Learn how to make a simple electronic signature in 8 steps

Electronic signature simple It is a method of authenticating digital documents that identifies the signatory and associates their data with the content, without requiring digital certificates. It simplifies processes, eliminating paper and speeding up the formalization of agreements, ideal for low-risk documents and everyday use.

After all, amid growing environmental awareness and the search for sustainable practices, the transition to digital methods such as electronic signatures plays a major role in reducing the consumption of physical resources, such as paper, in addition to promoting a more agile and accessible approach to formalizing agreements. and contracts.

In this article, we will explain in 8 steps how you can implement an electronic signature, unlocking the full potential of this technology to simplify and optimize your document interactions.

Summary:

• Definition of a simple electronic signature and its role in document authentication.
• Step-by-step guide to creating and signing documents electronically.
• Explanation of how the signature process works on a digital platform.
• Advantages and limitations of the method in relation to low-risk documents.
• Examples of practical uses of simple electronic signatures

Quick Facts:

• A simple electronic signature identifies the signatory and digitally associates their data with the document, without the need for advanced identification or digital certificates.
• According to regulations such as Law No. 14.063 / 2020A simple electronic signature is legally used in lower-risk transactions and is publicly accepted.
• In international standards, like those of the EU under eIDASAn electronic signature is technically defined as data in electronic format associated with other electronic data to sign a document.

What is a simple electronic signature?

This is an authentication method in which a The signatory is identified by electronic data. associated with the document, without requiring digital certificates, ideal for formalizing low-risk agreements.

Unlike more complex electronic signatures, which require a high level of security and legal compliance, it can be an ideal option for low-risk transactions such as contracts between individuals, internal agreements within companies or simple authorizations. 

This methodology and It is characterized by its practicality and ease of implementation, allowing anyone with internet access to sign documents quickly and efficiently.

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

How to create a simple electronic signature in 8 steps.

The process of creating your own simple signature is quite straightforward and uncomplicated. By following these 8 steps, you can easily create and sign documents electronically, saving precious time and resources.

Step 1: access the digital platform

To get started, access a online electronic signature platform, like ZapSign.

Step 2: Upload the document

After accessing the platform, find the option to upload the document you want to sign electronically. This option is usually clearly indicated on the platform's home page.

Step 3: Add recipients

If the document requires other people's signatures, add recipients by providing their email addresses. This allows them to receive a notification to sign the document.

Step 4: Position the signature fields

Now, position the signature fields in the document. Drag and drop these fields to the appropriate locations on the document where signatures are required.

Step 5: sign the document

Once all the signature fields are in place, it's time to sign the document. Click the signature field assigned to you and follow the instructions to enter your signature.

Step 6: Verify and Submit

After signing the document, review it carefully to ensure all information is correct. Then, click the send button to send the electronically signed document to the recipients.

Step 7: completion notification

Once all recipients have signed the document, you will receive a notification confirming the completion of the electronic signature process.

Step 8: Download and storage

Finally, download a copy of the electronically signed document for your records and store it securely on your device or in the cloud as needed.

Passo	Main action	Expected result
1	Access an electronic signature platform.	Digital document ready for upload
2	Upload the document to be signed.	File prepared for signature.
3	Add recipients	Signatories receiving invitation
4	Position signature fields	Defined signing locations
5	Sign the document.	Electronically registered signature
6	Check and send	Document sent to third parties
7	Receive completion notification.	Confirmation of all signatures
8	Download and store	Final document saved.

The legal validity of simple signature

Simple electronic signature is widely legally recognized in various contexts, such as rental contracts and school enrollment. As long as it meets certain criteria and there is mutual consent of the parties, it is considered legally binding.

In rental contracts, it confirms the agreement between landlord and tenant, while in school registrations, it confirms the student's enrollment in the educational institution, offering convenience and eliminating the need for physical documents.

In high value transactions or sensitive contracts, more robust electronic signature methods may be required, such as digital certificates or biometric signatures. However, for everyday transactions, a simple signature offers an effective solution, simplifying processes and reducing bureaucracy.

⚠️ Also check out these related articles ????

➡️ What is electronic signature API and how it benefits the management of a company
➡️ What are the advantages of hiring an electronic signature platform?
➡️ Why You Need to Enter the Age of Electronic Documents Today

Practical examples of using simple electronic signatures

This type of electronic signature has been a revolutionary tool in the business and personal world, simplifying a variety of everyday operations. Below are some practical examples of its use.

Service contracts

Companies that provide services, such as consulting firms or marketing agencies, can use this type of signature to formalize contracts with clients quickly and efficiently.

Recruitment and HR

Human Resources departments can streamline the hiring process by using electronic signatures for documents such as employment contracts, confidentiality terms and benefits forms.

Internal agreements

In companies with multiple departments or remote offices, electronic signatures simplify the making of internal agreements, such as company policies, compliance consents, and terms of use. internal tools.

Rental contracts

Property owners can use electronic signatures to formalize rental contracts, eliminating the need for printing, manual signing and scanning documents.

Financial authorizations

Electronic signatures are useful for authorizing financial transactions, such as bill payments, bank transfers and loan contracts, speeding up the process and reducing waiting times.

Commercial agreements

Companies that carry out commercial negotiations can use electronic signatures to formalize partnership agreements, supply contracts and non-disclosure agreements, speeding up the closing of deals.

Personal documents

On an individual basis, electronic signatures simplify a variety of personal operations, such as signing rental agreements, authorizing banking transactions, formalizing service agreements, and signing legal documents such as wills and powers of attorney.

Advantages of simple electronic signature

Adopting this type of subscription brings with it a number of significant advantages, both for companies and individuals. Some of the main advantages include those highlighted below.

Time Savings

One of the biggest advantages is the time saved. Processes that used to take days or weeks to complete, such as signing contracts and authorizations, can now be done in a matter of minutes, eliminating the need for printing, physical mailing, and waiting for the return of signed documents.

Reduction of operating costs

The electronic signature eliminates the costs associated with printing, mailing and physical storage of documents. Reducing the time needed to complete processes results in savings in human resources, allowing teams to focus on more strategic and productive tasks.

Increased efficiency

With electronic signatures, processes become more efficient and fluid. Documents can be signed and shared instantly among multiple collaborators, without delays caused by physical sending or waiting for a response.

Accessibility and flexibility

Electronic signature allows signatories to access and sign documents anywhere and at any time, as long as they have access to the internet. This provides greater flexibility and convenience, especially in a world where remote work and mobility are increasingly common.

Security and traceability

E-signature platforms often offer advanced security features such as end-to-end encryption and audit trail auditing, ensuring the integrity and authenticity of electronically signed documents and providing an additional layer of security compared to traditional paper signature methods.

Environmental sustainability

By reducing the use of paper and eliminating the need to physically transport documents, electronic signatures contribute to preserving the environment, helping to reduce the waste of natural resources and carbon emissions associated with the production and transport of paper.

Limitations of simple electronic signature

Despite the many advantages this type of signature offers, it's important to recognize its limitations, especially regarding security compared to more advanced forms of electronic signatures. Some of these limitations are listed below.

Lower level of security

Compared to more advanced electronic signature methods, such as digital signatures with digital certificates, simple signature can offer a lower level of security. This is due to the fact that the signer's identity may not be verified as rigorously, which may increase the risk of fraud or forgery.

Vulnerability to cyber attacks

Platforms can be targets of cyber attacks, such as phishing or malware, which aim to compromise the integrity of electronically signed documents or steal personal information from signatories. Although platforms generally implement robust security measures, there is still a risk of exposure to threats online.

Dependence on Internet connection

This type of subscription requires internet access to work. This may represent a limitation in areas where internet connectivity is unstable or non-existent, making it difficult to complete transactions or sign documents in a timely manner.

Variable legal requirements

The legal acceptance of this signature may vary depending on the jurisdiction and the type of document in question. In some situations, especially in high-value transactions or complex contracts, a more advanced form may be required to ensure legal compliance.

Possibility of objection

In cases of legal dispute, the validity of the simple signature may be questioned, especially if there are no adequate security measures to verify the identity of the signatory. This can result in prolonged and costly litigation to resolve the authenticity of the electronically signed document.

Frequently Asked Questions (FAQ's)

How to create a simple electronic signature?
Access a digital platform, upload the document, add signatories, and complete the signature by clicking or following the instructions on the interface.

What is the difference between a simple and a qualified electronic signature?
A simple signature uses basic identification without a digital certificate; a qualified signature requires a digital certificate and offers high legal security.

What are the 3 types of electronic signatures?
The three main types of electronic signatures are: simple, advanced, and qualified, varying in level of authentication and legal security.

How can I create an electronic signature?
You can perform electronic signatures using an online platform, associating data with the document and following the authentication required for the chosen signature type.

Now that you know how to make a simple electronic signature, we invite you to learn more about the Electronic Signature Law in Brazil and how it is transforming the way we conduct business digitally. Click here to learn about our electronic signature solution.!