How to Create an Electronic Signature

Key takeaways:

• Electronic signatures are legally enforceable in the UK and EU (under eIDAS regulations). For your most sensitive documents, Qualified Electronic Signatures (QES) provide the highest level of security and identity verification.

• You can create a legally binding electronic signature in minutes

• The process works across all major file types including PDFs, Word documents, and Google Docs

Signing documents online saves time and paper while streamlining your workflow. Our easy guide walks you through creating an electronic signature in minutes. Electronic signatures are legally recognised and enforceable across the European Union under the eIDAS Regulation (Regulation (EU) No 910/2014) and in the United Kingdom under the UK eIDAS Regulation and other domestic law.

Both regulatory frameworks establish different levels of signature security, with Qualified Electronic Signatures (QES), providing the highest level of trust and authentication for important documents. Whether you're working remotely or simply want to reduce administrative tasks, this guide has everything you need to start signing documents electronically today.

Creating an electronic signature: a step-by-step guide

It's time to say goodbye to paper contracts. You can start signing documents easily with a simple electronic signature, and you can even sign on mobile. Creating your e-signature takes just a few steps, whether you're using a desktop computer or mobile device.

What is an electronic signature?

An electronic signature is a legally binding symbol or data in digital format that a signer adopts to indicate their intent to sign an electronic document. It represents the electronic equivalent of a handwritten signature, allowing signers to complete signature fields without printing, physically signing, and posting documents.

Electronic signatures can be used across multiple file types including electronic signature PDF, electronic signature in Word documents, and Google Docs.

Common e-signature creation methods:

1. Type (text-based)

2. Draw (freehand)

3. Upload (image)

4. Generator (pre-formatted)

Creating your electronic signature using Docusign eSignature

Create professional online signatures in minutes with Docusign's intuitive signature generator tools. You can choose one of the pre-formatted signature styles, upload an image of your signature, or draw your online signature directly.

Step 1 – Sign up for a free trial of electronic signature software

Step 2 – Log into your account and choose "Manage Profile" from the user menu in the top-right corner

Step 3 – Click the "Signatures" tab in the navigation bar of your profile screen

Step 4 – Click "+add new" to create an electronic signature

Step 5 – Choose from three different options: upload, draw or choose a pre-formatted option

For the upload and draw options, you'll need both a signature and initials. For the draw option, you draw freehand, and for the upload option, you'll need an acceptable file format and image size (GIF, JPG, PNG, BMP). You can use the Docusign mobile app on a tablet or other mobile device to draw your signature using a stylus or just your finger.

Step 6 – When you're happy with your signature, press "CREATE".

You've created an electronic signature. Once you've signed a document, Docusign automatically generates a certificate of completion that provides legal proof of the signing event, including who signed and when.

Do I need a digital signature? Understanding layers of security

Digital signatures are one type of electronic signature used when an extra layer of identity verification is needed. Digital signatures offer a higher level of security by using technology that encrypts the signature and verifies the identity of the person signing, ensuring non-repudiation—meaning signers cannot later deny their participation.

For highly regulated industries or sensitive transactions, Qualified Electronic Signatures (QES) provide the highest level of assurance, equivalent to handwritten signatures under eIDAS regulations in the UK and EU.

If you need to sign a document with a digital signature, you can complete it in five simple steps with Docusign eSignature:

Step 1 – Click the link. You may be sent an email requesting you to sign your document digitally. Open the email and click the link. Your document should open in an electronic signature tool such as our Docusign eSignature application.

Step 2 – Agree to electronic signing. You may be asked to agree to the electronic signing process. After confirming the agreement, if the document was sent via Docusign eSignature, you should see tags with instructions to Start or Sign.

Step 3 – Click each tag. Follow the instructions to add your electronic signature where it's required to sign or initial.

Step 4 – Verify your identity. You'll need to verify your identity with a government-issued ID. Watch this video to see how Docusign ID verification works. You'll upload a copy or take a photo of your ID.

Step 5 – Complete the process. Once verification is complete, your digital signature is applied with encryption technology that ensures document integrity.

Creating digital signatures quickly

Looking for the fastest way to create a digital signature? Docusign eSignature streamlines the entire process. Simply upload your identification, follow the security verification steps, and apply your signature to documents in seconds. The platform automatically handles the encryption and authentication processes that make digital signatures secure and legally binding.

Discover our complete guide to electronic signatures to find out more, or download our free electronic signature app.

Adding an electronic signature to Word documents

Adding an electronic signature to a Microsoft Word document is simple with the right tools. The most efficient way is to use Docusign eSignature to upload your Word document. Here's how:

1. Sign in to Docusign and select "New"> "Sign a document"

2. Upload your Microsoft Word file and click "Sign"

3. Review the document and select "Continue"

4. Choose your signature from the left panel and drag it to the desired location

5. Use the preview feature to ensure perfect positioning before finalising

6. Click "Finish" to complete the signing process

Alternatively, Word's built-in option via Insert tab > Signature Line creates a dedicated signing field.

Sign PDFs for free: add a digital signature to a PDF

Adding a digital signature to your PDF file is quick and secure with Docusign eSignature. Follow these simple steps:

1. Log in to your account

   – Access your Docusign eSignature account or start with a free trial if you're new.

2. Upload your PDF

   – Select the PDF file you want to sign from your computer or cloud storage and click "Sign" to begin.

3. Drag and drop your signature

   – Use the left-hand panel to drag your signature to the relevant part of the document, then select "Finish" to complete the signing process.

Learn more about electronically signing PDFs with our online guide.

Are electronic signatures legal?

Yes, electronic signatures are legally binding in most countries worldwide, including in the UK and United States. They're protected under the ESIGN Act in the United States and eIDAS in the UK/EU, which establish comprehensive legal frameworks for electronic signatures, making them admissible in court. The UK continues to follow its modified version of eIDAS post-Brexit, ensuring continued legal validity.

Docusign enhances this legal protection with an automatic audit trail that documents when each document was sent, opened and signed, along with signer identities and email addresses. This certificate of completion provides crucial evidence for legal verification.

Try the #1 way to sign documents electronically for free now

FAQ: Creating and using an electronic signature

How do I create an electronic signature?

Creating an electronic signature is simple. Sign up for a free plan with Docusign eSignature, click "Manage Profile" and select the "Signatures" tab. Click "+add new" and choose your preferred method: upload a signature image, draw one using your mouse, or select a pre-formatted style. When finished, click "CREATE" to save your signature for future use.

How do I convert my handwritten signature to a digital signature?

Take a clear photo or scan your handwritten signature. Use basic editing software to remove the background and enhance clarity. Save it as a PNG with transparent background, then upload this signature image to Docusign's platform. Our cloud services automatically convert and encrypt it, providing advanced security features beyond a simple scanned version.

How do I create an electronic signature on my phone?

Download the Docusign mobile app on your smartphone (available for iOS and Android). Log into your account, even with a free plan, and create your signature using your fingertip or stylus directly on your touchscreen. Your signature syncs across all devices, allowing you to sign documents anywhere, anytime without needing access to a computer.

How do I sign a PDF electronically?

To sign a PDF electronically, log into your Docusign account and upload the PDF you want to sign. Click "Sign" and drag your saved signature from the left-hand panel to the appropriate location in the document. Click "Finish" to complete the signing process. The platform automatically creates a secure audit trail for your signed document.

How do I sign a document online?

Signing documents online is fast with Docusign. After receiving a signature request via email, simply click the link to open the document. Follow the on-screen instructions and tags that indicate where to sign. Add your saved signature by clicking each signature field. When complete, click "Finish" and all parties will receive the fully executed document.

How do I make my signature?

You have three options to make your signature with Docusign: draw it using your mouse or touchscreen, type your name and select from stylised fonts, or upload an existing signature image. For the most personalised option, use the drawing tool with a stylus on a touchscreen device. All methods provide the same legal validity with advanced features available beyond the free plan.

Take your agreement management to the next level

Ready to transform how you manage agreements? Explore the AI-powered features of Docusign IAM or start with our free eSignature trial.