Digital signature: what it is, how it works and how to do it in a document

Digital signature is essential in all types of companies, but many people still have doubts about how it can be used and what are its benefits. If that's the case for you too, continue reading this article.

Nowadays, there are numerous ways to sign a document digitally, especially the digital signature. In this post, we will explain what is digital signature, how to make a digital signature simply in Word and PDF documents e how to sign documents by whatsapp.

What is digital signature?

A digital signature It is an electronic method that verifies the signatory's identity through... Encryption e digital certificate issued by ICP-Brazil, ensuring authenticity, integrity and legal validity to electronic documents.

She is a kind of electronic signature whose concept is linked to the use of any electronic or digital mechanism to validate the authorship of an act. 

The electronic signature has legal validity in virtually every country in the world. In Brazil, it was introduced by several norms, in particular by article 10, § 2, of the Provisional Measure No. 2.200-2/2001 and by Provisional Measure No. 983 of 2020.

Na digital signature, the signatory uses a digital certificate to prove its authorship. The digital certificate must be issued by a Brazilian certification authority, in accordance with the standards of the Brazilian Public Key Infrastructure (ICP-Brazil). Examples of digital certificate are the e-CNPJ and the OAB token used by lawyers. There are also types of digital certificates, which we discuss below.

Both the electronic signature and the digital signature have legal validity, in accordance with Provisional Measure No. 2.200-2 of 2001 and Provisional Measure No. 983 of 2020. In this text, we treat electronic signatures and digital signatures interchangeably, since in most situations they have the same effects.

What are the types of digital certificate?

Digital certificates are essential to guarantee the authenticity and integrity of electronic documents. In Brazil, the most commonly used types are A1 and A3, available for both individuals (e-CPF) and legal entities (e-CNPJ):

• A1 certificate: stored on the user's computer, it is valid for 12 months. Its main advantage is practicality, allowing multiple backup copies and easy installation on different devices;
• A3 certificate: stored on cryptographic media, such as USB tokens or chip cards, it offers greater physical security, its validity can be up to 5 years, depending on the Certification Authority.

The choice between A1 and A3 depends on the user's needs. While A1 is more convenient for everyday use, A3 is recommended for transactions that require higher security.

Already e-CPF is used by individuals to sign documents, access IRS services and perform other online operations. e-CNPJ It is intended for companies, allowing the signing of electronic invoices, contracts and other corporate documents.

Understanding the differences between these certificates is essential to choosing the option that best meets your needs, ensuring security and compliance in digital transactions.

How does digitally signing documents work?

The technical operation of a digital signature involves the use of cryptographic keys. There are two keys: public and private. The private key is used to sign the document and is kept secret by the signatory. The public key, which is shared, allows anyone to verify the signature and confirm that the document has not been altered.

In Brazil, the legal validity of digital signatures is guaranteed by Law No. 14.063/2020, which recognizes their equivalence to a handwritten signature in electronic documents, as long as the security requirements are met – which means that, as long as they are signed digitally, the documents have the same legal force as a physically signed document.

One of the biggest advantages of digital signatures is their enhanced security, which makes fraud more difficult and ensures that the document cannot be altered without detection. It also speeds up processes by eliminating the need to print and physically send documents.

Practical examples of use include contracts, terms of adhesion and other formal documents, where security and integrity are essential.

However, it is important to note that digitally signed documents lose their legal validity when printed, as the digital signature depends on technology and electronic certificates to guarantee its authenticity in the digital environment.

What is the importance of digital signature?

Digital signatures are important for companies that want to optimize their processes and ensure greater security in transactions. This feature replaces paper documents with digital files, providing a series of operational benefits.

A cost reduction with materials and logistics is one of the main benefits, since it eliminates the need for printing, physical storage and sending of documents. With this, companies can conclude contracts more quickly, without the logistical obstacles involved in traditional processes.

Digital signatures also ensure the integrity and authenticity of documents, which are essential elements for guaranteeing the legal validity of signed contracts. This process involves the use of digital certificates and encryption, which protect data and ensure that documents have not been altered after signing.

With digital signatures, it is possible to comply with strict security standards, meeting legal requirements for data protection and regulatory compliance.

In addition to the operational and legal advantages, digital signatures are also an ally of sustainability. By reducing the use of paper, the company contributes to environmental preservation, adopting more responsible practices aligned with the concept of sustainable development. Eliminating physical documents helps minimize waste production and the environmental impact of business activities.

Implementing digital processes, such as digital signatures, also increases transparency in transactions, providing a clear and auditable record of each step of the process – which strengthens the trust of business partners and reduces the risk of fraud or legal disputes.

Is digital signature reliable?

Yes. Your reliability is guaranteed by a combination of advanced technologies, including encryption, digital certification and security protocols, which ensure the integrity and authenticity of transactions.

When a digital signature is applied to a document, it is uniquely linked to its content and the signer. This process is accomplished through a digital certificate, which contains a private key used to create the signature.

Encryption ensures that any changes made to the document after signing automatically invalidate the authenticity of the transaction, generating an alert that the content has been altered. This level of protection makes digital signatures one of the safest options against fraud and document manipulation.

The legal validity of digital signatures in Brazil is widely recognized, mainly by the Brazilian Public Key Infrastructure (ICP-Brasil), a system that guarantees the reliability of signatures made with digital certificates.

According to Brazilian law, digitally signed documents have the same legal value as a physical document signed by hand, as long as the process follows the ICP-Brasil standards or other recognized certification mechanisms.

In addition to its security, digital signatures provide agility in business processes. They eliminate the need for printing, physically sending or moving people to sign documents. This factor contributes to operational efficiency and cost reduction, making the solution even more advantageous for companies looking to optimize their routines.

How to check if a digital signature is valid

Know how check its validity It is essential to ensure that the document has not been altered and that the signature actually corresponds to the person who made it.

The first step to verifying the validity of a digital signature is to identify the type of certificate used. In Brazil, digital signatures are regulated by the ICP-Brasil (Brazilian Public Key Infrastructure), and for a signature to be valid, it must have been generated with a digital certificate recognized by this infrastructure. 

If the document has been signed with a valid certificate, the verification platform or software will be able to confirm that the signature matches the document and the signer.

Next, it is important to confirm the integrity of the document. This means verifying that the contents of the file have not been altered since it was signed. A digital signature uses a mathematical function called a “hash,” which creates a digital fingerprint of the document at the time it was signed. When the document is verified, the hash is compared with the hash of the current file. If the hashes match, the document has not been altered.

Another important point is the date and time of the signature. Most digital signature systems also use a timestamp to ensure that the signature was made within a specific period. This information helps to verify whether the signature was made before or after a certain event, which may be relevant to the legal validity of the document.

Therefore, it is possible to use specialized tools and platforms that have a digital signature verifier. They confirm whether the digital certificate is valid, whether the document is intact and whether the signature corresponds to the indicated signer, thus guaranteeing the authenticity of the contract or document in question.

What is a digital signature verifier for?

O digital signature verifier is an essential tool for ensuring the authenticity and integrity of electronic documents. Its main purpose is to validate whether the digital signature present in a document has been applied correctly and whether the content of the file has not been altered since it was signed. This process ensures that the signature is legitimate and that the document maintains its integrity.

When someone digitally signs a document, the system creates a unique code, called a “hash” (which we’ll talk about later), that is linked to the document’s content. This hash is encrypted with the signer’s private key, ensuring that only the person who has that key can perform the signature. To verify authenticity, you’ll need to use a digital signature verifier.

This verifier compares the signature contained in the document with the public key associated with the signer. By performing this comparison, the tool verifies that the signature corresponds to the identity of the signer. If the encrypted code is successfully validated, this indicates that the document was signed by the indicated person and has not been altered after signing.

Another important role of the verifier is to confirm the validity of the digital certificate used for the signature. Digital certificates are issued by Certification Authorities and must be valid for the signature to be considered legitimate.

The verifier also checks the date and time of the signature, using timestamps, which can be important for the legal validity of the document, especially in situations that require proof of when the signature was made.

Therefore, by using a digital signature verifier, companies and individuals can ensure that digital documents are secure and that the signatory’s identity has been properly confirmed, preventing fraud and ensuring the integrity of information. This tool provides greater confidence in the use of digital signatures, especially in electronic transactions and contracts.

What is the difference between digital and electronic signature?

When it comes to online documents, this question is very common: what is the difference between electronic and digital signature? After all, the terms are similar and have elements in common, to the point of being confused as synonyms. However, here we raise the main differences between them.

What are the characteristics of electronic signature?

First, let's try to better understand what a electronic signature. As we said earlier, it involves the use of electronic or digital means to make an act valid. Therefore, it is a broad term, as it encompasses all types of signatures that use this technology, including digital. Let's see some examples:

• authentication with login and password: this is one of the most common, as it is present both in personal life to access e-mail or social networks and in professional life to use management tools, for example;  
• Biometry: as the fingerprint is unique, biometrics is used to identify personal accesses such as bank accounts;
• facial recognition: another electronic form frequently used to allow the entry of authorized persons in certain places and also access via mobile applications;
• Tokens: in this case, a key is sent via SMS or e-mail to the person to confirm that he/she is the one performing the access electronically.

In all these cases, for the electronic signature to have legal validity, it must be full (i.e. ensure the document cannot be altered), authentic (i.e. able to identify the author of the signature by means of a private key) and have the record of the manner and day on which the signature was made.

Due to its practicality, the electronic signature has been increasingly used in the daily life of companies that need to sign documents frequently.

What are the characteristics that differentiate the digital signature from the electronic one?

Now that the concept of the two subscription types is clear, let's see what their differences are.

The electronic signature gathers all the formats used to sign or validate a document or the identification of a specific person. 

A digital signature is a type of electronic signature that uses encryption to make it valid, in addition to requiring a digital certificate.

The digital certificate issuance process usually takes a few business days. The first step to take is to pay the fees for your registration and then follow the supplier institution's procedures to complete the subscription registration.

Then you can use your signature on electronic documents in an authenticated way.

What are the differences between digital and handwritten signatures?

As digital and handwritten signatures They are different ways of authenticating and validating documents, but they have very different characteristics and functions. Understanding these differences is important to choose the best option in each situation.

Handwritten signatures are the most traditional way of signing documents. They are done physically, using a pen or other instrument on paper. Its authenticity depends on comparing the handwriting with previous records or the presence of witnesses. This is a more time-consuming process and is subject to errors, such as erasures or reading difficulties.

On the other hand, a digital signature, as we have explained, is an electronic form of authentication that uses cryptography to guarantee the authenticity and integrity of the document. To sign digitally, the signatory needs a digital certificate, which contains their identification information and cryptographic key.

This private key is used to create a unique signature that is linked to the document content. With digital signatures, authenticity verification is fast and automatic, as it involves checking cryptographic keys that validate both the signer and the document content.

Another important point is security. Digital signatures offer a high level of protection against fraud, as they are linked to certification systems and use encryption to ensure that the document is not altered after signing. On the other hand, handwritten signatures, although traditionally valid, are more vulnerable to forgery, such as imitation of handwriting or the use of adulterated documents.

Practicality is a notable difference. A handwritten signature requires the physical presence of the signatory and often involves travel and waiting time. A digital signature, on the other hand, can be done from anywhere, at any time, speeding up processes and saving time.

Both forms, therefore, have legal validity, but the digital signature offers more security, speed and practicality for transactions in the modern world.

Is a signature on a digital signature necessary?

A rubric is a symbol or abbreviated signature, generally used on physical documents to authenticate the identity of the signatory. Traditionally, the initialing has been used to give a personal and formal touch to the signature, ensuring the identification of the person and their agreement with the content of the document. However, when it comes to digital signatures, the need for an initialing is often questioned.

Digital signatures, which are based on cryptography, already offer a highly secure way to validate the signatory's identity and ensure that the document has not been altered after signing.

The process involves the use of a digital certificate, linked to the signatory's identity, and a cryptographic algorithm that ensures the integrity and authenticity of the document. In this context, the idea of ​​including a signature, as is done with manual signatures, loses its relevance entirely.

Digital signatures, by their very nature, are a legally valid representation of the signatory’s will, completely dispensing with the need for additional elements such as initials. The use of technology behind digital signatures ensures that the signatory’s identity is effectively verified, with a level of security far superior to that possible with a traditional signature.

However, in some cultures or for certain types of documents, there may be a preference or even a requirement for the initialing to be added, especially in contracts that require additional formality. Even so, from a legal and technological standpoint, the initialing is not essential to validate a digital signature.

We therefore conclude that the signature does not represent a truly necessary instrument in documents that use digital signatures, since the digital process, in itself, already offers all the necessary mechanisms to guarantee the authenticity, security and legal validity required for the consent process.

On which documents can the digital signature be used?

The legislation does not restrict this means of authentication, so it is possible to use the digital signature to prove the authorship of several documents, such as (example list):

• contracts and amendments;
• documents relating to the employment relationship (payrolls, terminations, forms, warnings);
• medical prescriptions, health reports;
• payment or service orders;
• purchase and sale contracts.

How does digital signature work in practice?

As with physical signatures, digital signatures have the main function of designating each signatory. Companies that offer this service must follow a protocol called PKI (Public Key Infrastructure). It requires the provider to use a mathematical algorithm to generate the keys that can be public or private.

Thus, from the moment a person signs a digital document, the signature is created from the private key through a secure procedure followed by the signer. 

The algorithm creates a dataset that corresponds to the signed document – ​​which we call a hash – and encrypts them to generate the digital signature that is recorded with the day and time it was made, so the signature loses validity if the document is altered.

Let's see a practical example? João is an insurance broker and is about to close a deal with a client. Then he sends the digital contract with your signature for the customer to sign too. It sends a copy of João's public key capable of decrypting it, which proves that the document was actually signed by João, making it valid.

In short, this is the path that occurs when a digital signature is made:

1. the signer accesses the digital document and executes the command to sign it;
2. the hash creates a dataset corresponding to that document;
3. your private key encrypts this data;
4. the signed digital document is generated;
5. the signer sends the signed document for the other party to sign too;
6. the values ​​of the hash algorithm and the decrypted public key are checked and considered valid when they are equal;
7. the other person who must sign the document receives it with the information that it has been signed by the other party and that the signature is valid.

How to use digital signature and customer experience together

The integration between digital signature and customer experience has proven to be an efficient strategy for companies seeking to improve their competitiveness and offer faster and safer services. Using digital signatures in the customer interaction process brings significant advantages for both the company and the consumer.

First, digital signatures provide a more agile and practical experience. Customers no longer need to deal with manual and time-consuming processes, such as sending physical documents.

By adopting digital signature platforms, the company offers an efficient solution where customers can sign contracts and other important documents directly from their mobile devices or computers, without the need to travel. This agility improves customer perception of the brand and adds value to the service provided.

The security provided by digital signatures is another important aspect of the customer experience. By signing a document digitally, the customer is assured that the process is secure, as the authenticity of the signature is guaranteed by encryption and digital certificates, preventing fraud and problems related to document forgery. This process conveys trust to the customer, creating a more transparent and secure relationship.

Another benefit is time savings. Digital signatures eliminate the need to print, manually sign and scan documents, making the process more efficient and convenient. With fewer steps and no need to travel, the customer experiences a smoother, more seamless journey, which positively impacts their satisfaction.

Therefore, adopting digital signatures helps companies stand out as innovators in the market. By aligning modern technologies with a more pleasant customer experience, companies can build customer loyalty and generate new business, strengthening their image in the market and offering more efficient and transparent service.

How to track the status of a digital document signature?

Track the status of signing a digital document is an essential task to ensure efficiency and control in business processes. With the increasing adoption of digital signatures, it is essential to be able to monitor each step of the process, from sending to completion, in order to avoid errors and ensure that all parties involved meet their obligations.

For starters, most digital signature platforms offer features that allow you to track the status of a document in real time. Using intuitive dashboards, you can see whether the document has been sent, is pending signature, or is already completed.

These systems often provide automatic notifications for each action taken, such as when a signature is made or when a document is rejected, facilitating ongoing monitoring.

An efficient way to manage status is to set up alerts that notify you of any important changes. These alerts can be customized as needed, such as email notifications or real-time messages, ensuring that those responsible for managing documents are always up to date. This setup eliminates the need to manually check document status, saving time and resources.

Many digital signature systems offer detailed reports that include information about who signed, when the signing took place, and the sequence of steps in the process. These reports are useful for auditing purposes and can be accessed at any time to ensure that the signing process is being carried out correctly.

Therefore, integrating the digital signature tool with other platforms, such as document management systems or CRMs, can also facilitate monitoring. This way, all information is centralized and accessible, allowing a holistic view of the signature process and ensuring greater control over workflows.

What is the HASH function for in digital signature?

A HASH function plays a key role in the security of digital signatures, ensuring data integrity and preventing document manipulation. It is responsible for transforming any set of data, such as a document, into a fixed sequence of characters of a specific size, known as a hash value.

This value serves as a unique “fingerprint” for the file content, making it easier to verify and validate throughout the signing process.

When a document is digitally signed, the HASH function creates a compact and irreversible version of the content, which is then encrypted using the signer's private key. From this, a signature code is generated, which, when combined with the document's hash value, allows you to verify whether the content has been altered in any way after signing.

The hash value is especially important to ensure that any modifications to the original document, whether accidental or malicious, are detected quickly. This is because if the content of the document were to be altered in any way, the corresponding hash value would change completely. Comparing the hash values ​​before and after signing makes it possible to identify any changes to the document.

In addition to security, the use of the HASH function also contributes greatly to the efficiency of digital signature processes as a whole. Since the function reduces the size of the document by generating a fixed and compressed value, the signing and verification process becomes faster and less costly in terms of computing resources.

In other words, the HASH function in digital signatures represents an essential resource to guarantee the authenticity, integrity and reliability of documents, allowing any changes to be detected effectively and quickly, making digital processes safer and more transparent.

What are the advantages of using a digital signature?

There are several benefits that a digital signature brings, we list the main ones below.

Faster document signing

The signing of physical documents goes through a lengthy process when the parties involved are not in the same place. After all, it is necessary for the first signer to sign it and send it to the other person who must also sign. After doing so, she needs to send the document back to the sender.

Depending on the place where the parties reside and the method of delivery chosen, this procedure can take days and delay the contracted actions if their execution requires the signed document.

With digital signature, this same process becomes faster and simpler, because just one click for the file to be signed.

Decreased displacement of people and benefits for the environment

The digital signature also has the benefit of involving fewer people in the process who need to constantly travel to take documents to the parties, which represents a huge advantage for the environment.

Maybe some don't consider it that important, because what difference does one less motoboy make amid so many companies that still operate with sending physical documents, right?

However, if everyone does their part until everyone does too, the consequence will be a decrease in Co2 which will benefit the planet and the people who live on it. So that all companies can adhere to the digital signature, ZapSign has plans that meet the most varied market needs.

Decreased proliferation of viruses and bacteria 

Digital documents save the use of places destined to store physical documents, which, by the way, require a series of care, such as making sure that the place is cool and with low humidity.

High temperatures and humid environments can cause the papers to deteriorate more quickly, which allows the proliferation of insects, fungi and bacteria that are harmful to health.

Reduction in paper consumption

Imagine the following situation: a client of yours asks you to review the (physical) contract you signed a long time ago, which makes you go to the room where all the documents are stored and check them one by one until you find what you want.

Have you ever thought about the time needed to carry out this time? That's the same time you could dedicate to getting more customers and growing your revenue. To find the documents signed digitally, just look for them in the platform used to make the signatures and that's it. In less than 1 minute you do what could take 1 hour to look for a printed file.

What's more, it also helps to reduce deforestation. Did you know that for every ton of paper, 11 trees have to be cut down? Whereas Brazil has approximately 19 million companies and that many use physical documents, think about the good we will do for nature by going digital. 

Faster deal closing

"I need this for yesterday." You've certainly heard or said that expression at some point at work, right? It is not for less, because the processes trading has become faster and faster, which requires actions that follow the same pace.

This makes contract signatures also need to be dynamic, which is beneficial for any type of business. While an agreement that involves handwritten signature takes time, digital is fast, which means you have more contracts closed per month.

Student Exchange

Have you ever stopped signing a document because you are in another state where you don't have a notarized signature? This problem no longer belongs to you with the digital signature, as you can sign it wherever you are, even with your phone.

ZapSign allows you to use the platform not only via desktop, but also from your smartphone. So, regardless of where you are, you can sign the document in just one click.

Reduced costs

Implementing digital signatures can be an efficient strategy for reduce operating costs in various areas of a company. By replacing the traditional pen and paper signature process, organizations can save on material resources, time and, most importantly, costs related to document logistics.

Firstly, by adopting digital signatures, the cost of paper, printing and transporting physical documents is significantly reduced. Companies that still rely on manual processes face high costs for printing contracts, terms and other documents that need to be signed.

With digital signature, documents are sent and signed electronically, eliminating the need for printed copies and physical transportation.

Another important point is the reduction of storage costs. Digital documents can be stored securely and in an organized manner in cloud systems, without taking up physical space. Digitizing files allows quick access and organization without the need for large physical archives, which also reduces storage infrastructure costs.

Time efficiency also has a major impact on cost reduction. The digital signature process eliminates the need to schedule meetings or wait for signatories to be present at specific locations. With a simple click, documents can be signed from anywhere, saving hours of work that would otherwise be spent on travel and in-person meetings.

Automating the signing process is another important benefit. With digital signature platforms, you can set up automatic workflows to send documents for signature, with real-time notifications. This speeds up the finalization of contracts and agreements, reducing approval cycles and accelerating business closing.

In this way, the security offered by digital signatures also brings indirect savings. Less chances of fraud or errors increase customer confidence and reduce costs with rework or legal action.

Sustainability in companies

The adoption of digital signatures has proven to be advantageous for companies seeking to contribute to the sustainability process. The relationship between these two elements is direct and is mainly reflected in the reduction of environmental impact and the increase in efficiency in corporate processes.

First, by eliminating the need to print documents, digital signatures help to significantly reduce paper consumption. The reduction in printing and physical transportation of documents results in fewer trees being cut down, less waste of resources, and less energy used in paper manufacturing.

This is a decisive strategic factor, which contributes significantly to environmental preservation and reduces the ecological footprint of companies.

Additionally, digital signatures facilitate remote document management, which reduces the need for travel and physical commuting. This can lead to a reduction in carbon emissions related to transportation, since many interactions can be done online. Digitizing processes allows companies to operate more efficiently without compromising the environment.

Sustainability is also promoted by reducing the use of physical storage. Companies that adopt digital signatures have the possibility of storing documents securely on digital platforms, reducing the need for physical storage space.

This makes it possible to save space, in the same proportion that the amount of office materials, such as files and folders, which are commonly used in the management of paper documents, is reduced.

The agility provided by digital signatures contributes to a more circular economy, as it allows processes to be completed more quickly, increasing productivity and reducing waste. With fewer resources consumed and greater agility, companies' operations are aligned with the principles of sustainability, promoting more conscious and efficient management of natural resources.

Therefore, digital signature represents a strategic tool for companies seeking to adopt more sustainable and innovative practices, aligning their economic growth with environmental responsibility.

How to make a digital signature?

ZapSign has a proprietary electronic signature platform. 

Developed especially for the collection of electronic and digital signatures, in addition to presenting a simple, intuitive and highly uncomplicated interface, the tool offers a solution capable of simplifying the entire process of signing electronic documents. At the same time, it also guarantees the full legal validity of the signed documents.

In addition to all this, the ZapSign platform stands out for its high levels of compatibility and multimedia integration, and can be used either by a personal computer, such as a PC or notebook, or by a mobile device, such as a cell phone or tablet.

Still in the sense of high integrability, another advantage of the tool is the fact that it has, in its functionalities, integration with various digital communication media, ranging from traditional e-mail and SMS to the main messaging applications on the market, how WhatsApp and Telegram. 

So, you won't have any difficulties using these channels to send document links to your customers, partners and suppliers so that they can easily sign them with their finger, mouse or in whatever way they prefer.

ZapSign basically has three different hiring plans that we list below.

essential plan

The essential plan is the first possible alternative for you who want to use the ZapSign subscription platform. The package is available for free, and allows up to five documents to be signed per month. 

This is a good option for those who wish, before definitively joining the platform, to try it out, in order to assess how well it suits their company's document management practices.

professional plan

If you are already convinced about the advantages offered by hiring ZapSign's electronic signature platform, then have no doubt that the professional plan can be a good starting point for your business. By choosing to adopt this plan, you can sign up to 20 documents per month. 

In addition, with the professional plan, in addition to the greater number of subscriptions allowed, you can also apply the team concept in your contractual management, inviting five more users to join your team and use the platform with you.

complete plan

For larger companies, which have a larger team and are used to dealing with a large flow of issuing and receiving contracts and other documents, the complete plan is certainly the ideal choice. 

Subscribers to this plan are allowed to add up to not just five, but ten users to the team, in addition to being guaranteed an unlimited amount of document issuance each month.

Once you have decided which plan to adopt, you are ready to join our digital and electronic signature platform and start signing your electronic documents with it.

Step by step guide to creating a digital signature on ZapSign

There is no mystery to this – our tool has an extremely easy and quick process, especially if you follow the 10-step tutorial that we will present below, detailing everything about how to make a digital signature using ZapSign.

Step 1 – Log into the system

First, you must access the our website, and inform your login and password, to then be forwarded to the main page.

Step 2 – Generate a new document

Once you are logged in and inside the ZapSign dashboard, click on the “NEW” button to go to the next screen and generate a new document.

Step 3 – Upload the .PDF file

By clicking on “select document”, you will be able to upload the document to be signed.

This document must be in the format PDF – therefore, if it is in another format, you must convert the file. 

The conversion can be done for free on several sites, such as, for example, this one.

Step 4 – Sign with digital certificate

To sign with a digital certificate, it's simple: after logging in to ZapSign and uploading the file, you must select the “Advanced Authentication” option. 

Enter the names of the signatories in the field below “Who will sign”. If the signatories are already added to your contact list, click on the “Contacts” option to select and insert them. This option is located below the area for entering the names of signatories.

After defining the signatory, you must click on the “Authentication Method” option and click on the last option, “Digital Certificate”.

About this functionality, it is important to remember a few points:

• the use of this resource has a cost of R$ 0,50 per signature with digital certificate;
• it is not yet possible to position or edit the signature of the signer who will sign the document with a digital certificate;
• signers with a digital certificate must necessarily be the last to sign the document
• Before requesting a signature via digital certificate by ZapSign, you cannot fail to verify the validity of the digital certificate of the recipient of the document, or it will not be possible to use this authentication method in the contract.

Step 5 – Add your own signature to the document

If your own signature is also required for document validation, click on the “I will sign” option, enter your name there and tap on the “Continue” button to proceed to the next screen.

Step 6 – Sort between subscriptions and visas

On this screen, you must position in which document locations the signatures and visas must be inserted. 

To do so, it is only necessary to click on the chosen space, right after the signatory's name, and choose between signature or visa. 

From then on, signatures and visas will be displayed in the places you indicated, just as they usually are on a physical document. Then click on “Save and Continue” to proceed.

Step 7 – Generate and send the subscription links

It's time to generate the signature links. If the contact with your signatory - regardless of being a customer, partner or distributor - is made by WhatsApp, you must click on the button with the app logo and send the link directly to the person. 

If the chosen medium is another, no problem: just go to the blue icon next to the link to copy it and, later, paste it wherever you prefer.

There is also the option to send your document by e-mail – after all, as it is a traditional form of digital communication, most companies adopt e-mail as a standard procedure. 

In this case, tap on the “Enable automatic sending by email” option and enter the email addresses of the people who will be signing.

Step 8 – Sort the signatories

If it is necessary to establish a specific order for the signatures, this can be done easily via the “Order signatures” button. In this way, the order will be defined by dragging the names of the signatories on the screen to the appropriate positions. 

Once this is done, each signatory will only receive their notification email, advising them to sign the document, when the previous signer has already signed it.

Step 9 – Finish the procedure

Finally, you can also create a personalized message to be sent along with the notification email, in addition to activating notifications with reminders for those who have not yet subscribed. 

When all the steps are completed, click on “Submit and Finish” and that's it! The document was duly generated and sent to the respective signatories. 

From there, you can follow the progress of the signatures, as your signers open the link and sign the file.

Step 10 – Your signers sign the document

Now that you've done everything you need to, the last step to be taken to sign the contract is no longer up to you, but to your signatories. 

Once they have received the link to sign the document – ​​whether by WhatsApp, email or any other means -, they just need to click on the link to open the document, read it very carefully and then, being in accordance with the terms set out therein, click on the “Subscribe” option.

On the next screen, some basic information from the signer will be asked for the purpose of verifying their identity: full name, email address and phone number.

Then, the signatory must click on "Continue" and sign normally, as if it were on paper - however, using the finger, mouse, capacitive pen or in the way that best suits the device used.

Then, just click on “Finish” for the document to be signed. The signature will appear at the end of the document, in the signature report, and also in the other places where you have positioned it.

By following the 10 steps in this guide, you will have no difficulty using our platform perfectly. 

Anyway, it is also worth remembering that you can subscribe to our Youtube channel, in which we constantly provide videos with various related content, not only about how to digitally sign through ZapSign, but also detailing in more detail each feature of our platform.

How to make a digital signature on your cell phone

ZapSign signatures can also be done in the palm of your hand (literally) using your cell phone. Below are the steps that are similar to those shown above.

Step 1: register on the platform

Access the ZapSign website through your mobile browser and click on “Try for free”. Fill in the fields with your email address and create a password with at least six characters. After that, tap on “Create Account” to complete the registration.

Step 2: Upload the document

Once you have created your account, log in and click the “+” button to add a new document. Select the PDF file stored on your device. If the document is in another format, use conversion tools to convert it to PDF.

Step 3: defining the signatories

Once uploaded, enter the names of the signers. ZapSign offers an “Advanced Authentication” option, which allows you to collect additional information such as email, phone number, selfie, and photo ID. You can also position the signature wherever you want it to appear within the document.

Step 4: Sending the subscription link

Once the signatories have been defined, the platform generates a unique link for signing. This link can be shared via WhatsApp, email or other communication platforms. There is also the option for ZapSign to send the link directly to the signatories with a personalized message.

Step 5: Signature by the signatory

Upon receiving the link, the signatory accesses the document, fills in the requested information and signs it using their finger on the cell phone screen. After completion, a confirmation email is sent to all parties involved.

This streamlined process provides an efficient and secure experience, eliminating the need for travel and printing.

⚠️ Also check out these related articles 👇

➡️ How to make a free digital signature in Word
➡️ Digital signature MP: how Provisional Measure No. 2.200-2 works
➡️ ZapSign: Electronic Signature Without Mysteries

Is it possible to get a free digital subscription?

Yes, it is possible to send documents to free digital subscription. ZapSign, for example, offers the subscription of up to 5 (five) free monthly documents, so you can familiarize yourself before opting for a premium subscription (with several additional features). 

It is worth mentioning that signing a document is always free – the limit of 5 documents is only applied to those who send the document.

How much does a digital signature cost?

ZapSign offers several plans adaptable to different needs, starting with Web Plans which we have listed below.

Professional Plan

Ideal for small businesses, this plan allows for up to 240 documents per year. The cost is R$29,90 monthly, with the option of a single annual installment of R$358,80. Includes 6 users and brand customization, suitable for smaller teams.

Team Plan

Designed for growing teams, it offers up to 900 documents per year. With a monthly price of R$79,90 or a single installment of R$958,80 per year, this plan supports 8 users and also allows for brand customization.

Complete Plan

For businesses that require a greater volume, this plan proposes unlimited documents for R$99,00 per month or R$1.188,00 per year. Serves up to 11 users and maintains the possibility of customizing the brand.

Enterprise Plan

This plan is fully customizable, aiming to serve companies that require unlimited scalability. Financial details are tailored to specific needs, and include features such as unlimited users, single sign-on, and free migration.

Moving on to the API Plans, we have these that we show below.

API Start Plan

With a limit of 960 documents per year, the cost is R$79,90 per month or a single installment of R$958,80 per year. Allows users and API, and additional documents cost R$1,37 each.

API Grow Plan

This plan covers up to 2.400 documents per year, costing R$219,90 monthly or R$2.638,80 annually. In addition to users and API, extra documents cost R$1,25.

API Scale Plan

Aimed at high demands, it allows up to 6.000 documents annually for R$449,90 per month or R$5.398,80 per year. Includes users and API, and each additional document costs R$0,98.

Enterprise Plan

Similar to the Enterprise plan of the Web Plans, it is customizable to meet specific integration and API needs, including integration support and free migration.

Each ZapSign plan was created with different user profiles and business needs in mind, ensuring flexibility and efficiency in the use of digital signatures.

How to switch your digital signature platform to ZapSign

Switching to ZapSign can be an important strategic step in optimizing the way your company handles document signing. platform offers fast, safe and simple solutions, with the advantage of being a tool that easily integrates with processes already established in the organization.

If you’re considering migrating your digital signature platform, here are the steps to make the transition easier.

First, you need to assess the functionality and requirements of your current platform. Understanding the processes your company already follows and the specifics of the documents you need to sign can make it easier to integrate with ZapSign.

The platform has an intuitive interface, allowing its users to sign documents quickly and securely, and supports different types of integration with business management systems.

After this initial analysis, the next step is to register your account with ZapSign. Creating a profile on the platform is simple and can be done in just a few minutes. During registration, you can configure parameters such as signatory authentication, document sending and signature templates, adapting the platform to the needs of your business.

Once you have created your account, the next step is to import your documents into the system. ZapSign allows you to upload files quickly while maintaining the quality and original format of the documents.

It is also worth noting that the platform offers support for creating templates, which can speed up recurring processes and ensure greater standardization in signatures.

Once you’ve finished importing and configuring your documents, it’s time to invite signers. The platform provides automated notifications to ensure that documents are signed on time. ZapSign also has a variety of security options, such as email and SMS authentication, to ensure the identity of the signer.

With these steps, the transition to ZapSign can be carried out efficiently, bringing greater practicality and security to your company.

What is the difference between the Federal Government's digital signature and ZapSign's?

In Brazil, the Federal Government offers a regulated digital signature system, while ZapSign is a private platform that also provides this service, but with some differences in relation to the model adopted by the government.

The Federal Government uses the ICP-Brasil (Brazilian Public Key Infrastructure) infrastructure, a digital certification system that follows specific security standards to guarantee the legal validity of signatures.

To use this signature, the citizen or company needs a digital certificate issued by a Certification Authority (CA) accredited by ICP-Brasil. This model is widely used to guarantee authenticity in public transactions, such as the signing of tax documents, contracts and other official documents, such as the NF-e (Electronic Invoice).

On the other hand, ZapSign offers a practical and agile digital signature solution for companies and individuals, with the flexibility of being a fully online platform. ZapSign's digital signature is based on a simplified certification model, which allows the validation and authenticity of the process without the need for a digital certificate, such as the one used by the Federal Government.

ZapSign offers an intuitive interface, suitable for faster and more business-oriented processes, such as signing contracts, terms of adhesion and other commercial documents. The platform also allows integration with internal company systems, facilitating the agile management of documents.

While the Federal Government requires a more formal and complex process, ZapSign aims to simplify the user experience, making the process more accessible and agile. For companies that need fast and effective solutions, ZapSign offers an efficient alternative, without the bureaucracy of digital certificates, and is recommended for signing documents in everyday business.

How to integrate digital signature tools?

To integrate digital signature tools is a smart way to optimize processes and increase operational efficiency in companies. With digital transformation gaining more and more ground, integrating these tools into existing platforms can simplify document management and ensure greater security in transactions.

The first step to successful integration is choosing a digital signature platform that fits your business needs. Many solutions offer advanced features, such as multi-factor authentication and encryption, that increase the reliability of the signing process.

After this choice, the focus should be on ensuring that the signature tool easily connects with the systems already used by the company, such as CRM, ERP or document management platforms.

Integration can be achieved through APIs (Application Programming Interfaces), which allow different systems to communicate efficiently. APIs enable documents to be automatically sent for signature and the completion of a signature process to be recorded instantly, without the need for manual intervention – eliminating human error and speeding up workflows.

A good practice is to check the compatibility between the systems used. Digital signature tools that integrate with platforms such as Google Workspace, Microsoft 365 or custom systems help to centralize information and ensure that all documents are managed securely.

It is also important that the integration is intuitive for users. Offering a simple and easy-to-navigate interface makes the process more enjoyable, both for employees using the platform and for customers signing the documents.

For all these reasons, the adoption of integrated tools for digital signatures allows companies to speed up processes, while improving security and customer experience, standing out in today's competitive market.

How to close contracts with customers using digital signature

Closing contracts with clients in an efficient and secure manner is one of the main objectives of any company. Digital signatures have proven to be an effective tool in this process, as they offer a practical and reliable way to formalize agreements without the need for physical printing or travel by the parties involved.

To begin the process, the first step is to create the contract digitally. Digital signature tools allow documents to be drafted and adjusted according to the needs of both parties. This step can be done using specialized platforms that guarantee the security and integrity of the document.

Once drafted, the next step is to send the contract to the client. Using a digital signature platform, it is possible to send the document via email or via secure links, allowing the client to access the contract from anywhere and at any time – which eliminates the need for a face-to-face meeting or sending of physical documents, making the process much more agile.

When the client accesses the contract, they can read and review the terms clearly and without rushing. If they wish to make adjustments, the platform allows changes to be made and the document to be revalidated before being sent again. After reviewing, the client can sign digitally with the same security as a handwritten signature, but with the advantage of ensuring greater authenticity and integrity to the agreement.

When using digital signatures, all steps of the process are recorded, providing a history that can be accessed at any time for auditing purposes – which ensures that there will be no doubts about the terms of the contract and provides greater transparency for both parties. The security of digital signatures also prevents the contract from being changed after it has been signed, providing legal reliability.

Closing contracts with clients using digital signatures brings agility, reduces operational costs and ensures legal compliance, making the process simpler and more efficient for everyone involved.

Understand what the digital signature law says in Brazil

A Brazilian legislation provides clear guidelines on the use of digital signatures, allowing them to be legally valid in various types of transactions. The main legal framework related to digital signatures in Brazil is Provisional Measure No. 2.200-2/2001, which created the Brazilian Public Key Infrastructure (ICP-Brasil) and regulated the use of digital certificates to confer authenticity and integrity to electronic documents.

According to the Provisional Measure, a digital signature has the same legal value as a handwritten signature, provided that it is executed using a digital certificate issued by a Certification Authority accredited by ICP-Brasil. This digital certificate is a cryptographic key used to ensure the identity of the signatory and guarantee that the document has not been altered after signing.

Brazilian law also specifies the types of documents that can be digitally signed, including contracts, powers of attorney and commercial transactions, as well as records and documents in legal proceedings. The validity of digital signatures is recognized by the judiciary, as long as they meet the security requirements established by the Brazilian Public Key Infrastructure.

Law No. 14.063/2020, which regulates the use of electronic signatures in interactions with the government, reinforces the importance of digital signatures for the formalization of agreements and administrative processes. According to this law, the use of digital signatures is mandatory in several situations, such as when dealing with documents related to taxes or transactions with government agencies.

These standards ensure that digital signatures are a 100% safe and reliable tool for conducting online transactions. Given the rapid growth in the digitalization of business and government processes, understanding the regulations surrounding digital signatures is essential to prevent legal problems and ensure compliance with Brazilian legislation.

What is the legal basis for digital signature?

In Brazil, Provisional Measure No. 2.200-2, of 2001, established the Brazilian Public Key Infrastructure (ICP-Brasil), a system that allows the use of digital certificates to sign documents. The ICP-Brasil aims to guarantee the legal validity of digital signatures, allowing electronic documents to have the same legal weight as physically signed documents.

The measure also specifies that, for a digital signature to be valid, it must be generated using a digital certificate issued by an accredited certification authority within this infrastructure.

Furthermore, Law No. 12.682 of 2012 regulates the preparation and archiving of electronic documents, ensuring that scanned and digitally signed documents have the same legal validity as paper originals.

This legislation is essential for the use of electronic documents in various areas, such as commercial and contractual transactions, as it establishes the legal security necessary for the digitalization of processes to occur without compromising authenticity.

Digital signatures offer a series of benefits for companies and society, such as reduced bureaucracy, increased process efficiency, reduced operational costs with paper and improved security against fraud.

This tool represents a significant advance, providing agility and confidence in digital transactions, which are essential in the current context.

But how does the digital signature MP work?

A MP (Provisional Measure) of digital signature was an initiative by the Brazilian government to regulate and modernize the use of electronic signatures in the country. It was created with the aim of guaranteeing the security, authenticity and integrity of digital documents, ensuring that they are recognized with the same legal validity as handwritten signatures in electronic transactions.

This measure establishes the parameters for the use of digital signatures through digital certificates, which must be issued by accredited Certification Authorities. The use of these certificates is essential for carrying out secure transactions, as they create a connection between the identity of the signatory and the electronic document, allowing the authorship of a signature to be proven indisputably.

The digital signature MP defines that the signature must be made through a cryptographic process, using the signatory's private key, ensuring that only he or she has the ability to sign the document. The public key, in turn, serves to validate this signature, creating a security system that makes digital documents reliable and protected against unauthorized changes.

The use of this measure is not restricted to the corporate environment, but also encompasses public administration. The MP facilitates the digitalization of processes and the exchange of information between government agencies and citizens, speeding up services such as the submission of tax returns and the signing of administrative contracts.

One of the major advances brought about by this measure was the legal recognition of digitally signed documents, which now have the same legal force as those signed manually, as long as the requirements established by law are observed.

The digital signature MP has become a milestone in the modernization of processes and digital security in Brazil, encouraging the adoption of more efficient and secure practices in the electronic environment.

Legal validity of the digital signature

First of all, it is essential to clarify that both the physical signature and the digital signature may have their validity questioned, so that it is impossible to say that one has greater legal value than the other.

When signing a document in the traditional way (paper and pen) you are inserting your brand, in order to convince the recipient of the document that the signature contained therein is capable of linking your manifestation of will for having similarity or the same standards, when compared to other documents signed by you.

That is, in the event that your physical signature is confronted, the only way to confirm or deny its validity will be through the performance of a graphotechnical expertise, in which a specialized professional can attest or not its validity.

In the case of a digital signature, the manifestation of the signatory's will is confirmed by other means, using various mechanisms, such as: the signature itself (mark or sign) made on a device (smartphone/tablet), use of a digital password, recording of the IP data of the document signatory, recording of the information of the device where the signature was made, use of a token sent by email or SMS, geolocation or even a Selfie.

The digital signature has legal validity in practically every country in the world. In Brazil, it was introduced by several rules, in particular by article 10, § 2, of Provisional Measure No. 2.200-2/2001 and by Provisional Measure No. 983 of 2020.

Security and risks associated with digital signature

The digital signature guarantees the integrity of the signed content and the identity of the signatory, giving legal validity to digital documents.

Despite its robust security, there are some risks that need to be observed to ensure proper use of the tool.

The main thing is the possibility of misuse of digital certificate, which may occur if the holder does not correctly protect their credentials, such as passwords or storage devices (token or card).

Another risk is the identity forgery in processes where there is no reinforced authentication, such as the use of biometrics or data confirmation via telephone. In cases where the verification process is neglected, there are loopholes for malicious third parties to impersonate the real signatory.

Furthermore, there is a risk of certificate expiration or revocation. Documents signed with expired or revoked certificates may lose their legal validity if not properly verified.

To minimize these risks, good practices are essential:

• digital certificate protection: never share your credentials and keep your devices secure;
• use of advanced authentication: adopting extra verification steps, such as a photo ID and biometrics, increases security;
• periodic verification: check whether the certificate remains valid and monitor any attempts at misuse.

With proper care, digital signatures continue to be an extremely secure solution for legal, commercial and administrative processes, providing agility without compromising information protection.

Is a printed digital signature valid?

The validity of a digital signature Printed signatures raise several questions, especially in the legal and business context. In an increasingly digital world, digital signatures have proven to be a safe and efficient way to validate documents without the need for physical presence. However, when printed, their effectiveness can be called into question.

A digital signature, by definition, is an electronic process in which the authenticity of a document is confirmed through a cryptographic algorithm, usually with the use of a digital certificate. This process ensures the integrity of the document and the identity of the signatory, creating a unique “digital fingerprint” linked to the signed content.

The moment a digital signature is printed on paper, the essential component of electronic verification is lost, which is the cryptographic code generated during the signing process. Once transferred to a physical format, this signature can no longer guarantee the security or integrity of the document, since the encrypted value cannot be effectively validated by digital methods.

Although printing a digital signature may be useful for physical presentation or archiving purposes, it does not maintain the same legal validity as the electronic version – this is because the printed version does not allow verification of the cryptographic code nor does it ensure that the document has not been altered after printing.

For the signature to be legally valid, it needs to be verified digitally, which is not possible when it is printed on paper.

Therefore, a digital signature, when printed, does not maintain its original legal force. It depends on the digital format to guarantee authenticity, integrity and security, features that the printed version cannot fully offer. For a digital signature to be legally recognized, it must be maintained and verified in its electronic format.

How Digital Signature Compliance Checking Works

The verification of digital signature compliance is an essential process to ensure that electronically signed documents are legally valid and comply with current rules and regulations. This process is essential to ensure that the signatory has expressed his or her intention to sign and that the content of the document has not been altered after signing.

The first step in verification involves authenticating the signer. For a digital signature to be valid, the signer must be properly identified by means of a digital certificate, which contains information such as the name of the holder and their public key. This certificate is issued by a trusted Certification Authority (CA), which validates the identity of the signer and ensures that the signature is legitimate.

After authentication, the integrity of the document is verified. The digital signature process uses cryptographic algorithms to create a hash of the document, which is a unique representation of its contents. When the document is signed, this hash is encrypted with the signer's private key and attached to the document.

Once the signature has been verified, the signer's public key is used to decrypt the hash and compare it with the document's hash. If the values ​​match, it means that the document has not been altered since it was signed.

Another important point in verification is the validity of the digital certificate. To ensure compliance, it is checked whether the certificate is within its validity period and has not been revoked. The process can be carried out by consulting a Registration Authority (RA) or a digital certificate validator.

Compliance verification also involves analyzing timestamps, which ensure that the signature was made at a specific time, making it impossible to change the date and time of signature without invalidating the process.

Once the authenticity and integrity of documents are guaranteed, compliance verification becomes essential for the security and validity of digital transactions.

Legal basis of digital signature

Going into the legalese a little, the rationale for accepting the Digital Signature is divided into 03 large groups.

Between individuals (individuals or legal entities with other natural or legal persons)

The grounds for accepting digital signatures in private documents are vast, including the following:

• Brazilian Civil Code in its articles 104, 107 and 225;
• Code of Civil Procedure in its article 369, 411, 440 and 441;
• Provisional Measure 2.200–2/2001.

In short, if there is no express mention in the law forbidding the digital signature, any and all documents signed digitally, between individuals, are valid, this includes: contracts and terminations, receipts, payroll, service orders, meeting and assembly minutes , among others.

It is important to note that in order for a digital signature to be accepted and validated in the event of any questioning, it must meet the following technical requirements:

• Authenticity: registration of user authentication, such as signature, facial biometrics, among others;
• Intent and non-repudiation: records that prove the origin, submission, delivery and integrity of the signature process. Preventing a signatory from denying its action and intent to sign;
• Integrity: records and creation of an integrity code to verify the originality of the document;
• Timeliness: date and time record of the action taken;
• Confidentiality: record of all those who had access to the document.

Between individuals and public entities (individuals or legal entities with public entities)

With regard to digital signatures between individuals and public entities, the brand new MP 983/2020 emerged at a time when the social isolation caused by the COVID-19 pandemic accelerated the trend of using electronic means to formalize legal business.

This standard classified digital signatures and their use in 03 large groups, they are:

1. simple electronic signature: can be used when the communication does not involve information protected by a degree of secrecy;
2. advanced electronic signature: it may be used when it involves information classified or protected by a degree of secrecy and in the records before the commercial boards;
3. qualified electronic signature: can be used in any communication with public entities, provided that its use is mandatory in acts of transfer and registration of real estate, in normative acts signed by certain public entities and in other cases provided for by law.

It is worth noting that the MP allowed that, during the COVID-19 pandemic period, the minimum levels established by public entities may be relaxed in relation to the requirements listed above, with the aim of reducing face-to-face contacts or dealing with possible impossibilities of carrying out the signature differently.

Digital signature in notary offices

Digital signatures have also reached notary offices, bringing more practicality and security to acts that previously required physical presence. In Brazil, this innovation is possible thanks to the platform e-Notary, regulated by the National Council of Justice (CNJ) through Provision No. 100/2020.

Through e-Notary, it is possible to digitally sign various types of notarial documents, such as public deeds, powers of attorney, real estate purchase and sale contracts, divorces, among other notarial acts. The digital signature performed via a notary's office has public faith, that is, it has a presumption of veracity guaranteed by the notary responsible.

To sign documents in digital notary offices, the user needs to obtain a notarized digital certificate, unlike traditional certificates. This certificate is issued free of charge by the authorized notary offices themselves, after validating the interested party's identity via videoconference or in person.

The process works as follows:

1. The user requests the issuance of the digital certificate on the e-Notariado website or directly at a partner notary office.
2. After identity validation, the certificate is activated.
3. With the active certificate, the user can access the e-Notary platform, sign electronic documents and monitor records.

Among the advantages of digital signatures in notary offices are the reduction of bureaucracy, the reduction of travel and printing costs, and the possibility of carrying out official acts with legal validity throughout the national territory, without leaving home.

Are witnesses necessary for digital signature?

In the presence of witnesses When signing documents, it is a common practice in situations that require confirmation of authenticity or consent from the parties involved. When it comes to digital signatures, the need for witnesses may be questioned, since the technology itself offers robust verification and validation methods that guarantee the integrity and authenticity of documents.

Digital signatures use encryption to ensure that the document has not been altered after it was signed, providing an additional layer of security compared to traditional signatures. When signing digitally, the signer uses a digital certificate linked to their identity, which allows them to accurately verify who signed the document and whether it has been altered since it was signed.

This process minimizes the need for witnesses, since the digital signature itself is already capable of validating the identity of the signatory and ensuring that the content of the document has not been altered after signing. Therefore, in many cases, the presence of witnesses is not legally required for the document to be legally valid.

It should be noted, however, that in some specific situations, such as in contracts involving special conditions or legal requirements, the presence of witnesses may be necessary in order to further ensure transparency and trust between the parties involved.

In these cases, the presence of witnesses can complement the digital signature, but their absence will not compromise the validity of the document, since digital authentication already offers sufficient security.

Therefore, the presence of witnesses is not mandatory in most situations involving digital signatures. The use of technology already guarantees the veracity of the process, making witnesses unnecessary in most cases. However, it is always advisable to check the specific legal requirements of each situation to ensure compliance.

Why is it necessary to validate the identity of signatories?

The validation of the identity of signatories plays an essential role in the signing of electronic documents, ensuring authenticity, security and legal compliance. Without this verification, companies and individuals are more exposed to fraud, misuse of information and legal challenges to contracts.

To reduce these risks, specialized platforms offer different validation methods, allowing each organization to choose the most appropriate approach depending on the level of sensitivity of the document.

ZapSign offers multiple forms of identity validation, such as facial recognition, OTP (One-Time Password), biometrics and digital certificate. The use of facial recognition is recommended for transactions that require a high degree of security, such as financial contracts and real estate records.

OTP authentication, in turn, is sent via SMS or email, offering a quick and efficient alternative for those documents that require agile validation, such as acceptance terms and medical authorizations.

In the financial sector, biometric verification and digital certificates help prevent fraud in credit agreements and account openings, protecting both institutions and customers. In the healthcare sector, identity validation ensures that electronic medical records and reports are signed reliably, preventing forgery.

In the education sector, this process is essential to guarantee the authenticity of digitally issued registrations and diplomas. In the real estate market, verifying the identity of signatories prevents fraudulent transactions, ensuring that purchase, sale and lease contracts are signed securely.

Secure validation methods help streamline operations, reduce paperwork costs, and increase stakeholder confidence. Companies that implement these capabilities protect their businesses against risks and ensure greater efficiency and transparency in their digital processes – which strengthens the reliability of electronic transactions and drives secure digitalization across different sectors.

💡 Tip! Need a free digital signature? Click here and create yours now!

Which market sectors use digital signatures?

Digital signatures have been adopted by several sectors seeking operational efficiency, security and regulatory compliance.

Legal

In the legal sector, for example, the need for auditing and version control drives the use of advanced solutions, such as automated redlining and standardized legal templates, ensuring that contracts and documents are always up to date and in compliance with current legislation.

Financial

In the financial sector, digital signatures have been essential for protecting data and complying with regulatory requirements. Banking institutions and fintechs use the resource to manage risks and conduct rigorous audits, ensuring the validity of credit agreements, account openings and investment transactions. Encryption prevents undue changes and reinforces the reliability of transactions.

Health

In the healthcare sector, compliance with the LGPD and advanced data security are priorities. Digital signatures enable integration with medical systems to ensure that medical records, reports and authorizations are stored and signed with full traceability – which enables a secure flow of information between patients, doctors and health insurance companies.

Telecommunications

The telecommunications sector, traditionally characterized by extensive and complex contracts, also benefits greatly from digital signatures. Integration with ERPs allows greater control over audits and conformity, reducing the time for approving agreements and generating optimization in document management.

Properties

In the real estate market, digitalization makes it easier to sign lease and sale contracts, automating deadlines and renewal processes. In this way, the well-known bureaucracy in the procedures is significantly reduced, providing greater agility in negotiations.

RH

In the area of ​​human resources, digital signature modernizes management contracts labor laws, ensuring compliance with standards and facilitating the administration of documents such as admissions, terminations and confidentiality agreements. In this way, companies from different sectors strengthen their legal security and operational efficiency.

Practical applications of digital signature

Digital signatures have become an indispensable tool in many everyday processes, streamlining tasks and increasing the security of electronic transactions. Their use goes far beyond the corporate environment and encompasses the day-to-day activities of individuals and legal entities.

Among the main practical applications, the following stand out:

• service provision contracts: allow commercial agreements to be signed remotely, with guaranteed legal validity;
• electronic powers of attorney: facilitate the formalization of representations without the need for physical travel to notary offices;
• signing of membership terms: used in banking operations, health plans and membership of digital platforms;
• purchase orders and commercial proposals: accelerate business closing, especially in B2B sales;
• medical reports and certificates: doctors can issue electronic documents with digital signatures, ensuring the authenticity and confidentiality of data;
• school and academic documents: Educational institutions use digital signatures to certify diplomas, academic records and statements;
• Non-Disclosure Agreements (NDAs): fundamental in business negotiations and startups, which require agility and information protection.

Furthermore, digital signatures are widely used in employment contracts, contractual amendments, equipment delivery receipts and validation of internal reports.

Digital signature success stories

Different sectors have implemented this technology to reduce bureaucracy, streamline operations and save resources. Check it out:

Sicredi Agro-business

O Sicredi Agro-business faced challenges related to the delay in collecting signatures and high paper consumption. With the implementation of digital signatures, the time required for signatures was reduced by 66%, providing greater agility in closing contracts. In addition, savings were significant, with more than 180 thousand sheets of paper set aside, promoting a more sustainable and efficient operation.

Unimed West of Pará

A Unimed West of Pará needed to make its processes more dynamic and reduce the time to complete contracts. Digital signatures were the ideal solution, allowing 97% of contracts to be completed more quickly. Today, 90% of signatures are completed in less than 24 hours, significantly improving the experience for customers and partners.

Galleria Bank

In the financial sector, agility in formalizing documents is essential. Galleria Bank managed to reduce the time for collecting signatures from 7 to just 2 days. Currently, more than 90% of contracts are signed digitally, providing more practicality and efficiency in customer service.

One Click Travel

A One Click Travel needed a solution that would guarantee security when signing documents and streamline operations. With the adoption of digital signatures, collection times were reduced to just 1 hour. This change brought greater reliability to customers and improved the company's internal management.

Reis Pinto Lawyers

In the legal sector, digital signature has brought a significant transformation to the Reis Pinto Lawyers. The time required to sign documents was reduced by 92%, allowing for greater agility in the processing of cases. Financial savings were also notable, with a 90% reduction in operating costs.

These examples demonstrate how digital signatures have become an essential tool for companies looking to modernize their operations, improve efficiency and offer faster and more secure service.

Conclusion

As you can see in this article, there are several ways to make a digital signature. If you want to know more, nothing better than trying out how it works in practice, right? Therefore, register with ZapSign and start now!