How to Easily eSign PDF Documents: A Complete Guide

In light of the digital era prevailing today, we can see information flowing across in the form of digital documents. The recent surge in online transactions and remote work culture has led to a dependency on digital documents such as PDFs. These are the most common types of online documents used in businesses. However, the security and authentication of such digital documents is a prime concern when it comes to their electronic transfer and signing. With this, we have the eSigning, or the electronic signing phenomenon that has revolutionized the world of document signing. This blog is all about “How to Easily eSign PDF Documents: A Complete Guide.” Read ahead to know more!

What is eSigning? 

As organizations have adopted paperless business solutions for robust and efficient operations, the eSign custom has gained huge momentum. It has now become essential to adopt a one-stop solution that can validate the integrity and legitimacy of electronic documents. eSignatures have emerged as the most powerful solution to prove the credibility of documents reliably. eSignatures have great value in simplifying the complexities of digital security concerning PDF documents. 

While eSigning a PDF document, we ensure its authenticity, integrity, and legal validity. Further, it serves as an assurance to the recipient that the document is coming from its legitimate sender and its content has not been tampered with. Additionally, the eSign concept is widely adopted for legal work and regulatory compliance as it establishes the enforceability and validity of PDF documents. Therefore, electronic signatures play a pivotal part in safeguarding the security and trustworthiness of online documents.

Why eSign PDF documents?

eSigning PDF documents is a quicker and easier method than opting for paper and email attachments. Let us learn about the key reasons why you should eSign PDF documents!

Sign remotely

The eSign technology allows you to sign a PDF document remotely and on any device. This is best suited for hybrid work fashion, where users are on the go or in cross-border transactions where signing parties are at different corners of the world. It enables simultaneous and quick signing while boosting the efficiency of signers.

Security

Signing PDF documents with an advanced eSigning solution such as emSigner provides security to the document and boosts confidence among the signers. As the solution relies on authentication techniques such as OTPs, passwords, biometrics, etc., to validate the identity of the signer, it adds up to the security layer of the entire signing process.

Easy integration

The best eSignature solution is easily integrated with other applications such as Google, Microsoft, etc., and can work on multiple devices, thus allowing easy eSigning of PDF documents.

Legal recognition

eSigning PDF documents has legal recognition in almost every country of the world. This makes it the best choice for signing agreements in global trade and commerce. PDF documents that are electronically signed can be produced as evidence in the law court and also have enforceability and validity. 

Cost-effective

eSigning PDF documents involves no paperwork, saving significant costs related to paper, ink, scanning, printing, transportation, etc. It does not require the physical presence of signers at the same place, which adds to the convenience and swiftness of the entire process.

Key features to look for in an eSignature tool

Accurate signing of PDF documents depends upon the excellence of the eSignature tool you opt for. Choosing the right software enables efficient signing with the added benefit of data security. 

Here are the key features you must look for while searching for a reliable and powerful eSignature tool!

Legally binding signatures

The e-signing tool that you opt for must provide legally binding signatures, which are namely Advanced Electronic Signatures (AES) and Qualified Electronic Signatures (QES). The signature should be compliant with the electronic signature policies. Legally binding signatures are considered valid pieces of evidence in a court of law.

Sending documents in the correct order

Organizations often require multiple signatures on multiple documents in a certain order. Your eSigning tool should support such complex singing flows and allow you to specify who signs which document and in what order. It should feature automated reminders and notifications to help streamline the entire signing process. 

Compatibility with multiple devices

Opt for an eSigning platform that allows signers to access and sign documents from any device., e.g., laptop, desktop, smartphone, tablet. It must have mobile compatibility as the majority of users use their mobile phones for signing documents. Such a feature makes the eSigning process convenient and user-friendly.

Document storage

Opt for an eSigning tool that has a secure archive for storing signed documents. This is essential to ensure that the documents are organized, safe, and easily accessible whenever needed. 

How to create your electronic signature?

Before you eSign a PDF document, you first need to create your electronic signature. Let us study some of the popular ways of creating an eSign!

Draw and scan

The most straightforward way to create an eSign is to sign on a piece of paper using a pen, preferably in black or blue ink, and take a photo of it using a smartphone or scan it. You can use digital tools like an online photo editor to crop the image of your handwritten signature to an acceptable size. 

Upload this signature to your digital device, like your laptop or smartphone, and use it on your PDF documents whenever required. You can simply copy-paste or upload this signature on your documents. 

Use online signing tools

emSigner is the best online site that helps you create your electronic signature. You can simply log on to the platform and choose the option to draw your signature using your touchpad or touchscreen. You can use the eraser option to erase unwanted results. Save and download your signature that you can use to eSign PDF documents. No scanning or taking pictures of this signature is needed. You can directly use it to sign your contracts and agreements.

Draw directly

Most eSignature apps allow you to directly draw your signature on the PDF document using the touchscreen option on your phone or your mouse cursor while using a desktop or a laptop. This is one of the easiest methods to eSign that provides security as you sign directly on the document.

Type your signature

Premium eSignature tools allow you to type your name in a certain font to create your eSignature. This is also one of the most preferred methods of eSigning PDF documents that offer data security and user authentication to validate the identity of the signer before signing.

How to eSign a PDF document? 

As this blog talks about “How to Easily eSign PDF Documents: A Complete Guide,” let us discuss the method to eSign a PDF document. If you have the right eSignature solution, then the process is straightforward. Here is a detailed outline of the steps involved!

Select an eSignature solution

Choose the right eSignature platform that syncs with your signing requirements. Consider integral features such as security, integration with other solutions, preferred pricing plan, etc. emSigner is the best eSigning tool with a user-friendly interface and offers a variety of signing options. 

Upload the document

Once you have the eSignature platform installed on your system, upload to it the PDF document that you want to sign electronically. You can do this by either selecting the document file from your computer or cloud storage or dragging and dropping the file. Ensure that the document is in a format that is supported by the eSigning platform. PDF is the best file format for eSigning and is supported by all eSignature solutions.

Place signature fields

After you are done uploading the document, designate the areas in the document that need to be signed. You can drag and drop signature fields, initials, dates, etc., fields into the appropriate spots on the document. 

Sign the PDF document

Use the signature option on the eSign tool to sign your PDF document. You can choose to draw your signature, type your name, or upload a pre-saved image of your signature at your convenience. You can also opt to create your signature on the platform itself.

Send and complete

Once you have signed the PDF document, you can send it to other parties for their signature. You can remind them about the signing task by setting up automatic email notifications and alerts. This ensures a smooth workflow and facilitates quicker signing of the document.

Track and manage

Advanced eSigning tools like emSigner come with a built-in tracking feature that allows you to track the status of your document in real time. The audit trail feature provides a clear view of all the actions done on the document. You can see who has signed and who is yet to sign. Such transparency greatly helps streamline the signing process.

Best Practices for eSigning 

Let us get to know the best practices for eSigning and how you can eSign PDF documents efficiently!

Use reliable eSigning platform

Opt for a reputable and trusted eSigning solution like emSigner for secure eSigning features that allow efficient signing facilities.

Verify document content

Review the document thoroughly before signing it. Ensure the accuracy and completeness of its content by cross-checking facts with your colleagues and signing parties.

Use a secure digital ID and private key

Add authenticity to your signature by using a secure digital ID that is issued by a trusted Certificate Authority (CA). Also, if there is a private key involved in your signature, then make sure it is a secure one.

Check signature settings

Configure settings for signature to include relevant information including your name, initials, date, etc., to verify your identity accurately.

Use timestamps

Use timestamps along with your signature as a means of additional verification concerning the time of signing the document.

Consider legal implications

Understand the legal implications regarding electronic signatures in your jurisdiction. Abide by the eSigning policies and regulations for the legal validity of the signed document.

Store signed documents 

Store all your signed PDF documents in a secure archive for future reference and to maintain the confidentiality of the document content.

Common eSigning Mistakes to Avoid

Here are some of the common mistakes that you must avoid while electronically signing PDF documents!

Non-compliance with global laws and regulations

Check the website of your eSignature platform to learn about legal compliances and regulations. Do not end up signing a document that would fail to stand up in the law court. 

Selecting complicated eSigning solutions

Never opt for complex eSigning software that would impact the productivity of the signing parties. The signing process should be simple and must not increase the workload of the signers by making them perform tedious unnecessary tasks before and after signing.

Lack of employee training

All staff and users must be given adequate training regarding the use of the eSigning solution so that they are confident about using it. They should be taught about the functioning and best practices of the software, security precautions, safe storage of documents, etc. 

Ignoring the integration possibilities

Choose an eSigning software that offers a free trial to allow you to test the solution before fully implementing it. This is necessary to check whether the software can integrate with your existing digital framework or not. Check if it has real-time tracking features and if its price fits your budget.

No encryption tools

Do not ignore encryption features while selecting an eSignature tool. Encryption is a must for data protection to ensure the security of confidential information. This prevents hacking and unauthorized access to personal data.

Bottomline

Partner with emSigner, the premium eSigning solution that offers secure, transparent, and legally compliant eSignature facilities. Our user-friendly interface is designed to sync with industry standards, setting the bar high for data security and operational efficiency. If you want effective and easy signing procedures to streamline your workflow, then emSigner is the name to trust. 

With this detailed blog on, “How to Easily eSign PDF Documents: A Complete Guide,” we have explained all that you need to know about the efficient signing of PDF files. You can figure out the best option that will help you fulfill your eSigning requirements and the do’s and don'ts that you must keep in mind. To know more about eSigning features and facilities, contact our team at emSigner today!