Businesses of all sizes need to exchange documents of different types. These documents can vary from standard contracts to advanced documents. Businesses can take advantage of electronic signatures to guarantee that their documents and records are safe and enforceable.
However, different types and examples of eSignatures fulfill a variety of purposes. In this blog, we’ll give you a roundup of electronic signature examples and how their uses can benefit businesses like yours.
Table of Contents
- Brief Introduction to Electronic Signatures
- Examples of Electronic Signatures
- Example of Electronic Signature Use Cases
- 5 Best Practices for Using Electronic Signatures
Brief Introduction to Electronic Signatures
An electronic signature is a digital version of your physical signature. eSignatures are an important part of the modern workplace. They allow you to sign documents electronically and have them automatically sent back to the person who requested them. This is more convenient than printing out hard copies or mailing them in person.
For those in doubt, a digital signature has the same legal value as a handwritten one. Some people also prefer digital signatures because they’re easier to maintain than their traditional counterparts. They are also more secure and not easily forgeable, making them ideal for eSigning high-level contracts and agreements.
Examples of Electronic Signatures
There are three main electronic signature samples to use for different industries and various document types. These eSignature examples are as follows:
1. Simple Electronic Signature (SES)
A Simple Electronic Signature, or SES, is a type of electronic signature that is commonly used for lower-value transactions. SESs are also less secure than other types of electronic signatures. But they can still be used to sign documents and agree to terms and conditions electronically.
2. Advanced Electronic Signature (AES)
An AES is an electronic signature example that is based on a cryptographic algorithm. The algorithm generates a digital signature that can be verified by a third-party service provider. AES signatures are more secure than the simple type of electronic signatures.
3. Qualified Electronic Signature (QES)
A Qualified Electronic Signature (QES) is a type of electronic signature considered legally binding in many countries. QES signatures are based on cryptographic algorithms that ensure the signature is unique to the signer and can be verified. These are usually generated using special hardware or software, such as a smart card or a digital signature application.
Example of Electronic Signature Use Cases
In general, electronic signatures have become the standard use in key industries. Having said that, here’s a list of industries that rely on eSignature solutions for certain documents and legal contracts.
- Sales: Using eSignatures is ideal to fast-track processes for invoices, closing sales deals, and signing purchase orders.
- Real Estate: This industry deals with contracts a lot, and eSignatures are best for leases, deeds, and other legal documents.
- Healthcare: In the healthcare industry, eSignatures come in handy for signing consent forms and medical records.
- Manufacturing: Resorting to digital signatures is also perfect for approving and signing off on production orders and quality control documents.
- HR: Using eSignatures is the fastest way to sign non-disclosure agreements and employment contracts for a pool of new hires.
- Education: Applying electronic signatures is also useful for signing enrollment agreements, financial aid documents, and student records.
5 Best Practices for Using Electronic Signatures
Implementing these best practices is vital for streamlining your workflow regardless of the industry you work in. To maximize your experience using an electronic signature software, make sure to factor in the following pointers:
1. Check for Security and Compliance Features
One such best practice is ensuring that your software complies with industry security standards. A non-compliant eSignature solution will put your business in jeopardy. Moreover, it protects your data and electronic signatures from unauthorized access or misuse.
Checking for security safeguards helps to ensure the integrity of your electronic signatures and the data they are based on. Most importantly, this is to prevent identity theft and other security breach attempts, such as eSignature impersonation.
2. Use Signature Templates Consistently
Like Fill, some paperless software tools offer free, customizable templates for contract creation. Take advantage of this to help you maintain a consistent look and feel for your documents. Using the same signature template each time ensures that your documents have a professional appearance.
Customizable templates can also be helpful if you need to sign documents electronically regularly. By using a template, you can avoid having to enter your information each time you sign a document. This can save you both time and frustration.
3. Conduct Quality Staff Training
Whether or not you have a tech-savvy workforce, it’s important to provide training when introducing new technology. This will help ensure that your employees can.
Quality staff training will also help ensure that your employees are comfortable using the software. This will allow them to work with little to no supervision when the need for troubleshooting any issues arises.
4. Check for Real-Time Audit Trail
When looking for an electronic signature solution, it’s important to ensure a real-time audit trail feature. This is critical to ensuring the integrity of the signing process. It’s also vital to provide a clear audit trail in the event that any questions or concerns arise.
Without an audit trail, there’s no way to know exactly what happened during the signing process and who was involved. This could lead to serious problems down the line. So it’s best to avoid any potential issues by choosing a seamless software that also highlights this important feature.
5. Evaluate Your eSigning Tool’s Effectiveness
There are key indicators that you should evaluate to determine whether an electronic signature solution is working for your business. First, you should track how many documents are being signed using the solution. Say you see a decrease in the number of signed documents. It may be an indication that the solution is not meeting your needs.
Additionally, you should track the number of errors or issues that arise from using the solution. If you see an increase in errors, it may be time to consider a different software tool. Finally, you should ask yourself whether the electronic signature tool saves you time and money.
With Fill, an eSignature software that promises results, you will save ample time and money with its tremendously valuable features.
Fill: The eSignature Tool to Effortlessly Send, Sign, and Track Documents
If you’re searching for an eSignature software that can truly deliver, Fill is an excellent choice. With Fill, you can effortlessly send, sign, and track your essential documents with its beginner-friendly interface.
Aside from allowing users to sign documents in a snap, its cloud-based storage enables your documents to be stored securely. Plus, you can have unlimited envelopes, create online forms, and utilize a plethora of customizable templates for free.
On top of that, Fill is highly secure with its 256-bit encryption and signer ID verification features. Fill is also equipped with a real-time audit trail for document progress tracking. Finally, Fill is compliant with rules and regulations surrounding the use of eSignatures, making it legally binding and enforceable.
Experience Fill’s efficiency in streamlining your workflow management processes. Sign up for free today.