Electronic signature: know what it means and how to do it

Nowadays, companies need to follow the technological advances to modernize their management processes. After all, when acquiring tools that improve the execution of their services, the public starts to have a better perception of them, which is beneficial to make the business grow. For this, it is necessary to adopt solutions such as electronic signature of documents.

Despite being a growing format in the market, many people still have doubts about its concept, how it works and if it has legal validity in the country. To remedy these points once and for all, we have decided to produce this complete guide on the subject and we invite you to read it to the end. Shall we go ahead?

What is electronic signature?

Electronic signature is a legal and efficient way to obtain approval or consent from someone through recognition via electronic means with legal validity. In many cases, it operates – in a secure and verifiable way – as a substitute for the signature of your own hand, mainly for documents and contracts.

Therefore, all the processes involved in manually signing a document, which include going to notary offices or sending the papers by mail for the parties to sign, can be simplified with the purchase of an electronic signature. 

The same goes for other forms of recognition. For example: when you go to the bank and need to insert your finger into the ATM to do the biometric recognition, this is a type of electronic signature. The same is true when you access a service on the internet and use a token to recognize your identification as well as perform a login using a personal password.

Thus, although in analogical times the most common form of personal recognition was the signature (which, in some cases, needs to be authenticated at a notary's office), this range is much more varied nowadays, which even facilitates the hiring of employees, suppliers and customers.

In times of work done in home office, this is very beneficial, as it means that people do not need to be in your office to sign the documents that prove the new partnership or contract. They can be anywhere to sign them as long as they have access to the necessary tools.

How has the digital signature market evolved over the years?

A evolution of digital and electronic signatures in Brazil reflects a modernization process driven by the need for greater efficiency and security in the formalization of documents.

Initially, the authentication of contracts and other records required handwritten signatures and notarization, making the processes slow and bureaucratic. With the advancement of digitalization, electronic alternatives have emerged that can guarantee the integrity and authenticity of documents, eliminating the need for paper.

In the Brazilian context, it is essential to differentiate between digital and electronic signatures. Digital signatures use advanced cryptography and follow the standards of the Brazilian Public Key Infrastructure (ICP-Brasil), ensuring legal validity equivalent to that of a handwritten signature.

Electronic signatures can employ different forms of authentication, such as tokens, biometrics and confirmation by email or SMS, and are widely used in corporate environments and in digital transactions.

Technological advances have improved the security of these signatures, making them more accessible and reliable. Verification methods such as authentication via WhatsApp and PIX have reinforced protection against fraud and made it easier to identify signatories. With the integration of these technologies, processes have been completed more quickly, without compromising legal security.

The modernization of the sector was also driven by the legal framework. Federal Law No. 14.063/2020 established clear rules for the use of electronic signatures in interactions with public entities, ensuring greater security and official acceptance of this format.

At the same time, the Brazilian government launched the GOV.BR platform, allowing citizens to electronically sign official documents with different levels of authentication.

The growing recognition of these signatures by the Brazilian judiciary has further strengthened their adoption. Recent decisions have confirmed the validity of electronically signed documents, consolidating this practice in the legal environment. As a result, companies and individuals now have a secure and efficient means of signing agreements, reducing bureaucracy and making processes more agile.

Electronic signature market in Brazil

The electronic signature market in Brazil has been expanding rapidly, driven by digitalization and the need for solutions that are accessible to different user profiles. Companies and individuals are looking for alternatives that offer a balance between security, practicality and legal compliance, reducing bureaucracy and streamlining processes.

One of the factors that favors this expansion is the adoption of intuitive platforms, aimed at audiences less familiar with technology. ZapSign stands out in this scenario by allowing electronic signatures via WhatsApp, making the process simpler and more accessible.

Thanks to this approach, the adhesion of small businesses, freelancers and companies seeking efficiency is facilitated – without compromising the legal security of digitally signed documents.

The possibility of sign documents from anywhere, without the need for printing or travel, also makes this solution attractive for organizations that want to optimize time and operational costs.

Legislation has also encouraged the advancement of the sector. Law 14.620/2023 brought significant changes by eliminating the need for witnesses in electronic contracts, reinforcing the legal validity of electronic signatures.

This update reduces barriers to document digitization and encourages the adoption of technology by companies across different segments, including retail, real estate, finance and legal.

With the growing acceptance of electronic signatures in the corporate environment and among individual users, the sector is projected to continue growing in the coming years. The market is estimated to reach R$20 billion by 2027, consolidating itself as a sustainable and efficient alternative to traditional paper-based methods.

The combination of technological innovation, favorable regulation and ease of use has driven the adoption of electronic signatures in Brazil. This movement strengthens the security and reliability of digital transactions, while contributing to a more dynamic, sustainable business scenario that is aligned with the demands of the digital world.

Growth in the use of electronic signatures in Brazil

The use of digital and electronic signatures in Brazil has grown significantly, driven by the need for digitalization and the search for greater efficiency in business processes. Companies from the most diverse sectors have been adopting this technology in order to reduce bureaucracy, optimize operations and ensure legal security in their transactions.

Data from ZapSign shows a 140% increase in the volume of documents signed monthly in 2023, with projections of reaching 2 million signatures per month in January 2024.

This growth reflects a change in market behavior, as digital solutions gain ground as agile and reliable alternatives for formalizing contracts and other documents.

Ease of use and compatibility with different devices significantly drive this adoption, allowing both professionals and companies to sign their documents remotely, without the need for travel or paper.

Another indication of this progress is the GOV.BR Electronic Signature, which registered a growth of 203% between January and August 2023, accumulating more than 50 million signatures since its implementation in 2020.

The increase in the adoption of this tool demonstrates that both companies and citizens see electronic signatures as a safe and efficient resource for document authentication.

Legislation also plays a fundamental role in this scenario. Provisional Measure No. 2.200-2, of 2001, establishes the legal validity of digital signatures in Brazil, providing a regulatory framework that favors their use. With this, organizations can ensure legal compliance and reduce operational costs by replacing traditional processes with digital solutions.

The combination of technological advances, favorable regulations and growing adoption by companies strengthens the electronic signature market in the country – a movement that, in addition to streamlining internal processes, also contributes to the modernization of the business environment, making transactions more agile, accessible and secure.

Growth of the global e-signature market

The global e-signature market has seen different growth rates depending on the region. In North America, for example, the consolidation of digital transformation and favorable regulations are driving widespread adoption of the technology, especially in sectors such as finance and legal.

Companies are looking for solutions that ensure compliance with standards such as eIDAS in Europe and the ESIGN Act in the United States, strengthening confidence in the use of these resources.

In Europe, regulatory standardization plays a fundamental role in market expansion. The advancement of digital identity and electronic authentication strengthens the acceptance of digital signatures in various industries, promoting greater security in electronic transactions.

European companies value integration of these tools to existing systems, ensuring operational efficiency and compliance with strict guidelines.

Asia-Pacific stands out for its accelerated growth, driven by the rise of e-commerce, the digitalization of government processes and the modernization of financial services.

Countries such as China and India are adopting these technologies to facilitate business operations and expand access to digital services. Scalability of solutions is essential to meet the large volume of transactions in the region.

In Latin America, progress is occurring gradually, with countries investing in digitalization and regulatory frameworks that encourage adoption. The search for efficiency in operations and the need to reduce bureaucracy are driving companies to adopt flexible solutions that are compatible with different legislations.

Integration with document management platforms and workflow automation becomes a competitive advantage, enabling more agile and secure processes.

The demand for solutions that combine flexibility, security and scalability continues to grow globally, making the adoption of technology a strategic move for companies looking to optimize operations and ensure regulatory compliance.

Are electronic signatures really secure?

Yes. In Brazil, its legal validity is supported by Provisional Measure No. 2.200-2/2001 and Law No. 14.063/2020, which classify this type of signature into three categories: simple, advanced and qualified. Each has a different level of authentication and fraud protection, allowing companies to choose the best option for each need.

A simple signature is the most basic type and is used in situations that do not require a high level of security, such as acceptance of less complex terms and contracts. An advanced signature offers a higher level of protection, allowing the unequivocal identification of the signatory and ensuring greater integrity of the document.

The qualified one, in turn, is the most robust, as it uses a digital certificate issued by a Certification Authority accredited by ICP-Brasil, being widely accepted in processes that demand a high level of reliability, such as banking contracts and legal documents.

Among the main benefits of electronic signatures, the authenticity and integrity of documents stand out, essential factors to avoid forgery and guarantee the traceability of information.

Adopting this technology also significantly reduces operational costs by eliminating the need for printing, transporting, and physically storing paper. Companies that implement electronic signatures also see an increase in the efficiency of their processes, accelerating the closing of contracts and optimizing document management.

To ensure data protection and the reliability of electronic signatures, it is essential that companies choose secure and certified platforms that offer robust authentication mechanisms, such as two-step verification and advanced encryption.

This way, it is possible to guarantee safer digital transactions, preserving the legal validity of documents and protecting sensitive information against unauthorized access.

What is the importance of electronic signature?

Electronic signatures encompass different forms of authentication, such as passwords, tokens and biometrics, and are distinct from digital signatures, which use encryption and certificates issued by Certification Authorities.

The adoption of electronic signatures brings significant benefits. The agility in the process of formalizing contracts reduces the time spent on bureaucracy, allowing deals to be closed quickly.

Security is also a relevant factor, as the technology used in this type of authentication minimizes the risk of fraud and forgery. Additionally, reducing costs with printing and storing physical documents contributes to the operational efficiency and sustainability of companies.

The use of electronic signatures is widespread and can be applied to commercial contracts, administrative documents, banking transactions and several other scenarios in which the formalization of commitments is necessary.

To ensure legal certainty, it is recommended to include a specific clause in contracts regarding the validity of the electronic signature. This aspect is frequently discussed by industry experts and helps to avoid future questions about the authenticity of documents.

For companies and professionals who wish to incorporate this feature into their routines, it is essential to choose reliable and recognized platforms in the market. Certified solutions guarantee the integrity and validity of signatures, lending credibility to the process.

Implementation may also include internal training so that employees use the technology correctly, ensuring compliance with current regulations.

With the increasing digitalization of business processes, electronic signatures have established themselves as a secure and efficient means of authentication, becoming a strategic differentiator for organizations seeking innovation and security in their operations.

What are the challenges of electronic signature?

Electronic signatures in Brazil face challenges such as regulatory issues and technological and cultural barriers. One of the main obstacles is the lack of uniform regulations. Although MP No. 2.200-2/2001 establishes the Brazilian Public Key Infrastructure (ICP-Brazil) and ensure legal validity for digitally signed documents, different sectors still interpret the legislation in different ways.

The law that deals with the use of electronic signatures in the judicial environment reinforces this acceptance, but the regulatory scenario remains fragmented, creating uncertainty for companies and citizens.

Another factor to consider is cultural resistance to digitalization. Many people still prefer physical documents, believing that handwritten signatures offer greater security. This behavior reflects an ingrained perception that can slow the adoption of technology. Companies that want to implement this feature need to invest in raising awareness to demonstrate the benefits of digitalization.

Data security and privacy are also recurring concerns. The risk of fraud and unauthorized access requires the use of advanced authentication and encryption mechanisms. The lack of unified standards for different platforms can compromise the reliability of digitally signed documents.

Therefore, the creation of clearer standards and the adoption of robust technologies are essential to guarantee the integrity of information.

From a technological perspective, the need for adequate infrastructure can be a barrier. Small and medium-sized companies, which have more limited resources, may face difficulties in integrating secure and compatible solutions across different systems. The lack of interoperability between platforms can also generate incompatibilities and hinder large-scale adoption.

Resistance within organizations can also delay implementation. Initial costs, adaptation of internal processes and employee training are factors that need to be considered. Once these barriers are overcome, companies can benefit from more agile processes, reduced operating costs and greater legal certainty, making electronic signatures an ally in modernizing operations.

Why is it important to expand the use of electronic signatures?

The incorporation of electronic signatures into business processes has positive impacts in different areas. One of the main benefits is operational efficiency. Replacing manual signatures with digital processes reduces bureaucracy and makes much faster document formalization.

This means that contracts, agreements and other records can be completed in minutes, avoiding delays and rework. Automation also reduces human error, ensuring greater accuracy in the information processed.

Another relevant factor is the savings generated. The need for printing, transporting and storing physical documents is eliminated, resulting in a significant reduction in costs.

Companies that adopt this resource are able to optimize their financial resources and direct them to strategic areas. Small businesses also benefit, as they are able to maintain agile operations without high investments in stationery and logistics.

Security is also a highlight. The electronic signature has legal validity and advanced authentication mechanisms, ensuring protection against forgery and fraud.

Each transaction is recorded and traceable, providing greater transparency and compliance with regulatory standards. Companies that need to comply with legal requirements are better protected against irregularities and legal liabilities.

From an environmental perspective, reducing the consumption of paper and other materials directly contributes to sustainability. Digitizing documents minimizes the need for natural resource extraction and reduces pollutant emissions associated with the transportation of physical documents.

Companies that adopt more sustainable practices also strengthen their reputation and demonstrate a commitment to social and environmental responsibility.

Finally, the customer experience is improved. The ability to sign documents digitally, without the need for travel or complex procedures, makes interactions more practical and accessible.

This advantage generates greater satisfaction and can be a competitive advantage for companies that prioritize convenience and innovation in their services. Faster and less bureaucratic processes make users feel more confident and secure when formalizing contracts or any other type of documentation.

What are the three types of electronic signature

According to law number 14.063 of the Brazilian legislation, there are three types of electronic signature which we have listed below: simple, advanced and qualified.

simple electronic signature

This type allows the document signer to be identified, in addition to attaching or associating data in electronic format.

For example: when a person needs to approve their entry somewhere in front of a facial recognition device, the system associates the data entered (in this case, the person's face) with those that exist previously registered to allow access.

Advanced electronic signature

This makes use of certificates not issued by the ICP-Brazil or other means that prove the authorship and integrity of documents in electronic format.

A very common example is the signatures of online documents whose platforms have evidence that it was really the person designated as a party who signed them.

Qualified electronic signature

Refers to those who use digital certificate issued by ICP-Brasil, that is, the Brazilian Public Key Infrastructure system. This body was created by Provisional Measure 2.200-2 of 2001, made official by Decree 3.996 of 2001 and Law 11.419 of 2006.

The structure of ICP-Brasil relies on certifying authorities that, using a cryptographic system based on digital certificates, ensure the identity and authenticity of a user who uses an electronic means to perform actions such as signing an online document.

How to obtain a digital certificate (A1, A3, cloud)

Obtaining a digital certificate is an important step for those who need to electronically sign documents with full legal validity. There are different types, the most common being A1, A3 and A3 in the cloud.

The certificate A1 It is issued as a digital file and installed directly on the computer or mobile device. Its validity is usually 1 year, and its main advantage is the ease of installation and use on multiple systems simultaneously.

Already the certificate A3 It is issued on a physical device, such as a USB token or chip card, which offers an additional layer of security, but requires the use of specific hardware to perform signatures. The validity can be up to 5 years, depending on the certification body.

In turn, the certificate A3 in the cloud eliminates the need for physical devices. Stored on secure servers, it enables secure access via robust authentication, such as biometrics or temporary passwords, ensuring mobility and flexibility for signatures from anywhere.

To obtain any of these certificates, the process is simple: the interested party must seek out a Certification Authority accredited by ICP-Brasil, present identification documents and carry out validation in person or online. After issuance, the certificate can be used to sign electronic documents with legal validity.

What is the difference between simple, advanced and qualified electronic signature?

There are different subscription levels, each with specific features and distinct legal requirements. The main classifications include: simple, advanced and qualified electronic signature.

A simple electronic signature is the most basic form of digital authentication. It can be done by clicking an acceptance button, sending a code via email, or even logging into a system.

Although it offers a lot of practicality, this type of signature does not guarantee such a high level of security, as it can be more susceptible to fraud attempts and does not require rigorous mechanisms to verify the signatory's identity.

Advanced electronic signatures offer a higher level of reliability. They use technologies that ensure the integrity of the document and link the signer's identity to the signed content.

This type of signature usually involves two-factor authentication, biometrics or specific digital certificates. This way, it offers greater protection against changes to the document and allows its origin to be traced more precisely.

The qualified electronic signature is the most secure and legally recognized as equivalent to the handwritten signature. To have full legal validity, it must be generated by a digital certificate issued by an accredited certification authority.

This type of signature is widely used in high-value contracts, banking transactions and government documents, as it guarantees authenticity, integrity and non-repudiation.

The choice between these types of signature depends on the level of security required for each situation. For internal processes and informal documents, a simple signature may be sufficient. For business contracts and financial transactions, advanced and qualified signatures offer greater reliability and compliance with current legislation.

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

How are documents sent for an electronic signature?

Some people have trouble imagining how an electronic signature works. After all, when we sign a paper document, we take the pen, write our signature in our own hand and that's it. 

But how can this be done in digital media? Was it in a text editor? Perhaps through a program that allows you to make the handwritten signature with the mouse or on the screen of the phone? Actually, it's simpler than that.

The electronic signature takes place from a dedicated platform to this type of service. In it, you can register and invite people who need to sign a document to do the same. In this way, with the simple click of a button, it is signed and has the same legal validity of those that are signed in a traditional way (as we will explain later in this article).

What types of documents can be signed?

Practically every document you sign in paper form can be entered electronically. You just need to have it in .doc or PDF format to upload it to the platform. 

Therefore, there are several types of documents that can be signed in this way, we highlight the most common ones here.

customer acquisition

Companies that provide services and need customers to sign the contract that clarifies the duties and obligations of the contractor and contractor see electronic signature as a great advantage.

After all, when closing a deal, you don't have to wait long to formalize it. The contract can even be sent by WhatsApp, Telegram, SMS or any other messaging application, so that the customer can sign it right away.

Contracting suppliers

You can't do it all alone, so many business owners and managers rely on suppliers who can perform the services needed for the company's offerings.

As much as some contracts are made by email and even verbally, the electronic signature reinforces the commitments of this partnership. Therefore, when signing an online contract, both you and the person or firm that will provide the service are assured that everything must be done as agreed.

Hiring employees

Gone are the days when employees had to go to a accounting to sign admission documents. Now all this can be done online.

When hiring a new member for your company, write the document regarding your hiring, launch it on the electronic signature platform and send the link for him to sign.

This makes the process more practical and faster, especially if the new employee resides in another state or country.

Contract renewal and amendments

It is common for some rules to change over time, which requires contract renewals or amendments so that your customers, employees or suppliers are aware of the new contractual rules.

Thus, an amendment or renewal can be made in the form of a document to be signed through the platform. Even if it is a contract originally made on paper, nothing prevents this new one from being done electronically.

Contract termination

As much as we avoid it, at some point we need to terminate the contract made with someone. While some people consider communication to be a sufficient form of termination, it is important to have a signed document that proves this.

As with the other procedures, you can launch the document on the platform and ask the person with whom you are breaking contractual ties to sign it so that everything is recorded.

What are the main questions about electronic signatures?

Electronic signatures have been increasingly adopted by companies and professionals seeking agility and security in formalizing documents. However, many Doubts still arise about its functioning, validity and safety.

Does an electronic signature have the same legal value as a handwritten signature?

The answer depends on the legislation of each country, but in Brazil, the law recognizes its validity, as long as it meets requirements that guarantee authenticity and integrity.

What is the difference between an electronic signature and a digital signature?

Another common question involves the difference between an electronic signature and a digital signature. Although the terms are often used interchangeably, a digital signature uses a certificate issued by a Certification Authority, while an electronic signature may include other methods, such as biometrics, IP recognition, and email authentication.

Is electronic signature secure?

Security is also a major concern. Many people wonder whether an electronically signed document can be forged. Specialized platforms use encryption and detailed records of signatories’ actions, making any fraud attempts difficult.

Is electronic signature accepted in any contract?

Many companies wonder whether they can use this type of signature on any contract. Although it is accepted in most cases, some documents require in-person recognition or notarized signature. Examples include wills, real estate purchase and sale agreements, and some specific banking documents.

Is an electronic signature valid abroad?

The validity of electronic signatures abroad also raises doubts. Many countries accept this format, but the rules vary. In international transactions, it is important to check whether the destination country recognizes electronic signatures and what requirements are imposed.

Notarized electronic signature: how does it work?

Notarized electronic signature is a process that combines digital signature with certification by a notary, giving the document public faith equivalent to that of acts performed in person at a notary's office.

In Brazil, this service is made possible by the e-Notary platform, regulated by the National Council of Justice (CNJ) through Provision No. 100/2020. With it, it is possible to perform notarial acts — such as public deeds, powers of attorney and contracts — in a 100% digital way, without the need for physical travel.

The procedure works as follows: the user requests the act through the e-Notariado platform, carries out the identification (which can be done via videoconference) and uses a digital certificate issued by the notary's office itself or an ICP-Brasil certificate. After the formalities, the notary authenticates the electronic signature, guaranteeing its full legal validity.

This modality is especially useful for formalizations that require public faith or notarization, bringing agility, security and less bureaucracy to the daily lives of people and companies.

How can I ensure that the electronic signature was made?

Many people want to know how to ensure that an electronically signed document is accepted in court. To do this, it is recommended to use recognized platforms on the market, which provide detailed records of the signature, including the signatory's identification and audit trails.

With the popularization of this resource, the tendency is for more and more people and companies to start using it, making processes faster and safer.

How does electronic signature work on mobile devices?

Electronic signatures allow documents to be validated digitally, without the need for paper or physical processes. With the advancement of technology, the possibility of sign documents via mobile devices, such as smartphones and tablets, has become a popular, practical and efficient solution. The method facilitates the completion of legal, contractual and commercial processes, offering convenience and speed to users.

One of the biggest advantages of using electronic signatures on mobile devices is mobility. Users can sign documents anytime, anywhere, without having to be in an office or in front of a computer. Time savings are another significant benefit, as documents can be signed instantly, without having to travel or wait for intermediaries.

Sustainability is also favored, since the use of digital documents eliminates the need for printing paper, contributing to the reduction of waste of natural resources. Electronic signatures on mobile devices also offer ease for multiple and sequential signatures, allowing several parties to sign documents quickly and in an organized manner.

Activity tracking is another important aspect. With electronic signatures, it is possible to monitor the progress of the process, identify who signed and when, which increases transparency and security. The reduction in operational costs is also evident, since there is no need for paper, printing or physical sending of documents.

In terms of security, electronic signatures on mobile devices use encryption and authentication methods such as digital biometrics and facial recognition. These layers of protection ensure the integrity of documents and the identity of the signatory, making the process safe and reliable.

Electronic signatures on mobile devices represent a significant advance in the digitalization of processes, simplifying document management and meeting the demands of the digital age. It offers a modern and efficient solution, aligned with the needs of companies for agility, security and sustainability.

Is it possible to take a selfie with a document?

Identity verification through selfie with document has become a common practice to validate the authenticity of users in digital processes. This method is widely used in online registrations, financial services and electronic signatures, ensuring that the person performing the action is, in fact, the owner of the document presented.

The process involves taking a photo of the person's face while holding an official document, such as an ID card or driver's license. This image is analyzed by automated systems that verify the correspondence between the person's face and the photo registered on the document.

Some systems use artificial intelligence to identify facial features, compare patterns and detect possible fraud, such as montages or the use of forged documents.

Adopting this feature brings significant benefits to companies and users. Security is one of the main factors, as it prevents attempts at forgery and fraudulent identity. The process also reduces the need for in-person presence to validate identity, making registrations and subscriptions faster and more accessible.

In the case of companies, the implementation of these technologies represents significant reductions in operational costs, in addition to greater efficiency in the analysis of new customers or partners.

Even though it is practical, selfies with documents must be used in accordance with data protection standards, such as the LGPD. The collection and storage of these images require clear privacy policies and measures that guarantee the responsible use of information. By the way…

Electronic signature and LGPD

The electronic signature, in addition to facilitating processes and reducing bureaucracy, also needs to be in compliance with the General Law on Data Protection (LGPD), which regulates the processing of personal data in Brazil.

When performing an electronic signature, data such as name, email, CPF, IP and even biometrics can be collected. Therefore, it is essential that the platform used follows strict data protection practices, such as end-to-end encryption, secure storage and access control.

The LGPD determines that the processing of this data must respect principles such as purpose (specific and legitimate use), necessity (minimum data collection) and transparency (clear information about the use of data).

Additionally, the user should have the right to access, correct or delete their information whenever they wish. Reliable e-signature platforms offer mechanisms to guarantee these rights.

Compliance with the LGPD brings not only legal benefits, but also reputational benefits, increasing user confidence in digital processes. When choosing an electronic signature solution, it is essential to check whether the company adopts privacy policies that are compatible with current legislation.

Is it possible to use emoji as an electronic signature?  

O use of emojis has become common in digital communication, but can they replace an electronic signature in formal documents? The answer depends on the context and the rules governing each transaction.  

The purpose of an electronic signature is to identify the signatory and demonstrate their consent to a document. Different formats are accepted, as long as it is possible to prove the intention of the person who signed it. An emoji can be interpreted as a form of consent, but its legal validity depends on several factors.  

Real-life cases show that emojis have been used as a sign of agreement in contracts. In some cases, courts have analyzed the context in which an emoji was used, recognizing its validity as evidence of intent. One example occurred in Canada, where a farmer responded with a “thumbs up” emoji to a contract proposal and ended up being held liable for the agreement.  

Despite these precedents, the use of emojis as electronic signatures presents challenges. Unlike a traditional or digitally authenticated signature, an emoji does not have a direct and secure link to the identity of the signer. Anyone could insert a symbol without there being a reliable mechanism to confirm its authorship.  

In Brazil, legislation recognizes the validity of electronic signatures, as long as they can guarantee authenticity and integrity. Emojis, by themselves, do not offer these elements, which can make their acceptance more difficult in documents that require greater legal security.  

Even if an emoji is used to express consent, it must be accompanied by records that clearly demonstrate the signatory’s intent. Emails, system logs, and additional authentication can strengthen the validity of this type of communication.  

In practice, the use of legally recognized electronic signatures remains the safest option for formalizing agreements. While emojis can be considered as a form of expression of will in certain contexts, their acceptance still depends on specific interpretations and does not replace methods that guarantee authenticity and protection against fraud.

How to adopt a subscription platform for your company?

To successfully adopt an electronic signature, it is important to consider some essential aspects.

Knowledge of available plans

Start by evaluating the different plans offered by the platforms. Generally, free options are restricted and may not meet business demands. Look for plans that align with your company's document volume and offer the necessary features.

Understanding the company's needs

Each business has specific requirements. It is essential to understand the volume and nature of the documents that will be handled. This will help you choose a platform that can efficiently handle your particular needs.

Platform security

Safety is paramount. The chosen platform must support both electronic and digital signatures, and incorporate compliance and anti-fraud features. Ensuring the integrity of signed documents is vital.

Solution intuitiveness

Ease of use is a critical factor. An intuitive platform makes it easier for employees to join and speeds up the signing process, whether via cell phone or notebook.

Features and support

Analyze the range of features offered, such as calendar, personalized notifications and email personalization. Additionally, check whether the platform offers efficient remote support to resolve any technical issues.

Integration with other tools

The ability to integrate the platform with other business tools through open APIs or at no additional cost is a major differentiator. This allows for a more fluid and integrated operation within the company's IT ecosystem.

How to make an electronic signature: step by step

The procedure for an electronic signature is very simple, so here we show you the steps you should follow. Let's take the platform steps as a basis ZapSign.

Step 1: Upload the document to the platform

First, convert the digital document to PDF format. If you have the document on Google Drive, just go to “File / Download / PDF Document”. If you have it in .doc format on your computer, you can use PDF converters like this.

Then, within the platform dashboard, click on “+NEW” to submit a new document. 

On the next screen, upload the document saved on your computer by clicking on “select document”. 

Step 2: Determine who will sign the document

After entering the full name of the other people who will have to sign, click on “continue”, unless you want to use the advanced authentication feature.

By clicking on the button of the same name, the screen above will be displayed which, in addition to the name and email, also requires an authentication method (email, SMS, signature + email, signature + SMS), telephone number , the role of the signer (witness, sign to approve or to acknowledge receipt). It is also possible to require a selfie and identity document.

On the next screen shown above, you can position in which part of the document the signature should be inserted. This is attractive to those who are used to signing physical documents, as they will be able to see the signature inserted in the same place as when we signed them by hand. If you don't feel the need for it, just continue without positioning.

Step 3: Send the signing link to the parties involved

Once this is done, ZapSign will generate a link that you can send to the people who will have to sign the document. There is also the option to email the link by clicking on “I want ZapSign to send signature links to signers” which will display the email input field and a custom message as an optional field.

When the people assigned to the subscription receive the link and click on it, they see the following screen.

After clicking on “subscribe”, the platform asks them to enter their full name, email and phone number. By doing so, they come to agree with the privacy policy and ready! Electronic signature is successfully completed in simple steps!

⚠️ Also check out these related articles ????

➡️ How does the legal validity of the electronic signature work?
➡️ How to sign contracts on WhatsApp electronically
➡️ Online document signing: your business differentiator

What is the difference between digital and electronic signature?

Having read our content so far, the understanding of what an electronic signature is is certainly clear, but a doubt often lingers in the minds of many: are digital signatures and electronic signatures the same thing? Well, the answer is no.

Although they are similar terms and both even have characteristics in common, there are also differences that we point out here.

What is digital signature?

A digital signature it is a type of electronic signature. As we explained throughout the post, the electronic signature can be used in several types of validation of someone's identity, which includes the signature of documents. 

In the digital signature, the people who sign them make use of a digital certificate that proves their authorship. 

So, what differentiates the digital signature from the electronic one?

The electronic signature brings together several ways to sign a document or validate the identification of a person. In other words, it is not restricted to only signing files, but also proving that the person who identifies themselves through an electronic medium is really her.

On the other hand, the digital signature, being a type of electronic signature, works this validity from a cryptography made with a digital certificate.

This means that you need to issue it with the ICP to be able to use a digital signature. This issuance process takes a few business days and requires two steps:

• make the payment of fees relating to such registration;
• follow the steps given by the institution where you register to complete it.

By doing this, you will be able to use your digital signature on electronic documents in an authenticated manner.

What are the advantages of electronic signature?

Here we separate the six main benefits that you will have by adopting the electronic signature in its management.

Reduced costs

Working with physical documents is a practice that many traditional companies still maintain, but they do not realize that this involves a series of costs that could be avoided with the adoption of electronic signatures.

For starters, physical documents must be printed, which involves investing in paper and printer toner. If you issue many contracts per month, this number is certainly very representative of your billing.

We also need to consider the logistics involved in signing these documents. If the signatories cannot go to your office or live in another city or country, it is necessary to use the service of a carrier or the Post Office to take the paper to the person for him to sign and bring it back to you.

These processes do not exist in the electronic signature, making it more advantageous in a financial sense.

administrative organization

When you start to have many documents printed in the management of your company (contracts, amendments, among other types of files), you need a place to keep them, right? In some cases, a closet is enough, in others you need to reserve an office room to store everything.

This leads us to the following question: when you need to find a document among so many papers, how do you do it? As much as you organize them all by category or drawer, this will take up some of your time.

In electronic signature, you have a better organization since All documents are sorted on the electronic platform, just do a search to find the one you need.

Agile

The advancement of technology and communication in recent years has made us all get used to faster and faster processes, which include everything from the speed of the internet to the online service provided by companies. So why would subscriptions be any different?

When a negotiation is concluded, the next step is the signing of the contract, which, if done in a traditional way, becomes very time-consuming, and it can take days for the signatures to be physically collected.

On the other hand, in the electronic subscription, this can be done at the same time, which allows another benefit: the increase in the number of contracts per month.

Student Exchange

Even if you have an office where the central point of your work activities is, you don't stay there all the time, do you? There are times when you need to resolve external matters or travel on business, which previously made it impossible for you to perform face-to-face actions such as signing documents.

However, times have changed, with the electronic signature you can do it anywhere. ZapSign, for example, has a responsive format so you can use the tool on your smartphone and sign documents no matter where you are. 

Safety

Have you ever been afraid to buy a product or hire a company's service because you don't have a known brand or well-defined hiring steps? This is common and can happen to all types of audiences, including yours.

Therefore, if you make an agreement via email exchange or merely verbally, without a contract, this gives an impression of little security, making the person disdain to go ahead because they are not sure that they are in contact with a serious company.

On the other hand, by citing the electronic contract, you make your audience feel safer. After all, the signature allows all parties to be legally protected (as we will talk about later) and to be sure that all the points raised in the document will be honored during the term of the contract.

Less bureaucracy

Signing a physical document is very bureaucratic, especially when it requires a notarized signature. This process is carried out with the aim of guaranteeing the authorship of the signature made by a person who receives a reinforcement of public faith, since the notary can affirm, in fact, that the firm belongs to the person constituted as a signatory.

Thus, the contractual process ends up being very laborious for the parties, which contributes to some people leaving the contract aside in order not to have to go through all these steps that can delay the beginning of the agreed work.

However, as said, the right way is not to stop signing the document, but to do it in a more practical way, as proposed by the electronic signature that simplifies all this at the simple click of a button.

What are the electronic signature frauds?

The electronic signature brought more agility and security to the formalization of documents, but it also attracted attempts to fraud. Some criminal practices seek to forge signatures or manipulate documents, harming companies and individuals. Knowing the main types of fraud helps prevent problems and ensure secure transactions.

One of the most common types of fraud is impersonation. In this case, a person pretends to be someone else to sign documents without authorization. This can happen when a fraudster obtains personal data through social engineering, phishing, or information leaks.

Document tampering also poses a risk. After a legitimate signature is signed, criminals attempt to modify the content of the file to gain undue advantage. This practice compromises agreements and can lead to significant losses. Methods such as the use of digital certification and the application of time stamps help prevent this type of manipulation.

Misuse of login credentials is another form of fraud. In e-signature platforms, each user has a login and password to sign documents. If this data is stolen or shared carelessly, a third party could sign contracts without authorization. Using two-factor authentication reduces this risk by requiring a second verification to confirm the user’s identity.

Fraud by coercion should also be considered. This occurs when a person is forced to sign a document under threat or pressure. Although more difficult to detect, it can be mitigated by measures that allow the signature to be challenged if the victim proves that they did not sign voluntarily.

Using scanned signatures without consent poses a problem. Someone could copy an image of a signature and insert it into a document without the owner’s knowledge. Since this method lacks authentication mechanisms, it becomes more vulnerable to fraud.

Adopting solutions that guarantee authenticity and integrity helps prevent these practices. The use of digital certificates, multifactor authentication and electronic auditing are effective strategies to increase the reliability of processes and prevent fraud.

Electronic signature for companies: how it works in different market segments

As we could see, companies and entrepreneurs of the most diverse sizes and segments are increasingly adhering to the practice of electronic signature of documents. 

Next, we will talk a little about how this procedure works in different fields of activity, facilitating processes and reinforcing competitiveness in the market.

furniture sector

The last few years have been marked by several transformations. Technological development and the pandemic scenario were decisive for the rise of e-commerce and for the demand for an increasingly differentiated service.

These changes are here to stay – even with the recent resumption of face-to-face activities, certain consumption habits have already been internalized by society. After all, the remote relationships that had arisen out of unfortunate necessity have now turned out to be rather convenient.

Hence the importance of investing in new technologies, which naturally extends to the furniture sector. In this sense, the electronic signature is of great value to speed up the service process, facilitate transactions and reduce costs – all of this ensuring data security and legal validity.

health sector

According to this new reality that emerges in the most diverse administrative scenarios, the Federal Council of Medicine (CFM) has recently started to act as a certifying entity within the due standards of the ICP-Brazil, providing digital certification with a CRM code for all physicians registered with the Regional Councils of Medicine.

This initiative represents a great step towards reducing the bureaucracy of the health system, since the online subscription facilitates the development and implementation of electronic medical records in hospitals, clinics, dental offices and health establishments in general.

real estate sector

The use of electronic signature fits like a glove for the real estate market, since the contractual flow becomes much more agile and dynamic.

In fact, due to the huge flow of document processes peculiar to the real estate sector, here, the implementation of this subscription type becomes particularly important. 

Landlords, tenants, guarantors and brokers no longer need to travel to and fro or send papers through the mail to legally enable the lease or purchase/sale of real estate contracts, as well as additive and other relevant documents.

The electronic signature, therefore, represents decisive positive effects in terms of productivity, agility in the processes and reduction of operational costs for all parties involved.

Financial sector

With the advent of digital banks, the financial sector is constantly adhering to remote solutions. 

By adhering to the electronic signature feature, financial institutions provide customers and partners with the possibility of carrying out their transactions and closing their business via the Internet.

In this way, numerous advantages are obtained, especially with regard to optimizing the opening, closing and handling of bank accounts and in contracting loans and other services, such as capitalization bonds, pension programs and consortia.

Not to mention the reduction in waiting time in queues for activities that really need to take place in person.

education sector

With the increasing number of students enrolled in the most diverse public and private education institutions, in addition to the exponential growth of EAD (Distance Learning), the electronic signature is affirmed as an indispensable resource for the sector.

Even in educational institutions that only offer face-to-face classes, the tool has proved useful in the validation of the most different academic documents.

Digital certificates prove to be indispensable for issuing enrollment certificates, school transcripts, class diaries, reports and many other important documents – thus reducing the volume of paper, facilitating the work of secretaries and saving students from facing endless queues. .

telecommunications sector

Being considered one of the most competitive sectors of the market, the telecommunications sector naturally generates a strong demand with regard to the adoption of innovative solutions.

After all, it is a service- and technology-driven sector. The electronic signature, therefore, by enabling deals to be closed in a matter of minutes, represents an essential element for the company to achieve its best results and stand out in front of the competition.

insurance sector

Nowadays, it is simply unacceptable for an insurance company not to have the electronic signature as a consolidated element in its work routine. 

The feature is essential to save administrative and operational costs, in addition to simplifying the flow of sales processes, allowing the volume of closed deals to be expanded, without the team being unnecessarily overloaded.

In a sector that basically deals with constant contracts, it is extremely important that the processes take place in the most automated way possible, so that the hiring processes can be carried out simply and quickly, prioritizing productivity and maximizing sales. . In this sense, digital processes are of great aggregating value.

SaaS industry

SaaS is the acronym for Software as a Service, or Software as a Service. Companies like Salesforce, Netflix, Spotify and their own market digital signature platforms are some examples of this modality of commercialization and distribution of software – a business trend that is increasingly present nowadays.

The model covers a wide range of segments, from streaming to online classes. The fact is that, due to its essentially digital character, it becomes not only impossible, but inconceivable, to think of physical solutions for your commercial and contractual relationships. Therefore, it is a business model totally focused on customer convenience, innovative practices and dynamic processes.

For a SaaS company to offer its services digitally, it is a prerequisite that internal processes also occur digitally, since the transformation of paradigms must start at the root. 

After all, it doesn't make any sense to offer a fully digital service to the customer if, to get it, he has to go somewhere else to sign a bunch of papers.

For this type of business, the electronic signature represents, first of all, a sign of credibility and security, in addition to effective cuts in bureaucracy, delays and unnecessary expenses.

human resources sector

Technological development has always been a decisive factor for the HR sector. Therefore, the electronic document management, and, consequently, the electronic signature is an indispensable practice for the routine of any Human Resources department nowadays.

One of the sectors that most needs to deal with huge flows of documents cannot afford to be stuck in the past and buried in paper. Executing its processes through digital means, the security and integrity of documents is guaranteed, in addition to cutting costs with physical material and reducing, not to say eliminating, the risks of loss.

Not to mention the improvement in the productivity of the team working in the company's HR, since the entire process of preparing, signing, consulting, issuing and storing documents becomes more fluid and effective.

accounting sector

The profession of accountants requires extreme responsibility – after all, it is up to them to manage the client's financial assets. For this reason, communication between both must be constant, and, in this regard, operational efficiency is essential.

To this end, digital solutions are very important, since, through them, this contact can be easily maintained, even if at a distance. 

The electronic signature feature reinforces this point, allowing digital contracts to be concluded much faster and more practically than those made in a traditional way, and maintaining security and legal validity.

agribusiness sector

Not even the agribusiness sector has escaped the advent of electronic signatures – which shows that what, before, was presented as a trend, can now be considered an inexorable reality.

The branch's businesses have been undergoing major affirmative transformations, since the possibility of closing deals through mobile devices, such as cell phones and tablets, represents an important solution for a sector that operates mainly in rural areas, where, in addition to the difficulty of access be a constant, the lack of infrastructure in computers is also common.

legal sector

The main benefit of the electronic signature within a legal context is the possibility for the lawyer to be able to proceed with the contractual processes without the need for the client to be present at all times during a given action.

In this way, the management of contracts and the entire procedural flow takes place in a much more fluid and objective way, even avoiding the occurrence of fraud, since digital certificates have encrypted protection.

clothing sector

Clothing was one of the main areas affected by the arrival of the pandemic. The need to adapt to social distancing has promoted strong transformations in the sector, especially in large companies, accustomed to dealing with a vast number of contracts and suppliers.

Among companies in this sector that have applied digital signatures in their administrative routines, it is estimated that the contractual process has become two to six times faster than before. 

In this way, the practice has been gradually implemented in the most diverse internal departments of these companies, resulting in faster and less costly processes.

Another significant advantage is due to the fact that tracking the document's trajectory, identifying the recipients and carrying out any changes before the end of the contractual process become much more practical, secure and intuitive.

Public sector

Several government agencies use electronic signatures to formalize contracts, send administrative documents, authenticate requests and enable digital public services. This includes everything from issuing certificates and authorizations to processing legal and administrative proceedings.

In addition to agility, electronic signatures in the public sector also promote greater transparency, as all acts are recorded digitally, with complete traceability.

This innovation also contributes to sustainability by reducing paper consumption and physical travel, positively impacting the reduction of the carbon footprint of public services.

With the consolidation of digital government policies, the trend is for more and more interactions between citizens and the State to occur through electronic means, using electronic signatures as a key tool to guarantee validity, security and practicality.

How to combine electronic signature and digital transformation in your company

A the digital and sustainable transformation has driven significant changes in the way companies conduct their internal processes and interact with customers and partners. In this context, electronic signatures have emerged as an essential tool for modernizing document management, speeding up transactions and ensuring security in the formalization of agreements.

Digitizing documents reduces the need for paper, simplifying administrative routines and improving the organization of information. With electronic signatures, contracts, business proposals and terms of service can be signed in just a few minutes, without the need for travel or printing. This process increases productivity and allows teams to focus on strategic activities.

Adopting this technology also improves the customer experience, as customers can sign documents from anywhere and at any time – a factor that is especially important for companies that deal with a large volume of contracts, such as real estate agencies, financial institutions and service providers. The ease of closing deals helps to increase satisfaction and strengthen relationships with consumers.

Another important point is security. Electronic signatures use mechanisms such as encryption and authentication to guarantee the identity of the signatory and the integrity of the document – ​​which reduces the risk of fraud and makes the process more reliable than handwritten signatures on paper.

To integrate this solution efficiently, it is important to choose platforms that meet the business needs and comply with current legislation. Compatibility with other systems used in the company, such as ERPs and CRMs, can also optimize document management and facilitate workflow.

With proper implementation, electronic signatures become a strategic differentiator, helping companies reduce costs, speed up processes and offer a more agile and secure service. This advancement is part of a necessary adaptation to keep up with the demands of the digital market and improve operational efficiency.

How does electronic signature work in companies' operational processes?

Agility in the internal processes is a determining factor for the efficiency of any company. Electronic signatures contribute directly to this by replacing time-consuming manual procedures with fast and secure digital solutions. With them, documents can be signed in minutes, eliminating the need for face-to-face meetings or physical mailing of papers.

Digitizing this process significantly reduces the time spent on approvals and authorizations. Contracts, agreements and reports that previously took days to be signed and returned can now be finalized almost instantly. This impacts sectors such as finance, human resources and legal, where document validation is a recurring activity.

Another obvious benefit is the reduction of errors and rework. By automating the signing process, you can avoid common problems such as incomplete, illegible or forgotten signatures. Many e-signature systems also offer automatic notifications to remind those involved to complete the process, ensuring that deadlines are met without the need for constant manual follow-up.

In addition to operational efficiency, there is a relevant issue related to sustainability. Cutting excessive paper use reduces costs with printing, transportation and storage of physical documents. Companies that adopt more sustainable practices also strengthen their image in the market, aligning themselves with the expectations of customers and partners concerned with environmental responsibility.

Security is another point to be considered. Electronic signature platforms use encryption technology, user authentication and detailed records of each action performed on the document – ​​which ensures integrity, authenticity and traceability, offering greater reliability than manually signed documents.

Given these benefits, adopting electronic signatures becomes a natural path for companies seeking to optimize processes, reduce costs and ensure security in their daily operations. The use of this technology represents a significant advance in the way documents are managed and signed, allowing for a more efficient workflow aligned with the current market.

How to close more sales with electronic signature

Agility in closing contracts can be crucial to increasing sales. When a customer is ready to close a deal, any obstacle can result in cancellation or delay. Electronic signature eliminates common difficulties, making the process faster and more accessible for all parties involved.

One of the main problems faced in traditional negotiations is the need to travel or print documents. This can cause unnecessary delays and even demotivate the client.

With electronic signature, the buyer can formalize the agreement from anywhere and at any time, using a device connected to the internet – which reduces the time between the purchase decision and the completion of the transaction, increasing the chances of success.

Another factor that directly influences sales closing is practicality. A simple and intuitive process facilitates customer acceptance, avoiding bureaucracy that could generate doubts or insecurity. Electronic signature platforms offer accessible interfaces and clear guidelines, allowing users to sign contracts without complications.

Reliability is also essential. The security offered by technology ensures that signed documents are authentic and protected against unauthorized changes. This gives the customer more confidence, who feels safe to proceed with the transaction. Methods such as multi-factor authentication and audit trails reinforce this credibility.

In addition to speed and security, the impact on conversion rates is clear. Companies that adopt electronic signatures significantly reduce the time needed to formalize agreements, preventing customers from giving up before the deal is completed – something that is especially relevant in sectors where the purchase decision needs to be made quickly, such as real estate, technology and financial services.

By adopting this technology, the sales closing process becomes more efficient, practical and reliable – resulting in greater customer satisfaction, increased conversion rates and a more dynamic operation, without the obstacles of the traditional signature method.

What is the impact of electronic signatures on sustainability in companies?

A adoption of electronic signature has a direct and positive impact on corporate sustainability, especially when it comes to reducing paper consumption. Traditionally, the process of signing documents involved printing paper, which not only consumed natural resources but also generated a large amount of waste.

By replacing these procedures with digital documents, companies can significantly reduce their use of paper, helping to preserve trees and reducing pressure on the environment.

In addition to environmental preservation, electronic signatures also contribute to reducing carbon emissions associated with the production and transportation of physical documents. Transporting paper, for example, requires vehicles that generate polluting gas emissions, which can be avoided by using digital solutions.

By opting for electronic processes, companies help to mitigate the negative impacts of their activities on the planet.

From an operational perspective, e-signatures streamline internal workflows. They speed up the finalization of contracts and agreements, which improves productivity and reduces the time needed to complete tasks.

Eliminating physical steps, such as printing, sending and storing documents, also contributes to efficiency and cost reduction. These operational savings have a positive impact on the company's financial performance, making processes more agile and less expensive.

The adoption of technologies such as electronic signatures is increasingly aligned with ESG (environmental, social and governance) practices, which seek to promote more sustainable development. Companies that invest in digital solutions not only reduce their environmental impact, but also demonstrate a commitment to social and environmental responsibility.

This behavior is well-received by consumers and investors who value more conscious and sustainable business practices, strengthening the brand's reputation in the market.

Electronic signature success stories

Several organizations have adopted this technology to increase efficiency, reduce costs, and improve customer experience. Below, you can find examples of companies that have implemented this solution with great results.

Espaçolaser: more efficiency in the BackOffice

A Spacelaser, Brazil’s largest laser hair removal chain needed to optimize contract management to reduce the time spent on physical signatures. The adoption of electronic signatures allowed the BackOffice team to automate processes and eliminate the need for paper, making operations more agile and efficient.

Crisdu Group: improved customer experience

O Crisdu Group, specialized in equipment rental for the construction industry, was looking for a faster and safer way to formalize contracts. With electronic signatures, customers could now sign documents from anywhere, without having to travel, which brought more practicality and speed to service.

Bow-e: Faster contract closing

A Bow-e, which operates in the electric mobility sector, faced challenges in signing contracts, which impacted the agility of negotiations. The implementation of electronic signatures enabled faster closing of agreements, ensuring greater security and reducing the time needed to formalize new partnerships.

Simples Dental: innovation in dental practices

A Simple Dental, a management platform for dental clinics, has adopted electronic signatures to modernize administrative processes. By digitizing documents, clinics have begun to operate in a more organized manner, reducing the use of paper and ensuring greater convenience for both professionals and patients.

Rise Marketing Growth: Reducing Signature Collection Time

A Rise Marketing Growth, an agency specializing in digital marketing, was facing difficulties with the delay in collecting signatures for service provision contracts. By adopting electronic signatures, the company was able to significantly reduce the time needed to complete these processes, increasing productivity and improving the customer experience.

These examples demonstrate how electronic signatures can bring concrete benefits to companies in different sectors, making document management more efficient and accessible.

What are the regulations for electronic signatures in Brazil?

Electronic signatures in Brazil are regulated by rules that guarantee their legal validity and establish the criteria for their use in different types of documents. The main legislation on the subject is Law No. 14.063/2020, which brought clear definitions about the levels of electronic signature and their applicability.

This law classifies electronic signatures into three categories: simple, advanced and qualified. Simple electronic signatures can be used for documents that do not require a high level of security and may involve methods such as email or SMS authentication.

Advanced electronic signatures offer greater protection, ensuring that the signatory is linked to the document through mechanisms such as biometrics or multi-factor authentication. Qualified electronic signatures are the most secure and require a digital certificate issued by a Certification Authority accredited by ICP-Brasil (Brazilian Public Key Infrastructure).

Provisional Measure No. 2.200-2/2001 is also very important in this context, as it created the ICP-Brasil and regulated the use of digital certificates, making them mandatory for certain transactions that require high levels of authenticity and integrity. Documents such as high-value contracts, corporate acts and some legal proceedings usually require this level of signature.

The adoption of electronic signatures has expanded with the digitalization of public services. Gov.br, for example, allows citizens to sign documents digitally when using their silver or gold account, ensuring reliability in interactions with government agencies.

Although Brazilian legislation already establishes clear rules, the acceptance of electronic signatures may depend on the type of document and the parties involved. Companies and professionals must assess the appropriate level for each situation and opt for solutions that guarantee legal security and traceability.

With this regulation, the country advances in the modernization of processes, allowing greater efficiency and cost reduction in several areas.

What are the legal implications of electronic signature?

The electronic signature is a modern document management mechanism that allows perform authentication of digital documents without any need for printing or physical recognition. Within the Brazilian legal context, its validity is supported by a series of regulations that guarantee security and reliability in electronic transactions.

An important difference to understand is between an electronic signature and a digital signature. While the former encompasses any form of electronic acceptance of a document, the latter uses a digital certificate issued by a Certification Authority accredited by the Brazilian Public Key Infrastructure (ICP-Brasil), providing a higher level of authenticity and protection against fraud.

Provisional Measure No. 2.200-2/2001 established the basis for the validity of digital signatures in the country, ensuring that documents signed with ICP-Brasil certificates are presumed to be authentic.

More recently, Law No. 14.063/2023 brought advances in regulation, defining three categories of electronic signature: simple, advanced and qualified – a classification that allows different levels of security to be applied depending on the nature of the document and the degree of risk involved in the transaction.

The adoption of electronic signatures has transformed the formalization of contracts and other administrative acts, providing agility and reducing operational costs. Processes that previously required travel and notarization can now be completed remotely, maintaining legal security.

However, challenges such as the need for digital education and the fight against electronic fraud still need to be addressed for its use to be widely reliable.

With the evolution of regulations and the improvement of security technologies, the trend is for electronic signatures to become increasingly present in the most diverse sectors. Companies and institutions that adopt this model gain efficiency and reduce bureaucracy, without compromising the legal validity of digitally signed documents.

How is the legal validity of the electronic signature?

Some people think that contracts only have legal validity when the signature is made by all the signatories, in their own hand, which makes them question whether the electronic signature is valid. The answer is yes and we will explain why.

Brazilian law says, in articles 104 e 107 of the Civil Code, that any type of contract is valid as long as it is complete and authentic, that is, that it does not present changes made after the parties have entered into an agreement.

This means that even verbal contracts are valid. So if you've ever arranged a job or condition with someone in front of a witness, that's a contract and it has validity. Thus, with electronic documents it could not be different.

What does the law say about the legal validity of electronic signatures?

Provisional Measure 2.200-2/2001, mentioned above, provides the legal guarantee of electronic signatures, as it enables the use of any means that prove the authorship and integrity of electronic documents, regardless of whether they have a digital certificate.

When using a platform like ZapSign, you need to enter your personal data before proceeding with the signature, and there is no possibility to modify the document after it is signed, which makes the signature valid.

Furthermore, we have in national jurisprudence the APC appeal 20140111450486 of the 5th Civil Class of the Court of Justice of the Federal District and Territories. It affirms the irrelevance of the written contract in order to prove a link, which reinforces the validity of the electronic signature and demystifies the thought that only physical documents are valid under the law.

Is a scanned signature legally valid?

A scanned signature is an image of a handwritten signature applied to a digital document. This method is widely used for its practicality, but raises doubts about its legal validity and security. To determine whether a document signed in this way is legally valid, it is necessary to evaluate the context and the requirements demanded by law.

In Brazil, the validity of a signature depends on its ability to prove the authorship and integrity of the document. A scanned signature, by itself, has no authentication or fraud protection mechanisms, which may compromise its legal acceptance. Anyone could copy and insert this image into another document without authorization, making it difficult to verify its authenticity.

Even so, there are situations in which a scanned signature may be accepted, as long as it is accompanied by other elements that guarantee the identification of the signatory. Notarization of the signature in a notary's office, witnesses and exchanges of institutional emails are examples of measures that can reinforce its validity.

However, in contracts of greater value or involving greater legal risk, this format may not be sufficient to guarantee security and reliability.

Brazilian law gives preference to methods that ensure authenticity and integrity, such as electronic signatures and digital signatures with certificates issued by a Certifying Authority. These formats use technologies that link the document to the signatory in a verifiable manner, providing greater legal security.

In practice, companies and professionals must assess the level of protection required for each type of document. When there is a requirement for more robust legal validity, opting for electronic or digital signatures may be the best alternative.

Therefore, although scanned signatures may be accepted in some contexts, their weaknesses in terms of authentication can pose a risk. Using more secure technologies helps to ensure that documents are valid and protected against possible future challenges.

Does an electronic signature replace notarization?

O notarization It has always been a common practice to validate signatures on important documents. This procedure, carried out in notary offices, aims to confirm that the signature belongs to the signatory, ensuring greater legal security.

However, with the advancement of digitalization, electronic signatures have become a modern and efficient alternative for document authentication.

Electronic signatures allow documents to be signed digitally, eliminating the need to go to a notary's office. Depending on the type of signature used, it can offer the same level of reliability as notarization.

Advanced and qualified electronic signatures, for example, rely on authentication methods that guarantee the identity of the signatory, such as digital certificates and biometrics. In this way, digitally signed documents can have legal validity equivalent to those signed physically and notarized.

The main difference between the two methods is the form of verification. Basically, notarization depends on the physical presence of the signatory or a signature previously registered with the notary.

Electronic signatures, in turn, use technologies that guarantee the integrity of the document and the identity of the signatory in a digital manner. This feature speeds up processes, reduces costs and avoids unnecessary bureaucracy.

Even with all the advantages, there are situations in which notarization may still be required, especially when there is an express determination in contracts or specific rules. However, the trend is for electronic signatures to become increasingly accepted and used, in line with the growth of digitalization in the most diverse sectors.

The choice between one method or another depends on the requirements of the document and the parties involved. In many cases, electronic signatures can efficiently replace notarization, ensuring legal validity and practicality in the document formalization process.

Artificial intelligence and electronic signature

Artificial intelligence has been transforming the way documents are digitally signed, making processes faster, safer and more efficient. Electronic signatures, widely used by companies and institutions, gain new features when combined with advanced algorithms, ensuring greater reliability in authentication and identity verification.

One of the main benefits of this integration is in the automation of the document validation process. Through the use of artificial intelligence tools, systems can analyze patterns, identify irregularities and ensure that the data entered is legitimate – which reduces the risk of fraud and improves compliance with regulatory standards.

Security is also enhanced through biometric analysis and facial recognition, technologies that use artificial intelligence to confirm the identity of the subscriber. This approach is especially useful in sectors that require high levels of authentication, such as finance and law.

Another equally important factor is the ability of machine learning to learn from past interactions, making signature processes increasingly accurate and adaptable to companies' needs.

In customer service, virtual assistants and chatbots can assist with electronic signatures, guiding users through the process and answering questions in real time. This significantly improves the user experience and reduces the need for manual support.

Artificial intelligence also contributes to document organization and management. Intelligent systems can classify, store and retrieve signed documents automatically, optimizing the workflow and ensuring easy access to information whenever necessary.

The evolution of this technology paves the way for new applications, including increasingly intelligent signatures adapted to different devices and platforms. With the increasing adoption of these solutions, electronic signatures are expected to become even more accessible, secure and integrated into everyday digital processes.

Trends and innovations in electronic signatures

As you can see, the electronic signature market continues to evolve, driven by digital transformation. Some trends and innovations are already beginning to emerge, shaping the future of the sector.

Biometry

The use of Biometry as an authentication method has expanded, especially facial and digital biometrics, to guarantee the identity of signatories with even greater security.

Blockchain

O use of blockchain is another promising innovation. With distributed ledger technology, it is possible to further guarantee the immutability and traceability of electronically signed documents.

Smart contracts

The popularization of smart contracts — self-executing contracts based on blockchain — also promises to revolutionize the way agreements are signed and executed, with automatic validation of clauses and no need for intermediaries.

Integrations

Another trend is the integration of electronic signatures with business management platforms (ERP, CRM), enabling automated workflows and eliminating manual steps.

Cloud-based electronic signature

Finally, the cloud electronic signature is gaining traction, offering convenient and secure access from any device, without relying on physical tokens or on-premises installations.

These innovations point to a scenario where electronic signatures will be increasingly secure, accessible and integrated into the global digital ecosystem.

How does ZapSign's electronic signature work?

ZapSign is a platform that collects signatures in a simple way and that can be used on both desktop and mobile. In addition, it has integration with the main messaging applications on the market.

So if you're used to talking to customers and suppliers through WhatsApp, Telegram, email or SMS, for example, can send the link through these channels so that signers can sign the document with their finger.

How to use Zapsign and API to integrate electronic signature and other tools

Integration between Zapsign and other tools through API allows you to automate processes and make electronic signatures even more efficient. With this connection, it is possible to sign documents directly in systems already used by the company, eliminating the need for repetitive manual operations.

Zapsign’s API enables the incorporation of electronic signatures into various platforms, such as CRMs, ERPs and management software. This way, contracts can be generated, sent and signed without having to switch between different systems. This reduces processing time and improves the experience of users involved in the workflow.

To implement this integration, the first step is to obtain Zapsign’s API credentials, which include an authentication key. With this information, developers can configure the system to automatically create, send, and track signatures.

The API also allows you to customize document templates, define signing rules, and monitor the status of contracts in real time.

One of the advantages of this integration is the automation of notifications. With the API, it is possible to set up automatic alerts to remind signatories about pending tasks and monitor the completion of signatures without the need for manual monitoring – which avoids delays and improves the management of signed documents.

Another practical application is connecting Zapsign to cloud storage platforms. This way, signed documents can be sent directly to services such as Google Drive or OneDrive, ensuring secure and accessible archiving.

The API's compatibility with financial management systems also facilitates the automation of processes such as releasing payments and formalizing commercial contracts. The result is a reduction in operational tasks and an increase in the efficiency of the responsible teams.

With API integration, electronic signatures become part of the company's digital workflow, optimizing time, reducing errors and ensuring greater security. This strategic connection allows documents to be signed in a practical way and integrated with the tools already used on a daily basis.

How to hire ZapSign

The platform has three main hiring plans. The first is the professional one, it allows you to sign up to 20 documents per month, in addition to inviting 5 more users to participate. If your team is larger, the most appropriate is the complete plan so that you can add 10 users and issue unlimited documents.

If you prefer to try out the platform first to see how it fits your management, that is also possible. The essential plan has zero cost and includes the subscription of up to 5 monthly documents.

Now that you know what an electronic signature is, create your free account on our platform and get 5 free documents monthly.