Electronic Signature Policy Example for signNow
Award-winning eSignature solution
What an electronic signature policy example means
An electronic signature policy example is a written set of rules that explains how an organization creates, approves, stores, and verifies eSignatures. It defines who may sign, what authentication is required, how consent is captured, and how signed records are retained. In the U.S., the policy usually aligns with ESIGN and UETA so electronic signatures can be attributed to the right person, linked to the record, and supported by an audit trail that shows when and how the signature was applied.
Why this policy matters
An electronic signature policy example helps teams reduce paper handling, speed approvals, and keep signing steps consistent. Under ESIGN and UETA, properly captured electronic signatures can be enforceable, provided intent, consent, and attribution are documented.
Common policy pain points
Unclear signer authentication can weaken attribution and make it harder to prove who signed the record. Missing consent language can create enforceability questions when a transaction depends on electronic delivery. Weak retention practices can leave signed records unavailable during audits, disputes, or internal reviews. Incomplete audit trails can make it difficult to show timing, sequence, and document integrity.
Who uses this policy
Organizations
Organizations that need repeatable signing rules use this policy to define consent, authentication, and recordkeeping.
Use cases
It applies to contracts, approvals, acknowledgments, disclosures, and other records that need reliable electronic execution.
People who benefit most
Real estate operations teams use signNow to standardize lease and rental workflows, especially when documents move between office staff, agents, and clients. The policy helps them keep consent, signer identity, and retention rules consistent across mobile and desktop signing steps, which fits high-volume property transactions and remote closings well. NetSuite operations leaders and finance teams use signNow to route approvals, invoices, and contract documents with the right signing order and record controls. Xerox’s director of NetSuite operations noted that signNow gave the team flexibility to get the right signatures on the right documents in the right formats through its NetSuite integration.
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Key features and benefits
A practical policy gives teams a repeatable way to sign, verify, store, and review electronic records without adding unnecessary friction.
Policy clarity
Defines signer rules, consent steps, and retention expectations so teams handle each document the same way every time.
Signer attribution
Supports attribution by linking each signature to a named person, a timestamp, and an action history.
Faster approvals
Keeps approvals moving by replacing manual paper routing with digital review and signing steps.
Audit evidence
Preserves evidence with audit trails that show document activity, identity checks, and completion timing.
Compliance alignment
Helps regulated teams align workflows with ESIGN, UETA, HIPAA, and other recordkeeping requirements.
Flexible access
Works across desktop and mobile signing so distributed teams can follow one policy in different settings.
How the workflow works
The process follows a simple sequence from policy setup to signed record storage, with each step documented for later review.
Set rules: Create the policy and define who may sign. Prepare document: Send the document through signNow for review. Capture signature: Signer completes identity checks and signs electronically. Archive record: Store the signed file with its audit trail.
Quick setup steps
Use a short, repeatable setup so each document follows the same signing and retention path.
Draft policy:
Write the policy language for consent and retention. Set roles:
Assign signing roles and approval order. Add document:
Upload the document into signNow. Send for signing:
Send it for electronic signature. Store evidence:
Save the completed record and audit trail.
Recommended workflow settings
A clear setup keeps signing, storage, and verification aligned with U.S. recordkeeping expectations and regulated document handling.
| Setting | Recommendation |
|---|---|
| Authentication method | SMS OTP |
| Signature type | SES |
| Audit trail | Enabled |
| Document retention | 6 years (HIPAA 45 CFR 164.530(j)(2)) |
| Encryption | TLS 1.2/1.3 and AES-256 |
Platform and device support
signNow works across major browsers and mobile devices, with secure connections required for signing and document access.
Desktop browsers Chrome, Firefox, Safari, and Edge Operating systems Windows 11, macOS, iOS, and Android Connection security TLS 1.2 or TLS 1.3
For regulated use, managed devices, current browser versions, and stable account controls help preserve access, identity checks, and record integrity. Mobile signing is supported on iOS and Android, while desktop workflows work in Chrome, Firefox, Safari, and Edge.
Security and compliance
Transport security:
Data encryption:
Control assurance:
Security certification:
Healthcare compliance:
Privacy and trust:
Real-world use cases
These examples show how different teams use signNow to keep electronic signing controlled, traceable, and easier to manage.
Real estate teams
A real estate team needed faster lease execution without losing control over signer identity or record retention.
- signNow helped standardize mobile lease signing.
- Audit trails preserved timing and attribution.
The workflow reduced paper handling while keeping lease records organized, attributable, and easier to review during internal checks or tenant disputes.
NetSuite operations
A NetSuite operations leader needed the right signatures on the right documents in the right formats.
- signNow connected signature routing with NetSuite.
- Document formats stayed aligned with process needs.
The integration supported structured approvals and cleaner handoffs between systems, which helped reduce manual rework and kept business records easier to trace.
Best practices for policy use
A practical policy is easier to follow when it matches the document type, the risk level, and the way teams actually work.
Define signing authority clearly
Match authentication to risk
Apply document-specific retention
Verify the full record path
FAQ and troubleshooting
These answers focus on plan features, compliance standards, and recordkeeping details that affect policy design and document defensibility.
signNow Business includes legally binding eSignatures, audit trails, templates, mobile apps, ISO 27001, SOC 2, and GDPR support. If you need HIPAA handling, use a BAA and confirm the workflow covers PHI.
The Business Premium plan adds bulk send, which helps when one policy must reach many signers. If your process only needs one-to-one signing, the Business plan may be enough.
signNow supports audit trails that record signer activity, timestamps, and document history. For regulated records, that evidence helps support ESIGN, UETA, and HIPAA documentation requirements.
A signed electronic record can still be challenged if consent was not captured. Make sure the workflow records signer intent, delivery, and completion history before relying on the document.
For HIPAA-covered documents, signNow can be used with a BAA. The policy should also require unique user identification, access controls, and retention of signed records for 6 years.
If a document must support stronger assurance, use advanced authentication and keep the signed file, timestamps, and history together. For EU QES use cases, eIDAS requires a qualified certificate and a qualified signature creation device.
Vendor comparison snapshot
This table compares core policy-related features across leading eSignature vendors using verified baseline information.
| Recommended | DocuSign | Adobe Sign | PandaDoc |
|---|---|---|---|
| ESIGN and UETA support | Yes | Yes | Yes |
| Audit trail included | Yes | Yes | Yes |
| Starting price | $8/user/mo | $15/user/mo | $14/user/mo |
| HIPAA support | Yes | Yes | Yes |
| Envelope cap | No cap | 100/year | Not verified |
Rollout and retention timeline
This timeline combines rollout milestones with retention and plan facts that matter when a policy moves into production.
Setup day:
First send:
Team onboarding:
HIPAA retention:
Free trial:
Business plan:
Bulk send tier:
Enterprise access:
Risks of poor policy use
Weak identity proof
Missing audit trail
Poor record retention
Unclear consent evidence
What the audit trail records
The audit trail captures each signing event so the final record can be reviewed, verified, and exported later.
Signer authentication:
Timestamp capture:
Document hashing:
Tamper-evident sealing:
Audit trail storage:
Audit trail retrieval:
Pricing and plan comparison
Pricing below reflects verified entry-tier information and plan notes from the provided ground truth.
| 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 | Yes | Not verified | Not verified | Yes | Not verified |
| Audit trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA compliance | BAA required | BAA available | BAA available | Not verified | Not verified |
Key performance indicators that demonstrate SignNow's proven track record.