a digital signature, check out our step-by-step guide.

What Is an Electronic Seal? (E-seal)

In addition to electronic signatures, there is also the option of using electronic seals (E-seals) to add an extra layer of security to your digital documents. An E-seal is a digital equivalent of a traditional seal used on paper documents. A distinct identifier is employed to confirm the genuineness and unaltered state of a document, assuring that it remains untampered with.

The utilization of an E-seal elevates the security of digital documents by introducing an additional safeguard against potential tampering or changes. This heightened security measure proves particularly advantageous for entities managing sensitive information, including legal and financial documents.

Are There Any Risks Associated With Using Electronic Signatures?

Electronic signature use carries some potential risks, just like any other technology. Electronic signatures, when used properly, can actually offer a more secure alternative to conventional paper signatures.

The potential for fraud or tampering is one worry. A signature or document could potentially be altered if someone has unlawful access to it. This is why it's crucial to pick an established provider of electronic signatures that employs encryption and authentication techniques to block illegal access and guarantee the validity of the signature.

Conclusion

In conclusion, the efficiency and safety of your document workflows and storage can be considerably improved by using electronic signatures and seals. You can save time and avoid having to physically send documents by using electronic signatures. Electronic seals further strengthen security by verifying the legitimacy of your electronic documents and preventing forgery. Risks associated with electronic signatures can be reduced by working with reliable suppliers who use strong authentication and encryption methods. Adopt the modern practice of digitally signing papers to save time and effort in your business operations.

Final Thoughts

At Artlogo, we deliver more than just a signature – we offer a personalized and distinctive touch to every digital document you sign. Whether you’re in the legal, medical, or finance world, our signature service guarantees a safe and secure signing experience that leaves a lasting impression on paper and in the digital realm. Don't settle for a generic electronic signature when you can stand out with Artlogo's handwritten signature service.