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What an electronic signature actually is

An electronic signature is any electronic way of showing that a person agrees to the contents of a document. Typing your name, drawing on a touchscreen, clicking an “I agree” box linked to a document, or inserting a signature image can all qualify. Laws such as the US ESIGN Act and UETA and the EU eIDAS regulation broadly say that a signature cannot be refused legal effect just because it is electronic.

The part people miss is that the legal strength comes less from the mark and more from the record around it. Electronic signature software exists to produce that record: who was asked to sign, how they were identified, what they saw, when they signed and proof that the document has not changed since.

SES, AES and QES: which one do you need?

Under eIDAS there are three levels. A simple electronic signature (SES) is the broad category covering most e-signatures, including the ones eSignSimple provides. An advanced electronic signature (AES) must be uniquely linked to and capable of identifying the signer, and created in a way that detects later changes; in practice it usually involves stronger identity checks. A qualified electronic signature (QES) is an AES created with a qualified device and certificate from a trust service provider, and it carries the same legal effect as a handwritten signature across the EU.

Our take: the large majority of everyday agreements, such as freelance contracts, NDAs, leases in many jurisdictions, sales agreements, consent forms and internal approvals, are routinely signed with simple electronic signatures backed by a good audit trail. You need AES or QES for specific regulated cases, and some documents like wills or certain property transfers may still need wet ink or a notary depending on the country. eSignSimple provides simple electronic signatures only, and our legality guides by country tell you where the exceptions are.

How eSignSimple works, end to end

You create a free account with Google; there is no password. You upload a PDF or a Word document (.doc, .docx, .odt or .rtf, up to 25 MB), which we convert to PDF on our server, add your signers by name and email, and drag signature, initials, date, text, checkbox and dropdown fields where they need to go. If the order matters, for example a client signs before your director countersigns, set a signing order. If you send the same document often, save it as a template.

Each signer receives a unique link by email. They do not need an account. They open the document, fill in their fields and sign by drawing, typing or uploading a signature. If someone forgets, automatic reminders (Bronze and up) nudge them. Throughout, we record each event with a timestamp, IP address and device details.

When everyone has signed, we produce the final PDF and a certificate of completion summarising the audit trail, and calculate a SHA-256 fingerprint of the file. Everyone receives the completed document. Later, anyone can upload the PDF to our public /verify page to confirm it matches what was signed.

How to choose electronic signature software

Start with the documents you actually sign. If they are everyday business agreements, you need reliable delivery, a clear audit trail, a way to prove the file was not altered, and a signing experience your signers will not fight with. Check that signers do not need to create an account; every extra step loses signatures. And check which file types it accepts: if most of your contracts live in Word, a tool that makes you export to PDF first adds a step to every single send.

Then look at pricing honestly. Envelope-limited plans can look cheap and become expensive in a busy month. Count how many documents you send in your heaviest month, not your average one. Look at who pays: in some tools every person who sends needs a seat; in all tools signers should be free.

Finally, match the signature level to your risk. If regulation requires AES or QES, or you need identity verification with government IDs, choose a provider that offers it and accept the higher cost. If not, do not pay for enterprise features you will never use.

Our opinion

The e-signature market has drifted toward complexity: tiered envelope allowances, add-ons for basics like reminders, and sales calls before you can see a price. For most small businesses, the job is simpler than the software suggests. Upload a doc or PDF, get it signed, keep strong evidence. That is what we built eSignSimple to do, and we would rather do those things very well than do everything.

If you are not ready to send anything yet, create a free account and start with the Sign PDF tool and signature generator. They are included with every account; a PDF you sign yourself is stored encrypted in your Documents with its audit trail, and the generator runs entirely in your browser.