Diligent Electronic Signature for Secure Signing
Award-winning eSignature solution
What a diligent electronic signature is
A diligent electronic signature is an electronic signature process that records who signed, what they signed, and when the signature was applied. In the U.S., it usually combines signer identity checks, consent, a signed document, and an audit trail that shows the signing sequence. The goal is to make the record attributable, tamper-evident, and easy to review later. signNow supports this workflow with signing requests, audit trails, templates, and mobile signing across desktop and mobile devices.
Why diligent eSignature matters
It reduces paper handling, speeds document turnaround, and creates evidence that supports enforceability under ESIGN and UETA. For U.S. businesses, that means faster approvals with a record that can be reviewed in disputes, audits, or regulated workflows.
Common eSignature pitfalls
Signer identity can be unclear when email-only workflows do not capture enough evidence for later review. Missing consent records can weaken proof that the signer agreed to use electronic records. Incomplete audit trails make it harder to show who viewed, signed, or declined a document. Poor retention practices can leave signed files unavailable during audits, disputes, or compliance reviews.
Who uses diligent eSignature
Real estate
Lease agreements, rental applications, and closing documents move faster when teams can collect signatures remotely.
Healthcare
Patient forms, consent records, and internal approvals need audit trails and HIPAA-aware handling.
People who benefit most
A director of NetSuite operations at Xerox uses signNow to route the right signatures on the right documents in the right formats. The workflow matters when approvals depend on NetSuite data, document version control, and consistent routing across teams and business units. A founder at Martin Properties uses signNow to execute real estate documents online with mobile access and built-in security. The use case fits property teams that need fast turnaround on leases, disclosures, and related forms without losing compliance visibility.
Best ROI. Our customers achieve an average 7x ROI within the first six months.
Scales with your use cases. From SMBs to mid-market, airSlate SignNow delivers results for businesses of all sizes.
Intuitive UI and API. Sign and send documents from your apps in minutes.
Core features and benefits
signNow supports document workflows that need speed, traceability, and controlled signing without adding unnecessary process complexity.
Templates
Templates reduce repetitive setup and keep frequently used agreements consistent across teams, departments, and recurring workflows.
Audit trails
Audit trails capture signer activity, timestamps, and document history for later review and internal controls.
Mobile access
Mobile signing lets recipients review and sign documents on phones, tablets, or desktops without extra steps.
Bulk send
Bulk send helps teams distribute the same document to many recipients with less manual work.
Role routing
Role-based routing sends documents in the right order, which helps legal, HR, and operations teams.
API access
API access supports custom workflows, document creation, and system-to-system signing processes in larger deployments.
How the signing flow works
The signing process follows a simple sequence from document preparation to final recordkeeping.
Prepare: Create the document and define who must sign first. Send: Send the signing request with identity and consent controls. Sign: Signer reviews, signs, and receives a completed copy. Record: The audit trail records each action for later verification.
Quick setup steps
Use a short setup sequence to prepare, send, and retain signed documents with less manual follow-up.
Upload:
Upload the file and add required fields. Route:
Assign signers and set the signing order. Track:
Send the request and monitor completion status. Archive:
Download the completed document and store it securely.
Recommended workflow settings
Use identity checks, retention rules, and encryption controls that match the document type and regulatory exposure.
| Setting | Recommendation |
|---|---|
| Authentication method | SMS OTP for higher assurance |
| Signature type | SES for routine contracts |
| Audit trail | Enable full event logging |
| Document retention | 6 years for HIPAA records |
| Encryption | TLS 1.2/1.3 and AES-256 |
Platform and device support
signNow works in modern browsers and on current desktop and mobile operating systems. Secure connections use TLS, and mobile signing is available on iOS and Android for users who need to review and sign away from a desktop.
Browsers Chrome, Firefox, Safari, Edge Operating systems Windows 10+, macOS, iOS, Android Connection security TLS 1.2 or TLS 1.3
For managed deployments, teams often pair browser access with SSO, API access, and device policies. Regulated workflows may also require retention controls, audit exports, and certificate handling that match internal governance or industry rules.
Security and compliance snapshot
Encryption:
Storage protection:
Independent controls:
Security management:
Healthcare workflows:
U.S. legal basis:
Real-world signing examples
These examples show how signNow fits document-heavy teams that need speed, traceability, and controlled approvals.
Enterprise operations
A NetSuite operations leader needed flexible routing across document formats and business units.
- Xerox used signNow with NetSuite integration.
- Right signatures reached the right documents.
The workflow reduced routing friction and supported document handling across systems, while keeping signatures tied to the correct records and formats.
Real estate
A property founder needed online execution for real estate documents with mobile access.
- Martin Properties processed documents online.
- Mobile and offline signing stayed available.
The process supported faster turnaround for property documents while preserving compliance visibility, security controls, and a clear record of completed signatures.
Practical ways to keep workflows reliable
A disciplined setup helps teams keep records clear, defensible, and easier to manage across departments and document types.
Match authentication to risk
Limit document complexity
Define retention early
Review evidence routinely
FAQ and troubleshooting
These answers focus on plan limits, compliance needs, and recordkeeping issues that affect real signing workflows.
Business plan includes legally binding eSignatures, templates, mobile apps, and audit trails. If you need HIPAA support, confirm a BAA and review your retention settings before sending PHI.
signNow supports HIPAA workflows when a BAA is in place. The platform also lists HIPAA compliance, but the covered entity still needs access controls, audit logs, and retention aligned to 45 CFR 164.530(j)(2).
For stronger signer verification, use SMS OTP or identity verification instead of email-only signing. signNow supports controlled signing flows, and higher-assurance methods help when ESIGN, UETA, or internal policy requires stronger attribution.
If a document needs a stronger evidentiary record, export the completed file and audit trail. signNow records signing activity, timestamps, and document history, which helps support disputes and internal reviews.
The Business plan is priced at $8/user/mo billed annually. Business Premium adds bulk send, and Enterprise adds advanced signer authentication and integrations. If a feature is missing, check whether it belongs to a higher tier.
For regulated records, keep signed files for the required period and store them securely. HIPAA-covered records require 6 years from the date of creation or last effective date, whichever is later.
Vendor comparison at a glance
The table below compares core eSignature availability and pricing signals across leading vendors using verified data where available.
| signNow | DocuSign | Adobe Sign | PandaDoc |
|---|---|---|---|
| ESIGN and UETA | Yes | Yes | Yes |
| Audit trail | Yes | Yes | Yes |
| Starting price | $8/user/mo | $15/user/mo | $14/user/mo |
| Envelope cap | No cap | 100/year | Not verified |
Rollout and retention timeline
This timeline combines early adoption steps with recordkeeping facts that matter for U.S. compliance and internal policy.
Day 0:
Day 1:
Week 1:
7-day trial:
HIPAA retention:
ESIGN scope:
UETA adoption:
Enterprise rollout:
Risks of poor eSignature handling
Weak attribution
Missing trail
Retention gap
No BAA
What the audit trail records
The audit trail shows how the signed record was created, verified, and preserved for later evidence.
Signer authentication:
Timestamp capture:
Document hashing:
Tamper-evident seal:
Event history:
Retrieval and export:
Pricing and plan features
Pricing reflects verified entry tiers and selected plan features. Competitor values are shown only where the ground truth provides them.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free trial | 7 days | Not verified | Not verified | Not verified | Not verified |
| Bulk send | Business Premium | Not verified | Not verified | Not verified | Not verified |
| Audit trail | Included | Included | Included | Included | Included |
| HIPAA compliance | BAA required | BAA available | BAA available | Not verified | Not verified |
Key performance indicators that demonstrate SignNow's proven track record.