What Documents Can Be Signed Electronically? The Definitive 2025 Guide

In the race for efficiency, is your business still stuck at the starting line, buried under stacks of paper? The endless cycle of printing, signing, scanning, and emailing documents isn't just slow-it's a drain on resources, a risk to security, and a barrier to closing deals.

Every moment spent chasing a physical signature is a moment your competition is moving ahead.

The solution has been here for years, refined and perfected for the modern digital workflow: electronic signatures.

But a critical question often holds businesses back: which documents can actually be signed electronically? Is it legal? Is it safe?

This guide provides the definitive answer. We'll explore the vast landscape of documents that are legally valid for e-signing, demystify the laws that make it possible, and show you how platforms like eSignly are transforming workflows across every industry.

It's time to leave the paper chase behind and embrace the speed of digital.

Key Takeaways

1. ✅ Widespread Legality: Thanks to the federal ESIGN Act of 2000 and the Uniform Electronic Transactions Act (UETA), electronic signatures hold the same legal weight as handwritten signatures for the vast majority of business, commercial, and personal documents in the United States.
2. 📂 Broad Applicability: From sales contracts and new hire paperwork to NDAs and real estate agreements, most documents you use daily can be signed electronically, accelerating workflows across all departments. You can learn how to sign documents electronically with modern, intuitive platforms.
3. ⚖️ Rare Exceptions: A very small number of documents, such as wills, codicils, and certain court orders, are still excluded from electronic signing in most jurisdictions, though these laws are evolving.
4. 🔐 Enhanced Security: Modern e-signature platforms like eSignly offer greater security than paper through features like comprehensive, real-time audit trails, data encryption, and secure access controls, ensuring the integrity of every agreement.

The Legal Foundation: Why Electronic Signatures are Valid

The cornerstone of e-signature validity in the United States is a pair of landmark laws. Understanding them is key to building trust in your digital processes.

The ESIGN Act and UETA Explained

In 2000, the U.S. government passed the Electronic Signatures in Global and National Commerce (ESIGN) Act. This federal law grants electronic signatures the same legal status as traditional wet ink signatures across all 50 states.

It ensures that a contract or record cannot be denied legal effect or enforceability solely because it is in electronic form. For a deep dive into the specifics, the Federal Trade Commission provides comprehensive resources on the ESIGN Act.

Complementing this is the Uniform Electronic Transactions Act (UETA), which has been adopted by 49 states (New York has its own similar statute).

UETA provides a legal framework at the state level for the use of electronic records and signatures in transactions.

Key Requirements for a Legally Binding E-Signature

For an electronic signature to be considered legally binding under these acts, it generally must meet a few key criteria:

1. Intent to Sign: The signer must demonstrate a clear intention to sign the document, such as by clicking an "Accept" button or drawing their signature with a mouse or finger.
2. Consent to Do Business Electronically: All parties must agree to conduct the transaction electronically. This is usually handled with a standard disclosure clause at the start of the signing process.
3. Clear Attribution: The signature must be linked to the person signing it. eSignly achieves this by capturing email addresses, IP addresses, and timestamps in a secure audit trail.
4. Record Retention: The signed document must be stored and accurately reproduced for all parties involved.

Platforms like eSignly are built to meet and exceed these requirements, ensuring your documents signed online are legally binding and backed by a robust, compliant infrastructure.

📂 A Comprehensive List of Documents You Can Sign Electronically

The short answer is: almost every document used in business. The shift to digital workflows has been embraced across industries, transforming how agreements are made.

Here's a breakdown by department and industry.

Sales & Marketing Documents

Speed is everything in sales. E-signatures eliminate delays, allowing teams to close deals faster and provide a seamless customer experience.

1. Sales Contracts & Proposals
2. Service Level Agreements (SLAs)
3. Master Service Agreements (MSAs)
4. Statements of Work (SOWs)
5. Insertion Orders (IOs)

Human Resources (HR) Documents

From recruitment to retirement, HR departments are inundated with paperwork. E-signatures streamline these processes, improve the employee experience, and ensure compliance.

In fact, HR departments can streamline processes with electronic signatures to save hundreds of hours per year.

1. Offer Letters & Employment Contracts
2. New Hire Onboarding Forms (I-9, W-4)
3. Employee Handbooks & Policy Acknowledgements
4. Performance Reviews
5. Benefits Enrollment Forms
6. Termination Agreements

Legal & Compliance Documents

For legal teams, security and auditability are paramount. E-signature platforms provide a more secure and traceable method for handling sensitive agreements than paper.

1. Non-Disclosure Agreements (NDAs)
2. Power of Attorney (in many jurisdictions)
3. Class Action Settlement Notices
4. Terms of Service Agreements
5. Privacy Policy Consents

Financial Services Documents

The finance industry operates on a foundation of secure, compliant documentation. E-signatures are critical for modernizing client services while adhering to strict regulations.

1. Account Opening Forms
2. Loan Applications and Agreements
3. Credit Reports
4. Mortgage Paperwork
5. Insurance Applications and Claims

Real Estate Documents

The complex, multi-party nature of real estate transactions makes it a perfect candidate for e-signatures. A real estate contract can be signed using an electronic signature, dramatically accelerating the closing process.

1. Purchase and Sale Agreements
2. Lease and Rental Agreements
3. Disclosure Forms
4. Deeds and Titles (in many jurisdictions)
5. Escrow Documents

Healthcare Documents

With HIPAA compliance being a major concern, secure e-signature solutions like eSignly are essential for handling Protected Health Information (PHI) safely.

1. Patient Intake & Consent Forms
2. Medical Record Release Forms
3. Physician Credentialing Applications
4. Telemedicine Consent Forms

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Structured for Clarity: A Quick-Reference Table

To make it even clearer, here is a table summarizing common documents and the value of signing them electronically.

Document Type	Industry / Department	Why eSign?	Key eSignly Feature
Sales Contract	Sales	Close deals up to 80% faster	Real-time Audit Trail
New Hire Onboarding Packet	Human Resources	Improve Day 1 employee experience	Bulk Sending & Templates
Non-Disclosure Agreement (NDA)	Legal / Operations	Securely protect intellectual property	ISO 27001 & SOC 2 Compliance
Lease Agreement	Real Estate	Fill vacancies faster, reduce paperwork	Mobile-Friendly Signing
Patient Consent Form	Healthcare	Ensure HIPAA compliance and data privacy	HIPAA Compliant Platform

Are There Any Documents That Cannot Be Signed Electronically?

While the list of accepted documents is vast, the ESIGN Act does specify a few narrow exceptions where a physical signature is still required by law in most jurisdictions.

It's a short list, and it's important to know.

The Short List of Exceptions

These typically include documents that require a higher level of formality or public record:

1. Wills, codicils, and testamentary trusts.
2. Documents related to adoption, divorce, and other family law matters.
3. Official court orders, notices, and other court filings.
4. Notices of cancellation or termination of utility services.
5. Notices of default, repossession, foreclosure, or eviction.
6. Product recall notices that affect health or safety.

Why These Exceptions Exist

These exceptions were carved out primarily to protect individuals in life-altering situations, ensuring they receive critical notices in a non-electronic format that cannot be easily missed or ignored.

However, it's important to note that laws are constantly evolving, and some states are beginning to pass legislation to allow for electronic wills and remote notarization, further shrinking this list of exceptions.

2025 Update: The Future is Digital and Secure

As we move through 2025 and beyond, the question is no longer if you can sign a document electronically, but why you would use any other method.

The pandemic accelerated digital adoption by a decade, and there's no going back. Customer and employee expectations have permanently shifted; they demand the convenience, speed, and security of digital-first experiences.

The technology is also advancing. Integration with AI for contract analysis, enhanced biometric verification, and deeper API connections into core business systems are making e-signatures not just a tool, but the central hub of agreement management.

Choosing a forward-thinking, secure, and compliant partner like eSignly is crucial for future-proofing your business operations.

From Possible to Essential: Electronic Signatures are the New Standard

The landscape is clear: the overwhelming majority of documents that power your business can, and should, be signed electronically.

The legal frameworks are robust, the security is superior to paper-based methods, and the efficiency gains are undeniable. By embracing electronic signatures, you're not just adopting a new technology; you're fundamentally upgrading the speed and security of your business.

Whether you're a small business looking to streamline operations or an enterprise managing complex workflows, the path forward is digital.

The question is no longer what you can sign, but how quickly you can get started.

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Article Reviewed by the eSignly Expert Team: This article has been reviewed by our internal team of B2B software analysts and e-signature specialists.

With over a decade of experience since our founding in 2014 and holding certifications like ISO 27001 and SOC 2, we are committed to providing accurate, authoritative, and practical information to help businesses thrive in the digital age.

Frequently Asked Questions

Are electronic signatures as safe as handwritten ones?

In many ways, they are safer. Platforms like eSignly provide a detailed, time-stamped audit trail that records every action taken on a document, including when it was opened, viewed, and signed, along with the signer's IP address.

This creates a more robust and verifiable record than a simple ink signature, which can be easily forged without a clear history.

What's the difference between an electronic signature and a digital signature?

The terms are often used interchangeably, but they have a technical difference. An 'electronic signature' is a broad, legally-defined term for any electronic sound, symbol, or process attached to a contract.

A 'digital signature' is a specific, highly secure type of electronic signature that uses cryptography (a certificate-based digital ID) to verify signer identity and seal the document from tampering.

Can I electronically sign a PDF document?

Absolutely. PDF is one of the most common file formats for electronic signatures. With eSignly, you can easily upload a PDF, add signature fields, and send it out for signing.

This allows you to electronically sign PDF documents without printing and scanning them, saving significant time and resources.

Do my clients or employees need an eSignly account to sign a document?

No, and this is a key benefit for user experience. Signers do not need to have an eSignly account, download any software, or pay any fees.

They simply receive an email with a secure link, click to open the document in their browser on any device (computer, tablet, or phone), and follow the simple on-screen instructions to sign.

How do I know if my industry has specific e-signature regulations?

While the ESIGN Act provides a federal baseline, some highly regulated industries like healthcare (HIPAA) and life sciences (21 CFR Part 11) have additional requirements for electronic records and signatures.

eSignly is designed to be compliant with these stringent standards, offering peace of mind for businesses in any sector. It's always best to consult with your legal counsel for industry-specific advice.

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