E-signature

What it is

An e-signature, or electronic signature, is a way to sign a document online instead of on paper. It can be as simple as typing your name or clicking "I agree", or as strong as a signature backed by a verified digital certificate.

In HR, e-signatures are used for offer letters, employment contracts, policy sign-offs, NDAs and many other forms. Many countries recognize electronic signatures in law, for example the ESIGN Act in the United States and the eIDAS regulation in the European Union. Rules still differ by country and by document type.

Why it matters

Paper signing is slow. Documents get printed, posted, scanned and lost, and a new hire may still be missing a signed contract on their first day. E-signatures let people sign from any device in minutes, which speeds up hiring and preboarding.

They also give HR a clear record. Most tools log who signed, when and from where, and store the final copy. That helps when you need to show that someone agreed to a document or policy.

How it works

A typical e-signature process looks like this:

• HR uploads or creates the document and marks where each person needs to sign.
• The signer gets a link by email or in a portal and confirms who they are, often with a one-time code.
• They review the document and sign by typing, drawing or clicking.
• The tool locks the document so later changes can be spotted, and records an audit trail.
• Everyone receives the signed copy, and it is saved to the employee's file.

Example: a candidate accepts a verbal offer on Tuesday afternoon. HR sends the contract for e-signature within the hour, and she signs it on her phone that evening. The next morning, her preboarding journey starts with a task to sign a confidentiality agreement and complete a policy acknowledgment for the code of conduct.

Best practices

• Use templates for documents you send often, like offer letters and contracts.
• Check local rules for documents that may need a stronger signature type or a paper original.
• Store signed copies in your HR system, not just in the e-signature tool.
• Group documents so new hires sign everything in one go, ideally inside your preboarding software.
• Make sure signers can easily download their own copy.

Common mistakes

• Assuming every document can be signed electronically in every country.
• Sending documents to sign without context, so people click through without reading.
• Keeping signed files only in email inboxes.
• Asking people to sign outdated policies or an old version of the employee handbook.

FAQ

Are e-signatures legally binding?

In many countries, yes, for most everyday business documents. Some documents or situations may need a stronger type of signature or a paper original. Check the rules where your employees are based.

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

Electronic signature is the broad term for any way of signing electronically. A digital signature is a specific, more secure type that uses a certificate and encryption to prove who signed and that the document was not changed.

Can a new hire sign their contract before their first day?

Yes. Most companies send the contract right after the offer is accepted, so it is signed well before day one. This is general information, not legal advice.