Unlike wet signature, electronic signature is used when sending documents and their copies by email. The two parties no longer need to meet in person – they can work remotely and communicate with clients and partners from other cities and countries. Such a signature can be an exact copy of a wet signature (it is scanned), drawn with the help of modern technologies, or consist of entering a name.
The digital version is suitable for a wide range of purposes. These include agreeing to online subscriptions (e.g. to a film and music streaming platform) and creating a tax return. The user does not have to print the document. The latter can be stored on a PC or removable disc, in the cloud.
Simple Examples of Electronic Signatures
It is not necessary to adapt the signatures of the competent employees of the company to a uniform format. All electronic signatures can be done in different ways. The main options include five:
- Token (not used in the banking sector).
- A combination of password and login.
- Digitized handwritten signature.
- Using biometric data.
- Option issued by a certification center.
Another classification is known, taking into account the level of security. According to it, there are another three types of digital signatures. The first one is simple. For example, when you need to enter a login and password to access the system. The second example is emailing a scanned document that was originally created on paper. When using this option, the level of security remains minimal.
Another type is an extended digital signature. It binds to the person who signed the document (the latter can be identified unambiguously).Control over the document is preserved – if it is necessary, any change is detected. The maximum level of security is inherent in a qualified signature, which is characterized by the use of cryptographic cards.
There are a lot of examples. Most often signatures are used in the administrative, commercial, labor sphere to apply to contracts of various types. Another option is the identification of the recipient, for example, when sending a commercial proposal.
In the 2020s, it is very difficult to do without e-signature in public administration. They are used while sending tax returns. A digital signature is needed to identify oneself when submitting CVs, signing up for competitive exams, and familiarize oneself with government documents. Another example is the ability to participate in tenders.
In real estate – signing sale and purchase agreements, lease agreements, pledge and reservation agreements. In legal departments – during shareholder meetings (before and after which files can be sent by email). Digital signatures are used on board minutes, investment contracts and partnership agreements.
What Are the Advantages of Using E-signature
A digital signature differs from a wet signature in many ways. The main ones include five:
- Speed and efficiency. You can save time by going through all procedures quickly. The process of signing documents and sending them is automated. The conclusion of the transaction is accelerated.
- Minimisation of costs. You will no longer spend money on mailing documents and traveling of employees (tickets, hotel accommodation, meals).
- Legal certainty. The risk of document forgery is minimized.
- Simple interface. Users do not need to undergo prior training.
- Benefits for the environment. There is no paper required, so you don’t have to cut down trees or use recyclable materials. No traveling – the air is not polluted by exhaust fumes.
The combination of all advantages is an opportunity for the entrepreneur to make an informed decision. The main thing is maximum automation. The number of actions that are performed in the traditional way is minimized.
Creation and Use of Electronic Signature
In the 2020s, a mobile phone is used to read a lot of emails. It is therefore worth choosing a simple app that does not incur overpayments for telecoms services. You can use a touchscreen device where you sign with your finger or a stylus.
A handwritten one can be scanned with a smartphone and attached to the file. When using a ready-made electronic signature solution, there are three steps to follow:
- The digitized document is converted into a standard format.
- The possibility of electronic connection is added.
- The document is sent to the client or partner for signature.
One of the simplest documents is the Clickwrap signature. This option is used by people who click on the “I agree” button after reading the user agreement. Clicking on it is equivalent to signing a document electronically.
A digital option is possible with the addition of a code that is used to assess the authenticity of the document. It is often available in closed processes without prior notification of users. For example, when processing messages using the Microsoft Outlook program. Microsoft puts a mark on every email that is sent to its server via email.
One of the formats is a digital notepad download. In this case, the mark shown on the screen is entered into the document. To increase security, unique biometric data can be added. The latter option is most often used in the medical sector, for example, when a patient is prescribed medication. The signature made on the tablet is attached to the electronic document.
Saving and E-signature Formats
Using the innovation, modern companies can create an electronic archive of documents. Contracts are saved on a computer or in the cloud, so important files are not lost. Processing time is reduced – thanks to this, efficiency is increased. The user can take out several subscriptions at the same time.
In each case, choose one of three options. The first is to enter a typewritten name, the second is a scanned image, and the third is a digital signature. With any option, the ESIGN law protects the interests of the user. The legal effect becomes the same as a wet pen stroke.
The name of the person signing the document is mandatory. He must give his consent (even at the moment of accepting the user agreement). The credibility of the document can be verified when using large platforms, which includes DocuSign. The second option is to authorize the trust service provider Sectigo.
Conclusion: Why You Need E-signature Examples
By examining examples of digital signatures, it is possible to appreciate the advantages of using them. In recent years, it has been possible to introduce technologies that minimize the disadvantages. The number of areas where innovation is introduced is constantly increasing.Such a development is created by several companies and delivered in a ready-made form. One of the providers – Pandadoc – offers an order for a demo version. When ordering, you need to provide a mobile phone number and a working email address. The developer can adapt the software to the needs of a specific company.
