How to sign documents digitally

Signing documents digitally: fast, secure and legally valid

In a world where more and more business is handled online, the digital signature has become indispensable. Whether it's contracts, forms or approvals, these days you can sign almost anything digitally without paper or a printer. In this article you'll discover how digital signing works, which tools you can use and when a digital signature is legally valid.

What is a digital signature?

A digital signature is the electronic equivalent of your handwritten signature. There are different forms, from a simple drawn or typed name to advanced cryptographic signatures. In practice, terms like 'digital signature' and 'electronic signature' are often used interchangeably, although technically there are differences.

An electronic signature is broadly defined as any electronic way of confirming that you agree to a document. This can be a drawn name, ticking a checkbox, or even entering a PIN code. A digital signature in the technical sense uses cryptography to guarantee the authenticity and integrity of the document.

Is a digital signature legally valid?

In the Netherlands and the rest of the EU, electronic signatures are legally valid thanks to the eIDAS Regulation. This European legislation recognizes three levels of electronic signatures, each with a different level of evidence.

The 'simple' electronic signature is the most basic form. This can be a scanned signature or a typed name. This form is legally valid but offers little proof of authenticity. The 'advanced' electronic signature is uniquely linked to the signer and makes changes detectable. The 'qualified' electronic signature offers the highest level of evidence and is equivalent to a handwritten signature.

For most everyday documents such as quotes, order confirmations and internal approvals, a simple or advanced electronic signature is sufficient. For certain legal documents such as mortgage deeds or wills, a physical signature or a notary may still be required.

Best tools for signing digitally

Free options

Adobe Acrobat Reader (Free)

The free Adobe Acrobat Reader includes a basic feature for electronic signing. You can draw your signature, type it or upload an image. The signature is saved so you can quickly reuse it. This option is ideal for signing documents for your own use.

Smallpdf (Free with limitations)

Smallpdf offers a user-friendly online tool for signing PDFs. You upload your document, draw or type your signature and download the signed file. The free version limits the number of documents per day but is sufficient for occasional use.

DocuSign Free (Limited free)

DocuSign offers a free tier that lets you sign a limited number of documents per month. The interface is professional and the signatures are legally valid. You can also send documents to others for signing.

Paid professional solutions

DocuSign (From EUR 10/month)

DocuSign is the market leader in digital signatures and is used by businesses worldwide. The service offers advanced features such as multiple signers, templates, reminders and integration with other business software. An audit trail documents the entire signing process.

Adobe Sign (From EUR 15/month)

Adobe Sign, part of Adobe Acrobat, offers functionality comparable to DocuSign with seamless integration into the Adobe suite. Ideal for organizations that already work with Adobe products. The service supports qualified electronic signatures for documents that require them.

SignRequest (From EUR 9/month)

SignRequest is a Dutch company that offers an accessible platform for digital signatures. The service is easy to use and offers good functionality at a sharp price. Integration with Google Workspace and Salesforce makes it attractive for business users.

HelloSign (From EUR 15/month)

HelloSign, part of Dropbox, offers a clean interface and strong integration with cloud storage services. The service is popular with startups and small businesses looking for a professional but not overly complex solution.

How do you sign a document digitally?

Step 1: Prepare the document

Make sure the document is in an editable format, preferably PDF. If you want to sign a paper document, scan it to PDF first. Check that the document is complete before you sign it: changes after signing can affect its validity.

Step 2: Create your signature

In most apps you can create your signature in three ways. You can draw on the screen with your finger or a stylus. You can type your name and select a signature font. Or you can upload an image of your handwritten signature. Choose the method that looks the most professional.

Step 3: Place and save

Place your signature in the right spot in the document. If needed, also add the date and any other required information. Save the signed document and keep a copy for your own records.

Step 4: Share with the other parties

Send the signed document to the other party or parties. With services such as DocuSign, all parties automatically receive a copy once it is completed. Keep the original signed document in your archive for future reference.

Having documents signed by others

If you want someone else to sign a document, most platforms offer a workflow for this. You upload the document, mark where signatures are needed and enter the email addresses of the signers. They receive an invitation with a link to sign.

The system keeps track of who has signed and automatically sends reminders to people who still need to sign. Once completed, all parties receive a copy of the fully signed document. An audit trail documents when and by whom it was signed.

Tips for signing digitally and safely

Use a strong, unique signature that is hard to copy. Only sign documents whose content you fully understand and agree with. Be careful with documents from unknown senders: phishing through fake signature requests does happen.

Store signed documents in a secure location with a backup. For important documents, check whether the other party is using a legitimate signature service. For very important legal documents, consult a legal advisor about the required form of signing.

When is a physical signature still required?

Despite the legal recognition of digital signatures, there are situations where a physical signature is still needed. Wills and deeds of gift often still require a notarial deed. Certain real estate transactions, such as mortgage deeds, must also be signed physically at the notary.

Some government agencies do not yet accept digital signatures for certain procedures. Check the requirements in advance if you are unsure. In most business and personal situations, however, a digital signature is fully legally valid and accepted.

Frequently asked questions

Is a digital signature legally valid in the Netherlands?

Yes, digital signatures are legally valid in the Netherlands thanks to the European eIDAS Regulation. For most documents a simple electronic signature is sufficient. Only for specific legal documents such as wills may a physical signature still be required.

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

An electronic signature is a broad term for any electronic way of signing, such as a drawn name or a checkbox. A digital signature in the technical sense uses cryptography for extra security. In practice the terms are often used interchangeably.

Which free tool can I use to sign documents?

Adobe Acrobat Reader (free version) includes a basic signing feature. Smallpdf and DocuSign Free also offer free options with limited use. For occasional signing, these free tools are more than enough.

How do I sign a PDF on my phone?

Download Adobe Acrobat Reader or a dedicated app such as DocuSign. Open the PDF, select the signing feature and draw with your finger or choose a typed signature. Place the signature in the right spot and save the document.