The world is rapidly moving towards digitalization, and with that, traditional paper-based documentation is becoming a thing of the past.
In today's era of technology, electronic signatures or online signatures are quickly replacing traditional signatures. Online signatures are digital forms. You can sign documents electronically without printing, signing, and scanning them.
They offer several benefits, including convenience, speed, and security. With online signatures, you can sign and send documents quickly and easily. They are legally binding in most countries worldwide.
Creating an online signature is a simple process that anyone can do with the right tools and knowledge. In this article, we will guide you through the steps involved in creating an online signature.
We will explain the purpose of online signatures, the different types available, and the tools you can use to create them. We will also share some best practices to ensure your online signature is legally binding and secure.
Before we dive into creating an online signature, it's essential to understand the purpose of online signatures.
The primary goal of online signatures is to provide a legal and secure method of signing electronic documents. Electronic signatures have been legally recognized in most countries since the early 2000s. Electronic signatures were first identified as legally binding in the United States in 2000 with the passage of the Electronic Signatures in Global and National Commerce Act (ESIGN).
Since then, many countries have recognized electronic signatures as legally binding.
Online signatures are commonly used for various documents, including contracts, agreements, financial documents, and other legal documents.
Using an online signature, you can sign and send documents quickly and efficiently without needing to print, sign, and scan them. Online signatures are also more secure than traditional ones, as they offer multiple layers of authentication and verification to ensure the signature's authenticity.
Different online signatures are available, each with its features and benefits. The most common online signatures include typed images and digital signatures.
Typed signatures are created by typing your name into a signature field in a document. Image signatures are created by uploading an image of your handwritten signature. Digital signatures are the most secure type of online signature.
They use encryption technology to ensure the signature is authentic and cannot be tampered with.
You can use various online signature creation tools to create an online signature. These tools are designed to make creating an online signature simple.
Most online signature creation tools are free and require only a few steps to create a signature. We will provide a step-by-step guide to creating an online signature using one of these tools later in this article.
Understand the Purpose of an Online Signature
The purpose of an online signature is to provide a legal and secure method of signing electronic documents. With the rise of digitalization, traditional paper-based documentation is becoming outdated.
Online signatures offer several benefits, including convenience, speed, and security. Using an online signature, you can sign and send documents quickly and efficiently without needing to print, sign, and scan them.
Online signatures are also more secure than traditional ones, as they offer multiple layers of authentication and verification to ensure the signature's authenticity.
Online signatures are commonly used for various documents, including contracts, agreements, financial documents, and other legal documents.
Using an online signature, you can sign and send documents quickly and efficiently without needing to print, sign, and scan them. Online signatures are also more secure than traditional ones, as they offer multiple layers of authentication and verification to ensure the signature's authenticity.
One of the primary benefits of using an online signature is convenience. Online signatures eliminate the need to print, sign, and scan documents, saving time and money.
With online signatures, you can sign and send documents anywhere, anywhere, any day. This convenience is particularly beneficial for people who frequently travel or work remotely.
Another benefit of using an online signature is speed. Online signatures can be signed and sent in minutes, eliminating the need for long wait times associated with traditional signatures.
This can be particularly beneficial for urgent documents that require immediate attention.
Online signatures also offer an added layer of security that traditional signatures do not. Online signature tools often use advanced encryption technology to ensure the signature is authentic and cannot be tampered with.
Online signatures also offer multiple layers of authentication and verification, making it nearly impossible for someone to forge a signature.
The legal validity of online signatures varies from country to country. Electronic signatures were first recognized as legally binding in the United States in 2000 with the passage of the Electronic Signatures in Global and National Commerce Act (ESIGN).
Since then, many countries have recognized electronic signatures as legally binding. However, it's important to note that the legal validity of online signatures may be affected by the type of document being signed and the specific laws in each jurisdiction.
Different online signatures are available, each with its features and benefits. The most common online signatures include typed images and digital signatures.
Typed Signatures
Typed signatures are created by typing your name into a signature field in a document. This is the simplest type of online signature.
It is often used for informal documents, such as emails and internal memos. Typed signatures are not as secure as other online signatures, as they can be easily forged or copied.
Image Signatures
Image signatures are created by uploading an image of your handwritten signature. This type of online signature is more secure than typed signatures, as it is more difficult to forge.
Image signatures are commonly used for documents that require a higher level of security, such as contracts and legal agreements.
Digital Signatures
Digital signatures are the most secure type of online signature. They use encryption technology to ensure the signature is authentic and cannot be tampered with.
Digital signatures are created using a digital certificate, which a trusted third-party organization issues. This certificate includes the signer's name, public key, and other information, which is used to verify the signature's authenticity.
Digital signatures are commonly used for documents that require a high level of security, such as financial documents and legal agreements.
Online Signature Creation Tools
You can use various online signature creation tools to create an online signature. These tools are designed to make creating an online signature simple and convenient.
Some online e signature creation tools are free, while others require a fee or a subscription.
One popular online signature creation tool is eSignly, which millions of people worldwide use. eSignly allows users to sign and send documents securely from their computers or mobile devices.
The platform offers various signatures, including digital, image, and typed signatures.
Different Types of Online Signatures
As more and more businesses and individuals move their transactions online, the need for secure and efficient methods of online signatures has become increasingly important.
An online signature is a digital representation of a handwritten signature. It serves as an electronic validation of a document or agreement. Several online signatures are available, each with unique advantages and disadvantages.
Typed Signatures
Typed signatures are the simplest and most basic type of online signature. As the name suggests, this type of signature involves typing your name into a signature field in a document.
Typed signatures are commonly used for informal documents such as emails or internal memos. They are not as secure as other online signatures, as they can be easily copied or forged. However, they are quick, easy to use, and suitable for documents that do not require high security.
Image Signatures
An image signature involves uploading an image of your handwritten signature. This type of signature is more secure than typed signatures as it is more difficult to forge.
Image signatures are commonly used for documents that require a higher level of security, such as contracts, legal agreements, or financial documents. They are also suitable for giving your signature a personal touch. Image signatures can be a bit more time-consuming as you first need to create an image of your signature before using it.
However, once you have created your signature image, it can be used multiple times.
Digital Signatures
Digital signatures are the most secure type of online signature. They use encryption technology to ensure the signature is authentic and cannot be tampered with.
A digital signature is created using a digital certificate, which a trusted third-party organization issues. This certificate includes the signer's name, public key, and other information used to verify the signature's authenticity.
Digital signatures offer several benefits over other types of online signatures. They provide a high level of security, which makes them ideal for financial documents, legal agreements, and other documents that require a high level of confidentiality.
Digital signatures also offer a high level of convenience as they can be signed and sent quickly from anywhere worldwide. They are also tamper-evident, which means that any alteration made to the document after it has been signed will invalidate the signature.
Biometric Signatures
Biometric signatures involve the use of biometric information to create a unique signature. This can include fingerprints, facial recognition, and other biometric data.
Biometric signatures are the most secure type of online signature as they are complicated to forge. They also offer a high level of convenience as biometric data is stored securely, making it easy to sign documents anywhere in the world.
Biometric signatures are commonly used when the highest level of security is required, such as in government or military documents.
Signature Pad Signatures
A signature pad is a device that captures your signature and saves it electronically. Signature pad signatures are more secure than typed signatures as they are unique to each individual.
Signature pad signatures are commonly used in retail environments, where customers are required to sign for purchases or deliveries. Signature pads are also used in healthcare and finance industries where handwritten signatures are still needed.
Voice Signatures
Voice signatures involve the use of your voice to create a unique signature. This type of signature is less commonly used than other online signatures.
However, it offers a high level of security as the voiceprint is unique to each individual. Voice signatures are widely used in the banking industry, where customers can use their voice to authorize transactions over the phone.
They are also used when accessibility is an issue, such as for people with disabilities.
Stylus Signatures
Stylus signatures involve using a stylus pen or digital pen to create a unique signature. This type of signature is more secure than typed signatures as it is unique to each individual.
Stylus signatures are commonly used in industries such as healthcare and finance, where handwritten signatures are still required. They are also used when a personal touch is desired, such as for greeting cards or other personal documents. Stylus signatures can be more time-consuming, requiring a special pen and device to capture the signature.
Click-to-Sign Signatures
Click-to-sign signatures are digital signatures that involve clicking a button to sign a document. This signature type is commonly used for online agreements, such as terms and conditions or privacy policies.
Click-to-sign signatures are easy to use and are more secure than typed signatures. They can also be tracked and audited, which is helpful for compliance.
QR Code Signatures
QR code signatures involve using a QR code to capture your signature. This type of signature is less commonly used than other online signatures.
However, it offers a high level of security as the QR code is unique to each individual. QR code signatures are commonly used when a high level of protection is required, such as in the legal or financial industry.
Best Online Signature Creation Tools
Creating a digital signature has become a vital aspect of conducting business in the modern age. With the rise of e-commerce and remote work, having a secure and efficient way to sign documents has become crucial.
Fortunately, numerous online signature-creation tools are available to help individuals and businesses create digital signatures quickly and easily.
eSignly
eSignly is one of the most popular online signature creation tools available. It is a cloud-based service that allows users to sign documents electronically, eliminating the need for paper-based signatures.
With eSignly, users can securely sign, send, and manage documents from any device.
#Features:
- Easy-to-use interface
- Customizable branding
- Multiple signature options (text, image, or handwritten signature)
- Advanced security and encryption
- Integration with other apps (such as Google Drive, Salesforce, and Dropbox)
Adobe Sign
Adobe Sign is an online signature creation tool that is part of Adobe's suite of digital document management tools.
It allows users to send, sign, track, and manage documents from any device, anywhere in the world. Adobe Sign is used by many businesses and organizations around the world, including Fortune 500 companies.
#Features
- Customizable templates
- Integration with other Adobe tools (such as Acrobat and Creative Cloud)
- Advanced security and encryption
- Mobile app for iOS and Android
- Multiple signature options (text, image, or handwritten signature)
HelloSign
HelloSign is an online signature creation tool that is easy to use and affordable. It offers a range of features that make it easy for individuals and businesses to sign documents online, including an intuitive interface, advanced security, and integrations with popular apps.
#Features
- Easy-to-use interface
- Customizable branding
- Advanced security and encryption
- Mobile app for iOS and Android
- Integration with other apps (such as Google Drive, Dropbox, and Slack)
SignNow
SignNow is an online signature creation tool that offers a range of features designed to make it easy to sign documents online.
It provides various signature options, including text, image, and handwritten signatures, and can be used on any device.
#Features
- Multiple signature options (text, image, or handwritten signature)
- Advanced security and encryption
- Integration with other apps (such as Google Drive, Salesforce, and Dropbox)
- Customizable templates
- Mobile app for iOS and Android
PandaDoc
PandaDoc is an online signature creation tool designed for businesses of all sizes. It offers a range of features that make it easy to create, send, and sign documents online, including customizable templates, advanced security, and integration with popular apps.
#Features
- Customizable templates
- Advanced security and encryption
- Multiple signature options (text, image, or handwritten signature)
- Integration with other apps (such as Salesforce, HubSpot, and Stripe)
- Mobile app
Signable
Signable is an online signature creation tool that offers a simple, Easy-to-use interface and a range of features designed to make it easy to sign documents online.
It can be used on any device and provides various signature options.
#Features
- Easy-to-use interface
- Multiple signature options (text, image, or handwritten signature)
- Advanced security and encryption
- Integration with other apps (such as Google Drive, Salesforce, and Zapier)
- Customizable branding
SignRequest
SignRequest is an online signature creation tool that offers a range of features designed to make it easy to sign documents online.
It can be used on any device and provides various signature options, including text, image, and handwritten signatures.
#Features
- Multiple signature options (text, image, or handwritten signature)
- Advanced security and encryption
- Integration with other apps (such as Google Drive, Salesforce, and Dropbox)
- Customizable branding
- Mobile app for iOS and Android
Step-by-Step Guide to Creating an Online Signature
An online signature is a digital image of your signature that you can use to sign documents electronically. Creating an online signature is a straightforward process that involves a few simple steps.
Choose a Signature Creation Tool
The first step in creating an online signature is to choose a signature creation tool. There are several tools available online, including free and paid options.
Some popular signature creation tools include eSignly, Adobe Sign, and DocuSign. Choose a tool that best suits your needs and budget.
Create Your Signature
After selecting a signature creation tool, the next step is to create your signature. There are several ways to make a digital signature.
You can create your signature with a stylus, finger, or mouse. Alternatively, you can upload an image of your handwritten signature or use a font that resembles your signature. Whatever method you choose, ensure that your signature looks neat and professional.
Save Your Signature
Once you have created your signature, the next step is to save it in a secure location. You can save your signature on your computer, a flash drive, or a cloud-based storage service such as Google Drive or Dropbox.
Be sure to name your signature to make it easy to locate when you need it.
Test Your Signature
After saving your signature, the next step is to test it. This involves using your esignature to sign a test document to ensure it appears correctly.
Most signature creation tools provide a test feature that allows you to test your signature before using it on official documents.
Insert Your Signature into a Document
After testing your signature, inserting it into a document is next. Most signature creation tools allow you to insert your signature into a document by simply dragging and dropping it onto the document or clicking a button that says "Insert Signature."
Finalize the Document
After inserting your signature into the document, the next step is to finalize the document. This involves reviewing the document to ensure all necessary information is error-free and included.
Once you are satisfied with the document, save it and send it to the intended recipient.
Store the Document
The final step in creating an online signature is to store the document. You can store the document on your computer, a flash drive, or a cloud-based storage service.
Ensure that the document is stored in a secure location that is easily accessible when you need it.
Best Practices for Using an Online Signature
An online signature can be a convenient way to sign documents electronically, save time, and increase productivity.
However, it is essential to use online signatures carefully and responsibly to ensure they are valid and legally binding. This guide will provide some best practices for operating an online signature.
Understand the Legal Requirements
Before using an online signature, it is essential to understand the legal requirements in your country or state.
Different countries and states have different regulations and requirements for electronic signatures. Some countries, such as the United States and the European Union, have passed laws recognising electronic signatures as legally binding.
It is essential to understand the legal requirements to ensure that your electronic signature is valid and enforceable.
Choose a Reliable Signature Creation Tool
When choosing a signature creation tool, it is essential to choose a reliable tool that is reputable and secure.
Some popular signature creation tools include DocuSign, Adobe Sign, HelloSign, SignEasy, and SignNow. These tools offer various features, such as secure storage, authentication, and audit trails. Choose a tool that meets your needs and budget and has a good reputation for security and reliability.
Use a Strong Password
When creating an account with an online signature creation tool, using a strong password to protect your budget is essential.
Choose a password that is long, complex, and mixes upper and lower case letters, numbers, and symbols. Avoid using easily guessable passwords, such as your name, date of birth, or common words. You can also enable two-factor authentication to add an extra layer of security to your account.
Test Your Signature
Before using your signature on official documents, it is essential to test it to ensure it appears correctly and legibly.
Most signature creation tools offer a test feature that allows you to sign a test document to check that your signature appears correctly. This will help you avoid mistakes when using your signature on official documents.
Keep Your Signature Secure
Your online signature is a valuable asset that you should keep secure. Store your signature in a safe location, such as a password-protected file, a USB drive, or a cloud-based storage service.
Avoid sharing your signature with unauthorized persons; only use it for legitimate purposes.
Authenticate Your Signature
To ensure that your signature is valid and enforceable, it is essential to authenticate it. Authentication is the process of verifying the signer's identity and the signed document's integrity.
Most signature creation tools offer various authentication methods, such as email verification, SMS verification, and digital certificates. Choose an authentication method that meets your needs and the legal requirements in your country or state.
Be Aware of Fraud
Electronic signatures are vulnerable to fraud, just like traditional signatures. Hackers and fraudsters can use fake signatures to commit fraud and steal sensitive information.
To avoid fraud, be aware of phishing emails, fake documents, and suspicious requests for your signature. Always verify the sender's identity and the document's authenticity before signing.
Keep Records of Signed Documents
Maintaining records of all signed documents is essential to keep track of your signed documents and avoid disputes.
Most signature creation tools offer a record-keeping feature that allows you to store and retrieve signed documents. Alternatively, you can save signed documents in a secure location, such as a cloud-based storage service or a password-protected file.
The Key Takeaway
Creating an online signature can help sign electronic documents, especially when printing and scanning a physical copy is impractical.
Fortunately, there are several ways to create an online signature. It's important to note that while online signatures may be legally binding in some cases, the laws surrounding electronic signatures can vary by country and jurisdiction.
It's always a good idea to check with the relevant legal authorities or seek legal advice to ensure your electronic signature is valid and legally binding.
In conclusion, creating an online signature can help sign electronic documents. There are several online signature creation options, including digital signature software and online signature generators.
However, it's essential to ensure your online signature is legally binding in your jurisdiction and seek legal advice if unsure.
