Signing a document no longer means printing, signing by hand and scanning it back. Today many contracts, consent forms and agreements are signed electronically. But “e-signature” covers several different things, and the terms are easy to mix up.
This guide explains what an e-signature is, how it differs from a digital signature, when it is legally binding, and what evidence makes it hold up.
Table of Contents
2. Electronic vs digital signatures
3. Are e-signatures legally binding?
4. What makes an e-signature hold up
5. How to sign a PDF or form electronically
What is an e-signature?
An e-signature, or electronic signature, is an electronic way of showing that you agree to a document. In the US, the ESIGN Act defines it as an electronic sound, symbol or process, attached to or logically associated with a record, and executed or adopted by a person with the intent to sign it.
That definition is broad. All of these can be electronic signatures:
- Typing your name into a signature box.
- Drawing your signature on a screen with a finger, a stylus or a mouse.
- Uploading an image of your handwritten signature.
- Clicking an “I agree” button.
What turns any of these into a signature is the intent to sign and the link to a specific document.
Electronic vs digital signatures
People often use the two terms as if they meant the same thing. They don’t. Electronic signature is the broad category. A digital signature is one specific technology within it.
| Simple electronic signature | Digital signature (PKI) | |
|---|---|---|
| What it is | Any electronic mark or process that shows intent to sign | A cryptographic signature made with a private key and checked with the matching public key. In PKI, a certificate from a certificate authority links the key to the signer |
| How the signer is identified | By evidence such as the email link they used, the time and their device | By a digital certificate tied to the signer |
| How tampering shows up | Depends on the tool. With a signature certificate, by comparing the document’s fingerprint with the one recorded at signing | Verification fails if the signed data is changed after signing |
| Typical use | Contracts, consent forms, applications, onboarding paperwork, approvals | Documents that require an advanced or qualified signature |
Where PlatoForms fits: PlatoForms signatures are simple electronic signatures backed by recorded evidence. They are not PKI digital signatures, and the signer’s identity is not checked with an ID document or a text-message code. The evidence is captured in a signature certificate, described below.
Are e-signatures legally binding?
Generally, yes, for many everyday business documents, but it is not automatic. In the US, the ESIGN Act and the Uniform Electronic Transactions Act (UETA) say that a signature may not be denied legal effect just because it is electronic. In the EU, the eIDAS Regulation, as amended in 2024, recognises electronic, advanced and qualified electronic signatures. Under eIDAS, only a qualified signature has the same legal effect as a handwritten one by law.
Whether a particular signed document holds up depends on the applicable law, the type of document, the signer’s consent and the evidence available.
The details depend on the country and the type of document. Legally binding electronic signatures lists where PlatoForms signatures are recognised and which documents need a different kind of signature.
What makes an e-signature hold up
A signature drawn on a screen proves little on its own. What makes an electronic signature hold up is the evidence around it:
- Intent to sign. The signer deliberately signed.
- Consent. The signer agreed to sign electronically.
- Attribution. The signature can be tied to the person who was asked to sign.
- A retained record. The signed document and the evidence are kept unchanged.
For example, when a PlatoForms form is sent through an invitation or a workflow step with the certificate turned on, its signature certificate records:
- The signer’s email address, the time of signing, and their IP address and browser.
- The consent notice they agreed to, word for word.
- The fingerprint of the signed PDF.
- A tamper-evident timeline of the signing, from opening the link to submitting.
Every certificate links to a public verification page. Anyone holding the signed PDF can upload it there to confirm it is the file that was signed, with no PlatoForms account. A copy of the certificate is kept in write-once storage for seven years. To check a signed PDF step by step, read How can I prove a PlatoForms e-signature is valid?.
How to sign a PDF or form electronically
As a signer, you usually don’t need to do anything special. You open the document or form you were sent and sign in the signature box in one of three ways:
- Draw your signature with a finger, a stylus or a mouse.
- Type your name.
- Upload an image of your handwritten signature.
Then you submit the document. When a PlatoForms form is sent to you by invitation with Signature Certificate turned on, or through a workflow step with Create signature certificate turned on, a one-sentence consent notice under the signature pad tells you that signing and submitting means you agree to sign electronically.
To collect signatures yourself, add a Signature field to your form and send it by invitation or in a workflow with the signature certificate turned on. A form filled in from its public link has no certificate, because there is no record of who received the link. For the full steps, read How to send a contract for electronic signature online.
When not to use a simple e-signature
Simple electronic signatures work for many everyday documents. But some documents have special formalities, or fall outside the general e-signature rules. Depending on where you are, these can include:
- Wills and testamentary trusts.
- Certain powers of attorney and deeds.
- Notarised documents.
- Some property transfers.
- Documents filed in court.
Follow the rules of the relevant court, registry or authority, and get legal advice where you need it. PlatoForms does not provide identity-document checks, text-message verification, notarisation or qualified electronic signatures. If a document requires one of these, use a service that meets that requirement. Legally binding electronic signatures has more detail.
FAQ
What is an electronic signature?
An electronic signature is any electronic sound, symbol or process that a person attaches to or associates with a document, with the intent to sign it. A typed name, a signature drawn on a screen, an uploaded image of a handwritten signature and a click on an “I agree” button can all be electronic signatures.
What is the difference between an electronic signature and a digital signature?
Electronic signature is the broad category: any electronic way of showing intent to sign. A digital signature is one specific technology. It uses cryptography: the signer signs with a private key, and anyone can check the signature with the matching public key. In a PKI system, a certificate from a certificate authority links that key to the signer. If the signed file changes, the check fails. For everyday business documents, many jurisdictions recognise simple electronic signatures, subject to local law, the document type and the evidence surrounding the signature.
Is typing my name or drawing on a PDF an electronic signature?
Yes, if you do it with the intent to sign. What makes it hold up is the evidence around it: that you agreed to sign electronically, intended to sign, and signed that exact document.
Collect e-signatures in your own forms
With PlatoForms, the signature sits in the same PDF or web form people already fill in. On paid plans, signatures collected by invitation or in a workflow with the certificate turned on come with a certificate you can verify. Read the signature certificate guide or create your free account to get started.
