How to Sign Documents Electronically: Complete Guide 2025

Free and paid methods • Works for PDFs, contracts, and legal documents

Last updated: October 18, 2025 • 15 min read

Need to sign a document electronically? Whether it's a contract, lease agreement, or business form, electronic signatures are now the standard way to sign documents. This guide will show you exactly how to sign documents electronically in 5 simple steps.

What is an Electronic Signature?

An electronic signature (or e-signature) is a digital version of your handwritten signature that's legally binding in most countries. It's used to sign PDFs, Word documents, contracts, and other digital files without printing them.

Are electronic signatures legal? Yes! Electronic signatures are legally binding in:

5 Steps to Sign Documents Electronically

1Choose an E-Signature Platform

First, you need to select an electronic signature platform. Here are the top options:

Platform Free Tier Paid Plans From Best For
Signova ⭐ Recommended ✅ 5 docs/month $10/month Everyone
DocuSign ❌ No free tier $10/month Enterprises
HelloSign ❌ Limited trial $15/month Small businesses
Adobe Sign ❌ No free tier $12.99/month Adobe users

Our recommendation: Signova offers the best value with a free tier that includes 5 documents per month forever. Perfect for occasional signers and small businesses.

2Upload Your Document

Once you've chosen a platform, upload the document you need to sign. Most platforms support:

How to upload:

  1. Click "Upload Document" or "New Document"
  2. Select the file from your computer
  3. Wait for the upload to complete (usually takes 2-5 seconds)

Tip: If you receive the document via email, you can often forward it directly to your e-signature platform's email address for automatic upload.

3Add Signature Fields

Next, you'll place signature fields where signatures are needed. Modern platforms like Signova use AI-powered signature detection to automatically find where signatures should go.

Manual placement:

  1. Click "Add Signature Field"
  2. Drag the field to the correct location on the document
  3. Resize if needed
  4. Add additional fields for dates, initials, or text

AI-powered placement (Signova):

  1. Click "Auto-Detect Signatures"
  2. AI automatically finds all signature locations
  3. Review and adjust if needed
  4. Save 5-10 minutes per document!

4Sign the Document

Now it's time to actually sign! You have three options:

Option A: Draw Your Signature

Option B: Type Your Signature

Option C: Upload an Image

Pro tip: Create your signature once and save it for future use. Most platforms store your signature securely for one-click signing.

5Send or Download

Finally, you can either send the document to others for their signatures or download the signed document.

Sending to Others:

  1. Enter recipient email addresses
  2. Set signing order (if multiple signers)
  3. Add a message (optional)
  4. Click "Send"
  5. Recipients receive an email with a signing link
  6. You get notified when they sign

Downloading:

  1. Click "Download" or "Save"
  2. Choose format (PDF recommended)
  3. File downloads to your computer
  4. Original document is preserved with signatures embedded

Free vs Paid Electronic Signature Options

Free Options

✅ Pros

  • No cost
  • Good for occasional use
  • Basic features included

❌ Cons

  • Limited documents per month
  • No advanced features
  • May have branding/watermarks

Best free option: Signova's free tier gives you 5 documents per month forever, with no watermarks and full features.

Paid Options

✅ Pros

  • Unlimited or high document limits
  • Advanced features (templates, bulk sending, etc.)
  • API access for integrations
  • Priority support
  • Custom branding

❌ Cons

  • Monthly/annual cost
  • May be overkill for occasional users

Best paid option: Signova's Starter plan at $10/month gives you 50 documents, templates, webhooks, and API access - 70% cheaper than DocuSign.

Signing Different Document Types

How to Sign a PDF Electronically

PDFs are the most common format for electronic signatures:

  1. Upload the PDF to your e-signature platform
  2. Add signature fields
  3. Sign and download
  4. The signed PDF maintains all original formatting

How to Sign a Word Document Electronically

Word documents (.docx) can also be signed:

  1. Upload the Word document
  2. Platform converts to PDF automatically
  3. Sign as normal
  4. Download as PDF (recommended) or convert back to Word

How to Sign a Contract Electronically

Contracts have special requirements:

  1. Ensure the contract allows electronic signatures (most do)
  2. Use a platform with audit trails (like Signova)
  3. All parties sign electronically
  4. Platform generates a certificate of completion
  5. Audit trail shows who signed, when, and from where

Legal Requirements for Electronic Signatures

For an electronic signature to be legally binding, it must meet these requirements:

1. Intent to Sign

The signer must intend to sign the document. This is proven by:

2. Consent to Do Business Electronically

All parties must agree to use electronic signatures. Most platforms include a consent checkbox.

3. Association with the Record

The signature must be clearly associated with the document. E-signature platforms automatically embed signatures into the document.

4. Record Retention

The signed document must be stored and accessible. E-signature platforms automatically store documents and provide audit trails.

5. Audit Trail

A complete audit trail must show:

Note: All reputable e-signature platforms (including Signova) automatically meet these requirements.

Security and Privacy

When signing documents electronically, security is crucial. Look for platforms that offer:

Signova security: We use the same security standards as banks and government agencies. All documents are encrypted, and we're SOC 2 Type II certified.

Common Use Cases

Real Estate Documents

Sign leases, purchase agreements, and disclosure forms electronically. Saves days of back-and-forth mailing.

Employment Contracts

HR departments use e-signatures for offer letters, NDAs, and employee onboarding documents.

Sales Contracts

Close deals faster by sending contracts for immediate signing. No waiting for physical signatures.

Legal Documents

Lawyers use e-signatures for client agreements, court filings, and legal contracts.

Financial Documents

Banks and financial institutions use e-signatures for loan applications, account openings, and investment documents.

Ready to Sign Your First Document Electronically?

Try Signova free - no credit card required

Start Signing Free

✅ 5 documents/month free forever • ✅ AI-powered signature detection • ✅ No watermarks

Frequently Asked Questions

Is an electronic signature the same as a digital signature?

No. An electronic signature is any digital mark indicating consent (like typing your name). A digital signature uses cryptographic technology to verify the signer's identity and detect tampering. Digital signatures are more secure but also more complex. For most business documents, electronic signatures are sufficient and legally binding.

Can I sign documents electronically on my phone?

Yes! All major e-signature platforms (including Signova) have mobile apps for iOS and Android. You can sign documents anywhere using your finger or stylus.

How much does it cost to sign documents electronically?

It depends on the platform:

Are electronic signatures legally binding?

Yes, in 180+ countries including the US, UK, EU, Canada, and Australia. Electronic signatures have the same legal weight as handwritten signatures under laws like the ESIGN Act (US) and eIDAS (EU).

What documents can be signed electronically?

Most documents can be signed electronically, including:

Exceptions: Wills, trusts, and some court documents may require handwritten signatures in some jurisdictions.

Can electronic signatures be forged?

E-signature platforms use multiple security measures to prevent forgery:

These measures make electronic signatures more secure than handwritten signatures, which can be easily forged.

How long are electronically signed documents stored?

Most platforms store documents indefinitely. Signova stores all signed documents securely for the lifetime of your account, with automatic backups and 99.99% uptime guarantee.

Conclusion

Signing documents electronically is simple, fast, and legally binding. Whether you're signing a one-time contract or processing hundreds of documents per month, e-signature platforms like Signova make it easy.

Quick recap:

  1. Choose an e-signature platform (we recommend Signova)
  2. Upload your document
  3. Add signature fields
  4. Sign the document
  5. Send or download

Ready to get started? Try Signova free - no credit card required. Sign your first document in less than 2 minutes.