Adding an Electronic Signature With SignNow
Award-winning eSignature solution
What adding an electronic signature means
Adding an electronic signature means attaching an electronic symbol, process, or mark to a record with the intent to sign it. In U.S. business use, the signature can help show consent, approval, or agreement when the workflow captures signer identity, timestamps, and document history. SignNow supports this process with audit trails, templates, mobile signing, and record storage so teams can complete and preserve signed documents without paper handling.
Why electronic signatures matter
Adding an electronic signature reduces paper handling, speeds approvals, and preserves enforceability under ESIGN and UETA when the signer’s intent, consent, and record integrity are documented.
Best ROI. Our customers achieve an average 7x ROI within the first six months.
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Intuitive UI and API. Sign and send documents from your apps in minutes.
Quick steps to add an electronic signature
Use a simple workflow to prepare the file, route it to the right people, and keep a complete record afterward.
Prepare the file:
Open a document and place signature fields where each signer must act. Configure recipients:
Set signing order and add authentication for each recipient. Send for signature:
Send the request, then track delivery and signer progress. Archive securely:
Store the completed record with the audit trail and timestamp.
Certificates and signer authentication
PKI:
X.509 certificates:
Two-factor authentication:
SMS OTP:
ID verification:
Revocation checks:
Recommended setup for electronic signatures
Use a setup that balances signer convenience, evidence quality, and retention requirements for U.S. business records.
| Setting | Recommendation |
|---|---|
| Authentication method | Two-factor authentication |
| Signature type | SES for routine business forms |
| Audit trail | Enable full event logging |
| Document retention | Match the governing rule |
| Encryption | TLS 1.2/1.3 and AES-256 |
Key benefits of electronic signatures
An electronic signature can shorten document turnaround, support recordkeeping, and preserve signer evidence without adding unnecessary complexity to routine workflows.
Simple sending
Create documents once, then send them for signature with a repeatable workflow that reduces manual follow-up and helps teams keep documents moving without paper handling.
Audit-ready records
Use signer authentication, timestamps, and audit history to support enforceability and internal review when a document’s signature needs to be explained later.
Signing order
Route approvals in the right order using role-based workflows that keep sensitive documents with the correct signer at each step.
Mobile signing
Collect signatures from office, home, or mobile devices so signers can complete routine agreements without printing or scanning.
Secure storage
Store completed files with document history so records stay organized for retention, review, and later retrieval.
Reusable templates
Use templates for recurring forms such as contracts, NDAs, and HR documents to reduce repetitive setup work.
Rollout and retention timeline
Plan the rollout in a few stages, then match each signed record to the retention rule that governs it.
Setup:
First send:
Team onboarding:
Free trial:
HIPAA records:
FINRA records:
IRS records:
Export window:
Record retention schedule
Keep signed records according to the rule that governs the document type, along with the audit trail and supporting consent evidence.
6 years for HIPAA records
6 years for FINRA records
Tax records per IRS rule
Part 11 validated records
Consent and intent records
FAQ about adding an electronic signature
These answers cover evidence, retention, security, and plan limits that affect electronic signature workflows in U.S. business settings.
SignNow records signer activity, document history, timestamps, and audit trails, which help support ESIGN and UETA enforceability. If you need stronger authentication, use two-factor authentication or ID verification on the applicable plan.
For HIPAA workflows, SignNow supports HIPAA compliance with a BAA requirement. Protect PHI with access controls, audit trails, and encryption at rest and in transit before sending any health record for signature.
If you need advanced signer controls, review the plan. Business includes core eSignatures, Business Premium adds bulk send and kiosk mode, and Enterprise adds advanced signer authentication features for more controlled workflows.
Completed files should be stored with the signed document history and exportable audit trail. For records subject to FINRA Rule 4511, IRS 26 CFR 1.6001-1, or HIPAA 45 CFR 164.530(j)(2), keep the retention period aligned to the governing rule.
SignNow uses TLS 1.2/1.3 in transit and AES-256 at rest. Those controls support document protection, but legal admissibility still depends on signer intent, attribution, and a reliable audit trail under ESIGN and UETA.
The Business plan starts at $8/user/mo billed annually and includes legally binding eSignatures, audit trails, templates, and mobile apps. If you need SSO or full API access, review the Site License and Enterprise options.
Key performance indicators that demonstrate SignNow's proven track record.