How to Write a Digital Signature with signNow

Award-winning eSignature solution

What a digital signature is and how it works

A digital signature is a cryptographic way to sign an electronic document and prove who signed it and whether the file changed afterward. In practice, the signer uses a private key to create a unique signature tied to the document’s hash, and the recipient verifies it with the matching public key. For U.S. transactions, this helps show intent, identity, and integrity. It is different from a simple drawn signature because it adds stronger technical proof and tamper detection.

Why digital signatures matter in U.S. transactions

Digital signatures reduce signing delays, support remote workflows, and create stronger evidence for enforceability under ESIGN and UETA. They help businesses document signer intent, preserve integrity, and streamline approval cycles without relying on paper handling or in-person meetings.

Why teams look for DocuSign alternatives

Common digital signature pitfalls

Users often confuse a drawn electronic signature with a cryptographic digital signature, which can create mismatched expectations about security and verification.
Weak identity checks can make it harder to prove who actually signed the document later.
Missing audit details, such as timestamps or IP logs, can weaken evidence in a dispute.
Poor document retention practices can leave signed records unavailable when a regulator or court requests them.

Real estate

Real estate teams use digital signatures for leases, disclosures, and closing packets that need fast turnaround.

Healthcare

Healthcare organizations use them for patient forms, consent records, and HIPAA-sensitive workflows.

Typical users and personas

A director of NetSuite operations at Xerox uses signNow to route the right signatures to the right documents in the right formats, especially when approvals depend on system data and controlled handoffs.
A founder at Martin Properties uses signNow to execute documents online with built-in security and mobile access, which helps keep lease and property paperwork moving without in-person meetings.

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Intuitive UI and API. Sign and send documents from your apps in minutes.

Document integrity

Creates a cryptographic link between the signer and the document, helping preserve integrity after signing.

Remote signing

Supports remote signing across desktop and mobile, which shortens turnaround time for approvals and acknowledgments.

Audit trail

Records signer activity in an audit trail, giving teams a clearer record of each action.

Templates

Helps teams manage repeat workflows with templates, so recurring forms move through the same process.

Role routing

Works with role-based routing, which helps send documents to the right people in the right order.

Legal support

Fits U.S. legal use under ESIGN and UETA when consent, intent, and attribution are documented.

Integrations that connect signing workflows

Connected systems move documents, signer data, and completed records between signNow and the tools teams already use.

How digital signatures work

A digital signature follows a short technical sequence that ties the signer, the document, and the final record together.

Open document: The signer opens the document and reviews the signing request.
Verify signer: The platform captures identity details and signing intent.
Apply signature: The signature is applied to the document hash.
Seal record: The completed file is sealed with an audit record.

Quick steps to write a digital signature

Use a simple signing flow to prepare the file, collect the signature, and store the completed record.

Upload file:
Upload the document you want signed.
Add fields:
Add the signer and place signature fields.
Send request:
Send the request and confirm delivery.
Review result:
Review the completed document after signing.

Setting	Recommendation
Authentication method	SMS OTP
Signature type	Cryptographic digital signature
Audit trail	UTC timestamps and IP logs
Document retention	6 years for HIPAA records
Encryption	TLS 1.2/1.3 and AES-256

Platform requirements for signing

Digital signing works across major browsers and mobile devices, with secure transport and app support for everyday business use.

Desktop browsers Chrome, Firefox, Safari, and Edge
Operating systems Windows, macOS, iOS, and Android
Mobile apps signNow mobile apps support iOS and Android

For regulated deployments, managed devices, SSO, and API access help standardize access and preserve control over signing workflows. Teams should also confirm browser updates, mobile app versions, and any retention or certificate requirements tied to their internal policy or industry rules.

Security and compliance safeguards

Encryption:

TLS 1.2/1.3 in transit

Data protection:

AES-256 at rest

Security report:

SOC 2 Type II available

Information security:

ISO 27001 certified

Healthcare compliance:

HIPAA support with BAA

Regulated records:

21 CFR Part 11 controls

Operations workflow

A NetSuite operations leader needed signatures tied to ERP-driven document routing and format control.

Xerox used signNow with NetSuite integration.

The team matched the right signatures to the right documents, which reduced manual routing and improved consistency across internal and external approvals.

Real estate signing

A property founder needed online execution for lease and property documents without in-person coordination.

Martin Properties signed documents on mobile and offline.

The workflow kept documents moving with built-in security and compliance support, while reducing paper handling and making remote execution easier for staff and clients.

Best practices for digital signatures

Good signing practices make the process easier to trust, easier to review, and easier to defend if questions arise later.

Match verification to risk

Use a stronger identity check when the document has legal, financial, or healthcare impact. SMS OTP may be enough for lower-risk workflows, but higher-risk records benefit from more robust verification and a clearer audit trail.

Standardize the workflow

Keep the signing process simple and consistent. Use templates, role-based routing, and clear field placement so signers can finish quickly without confusion or unnecessary back-and-forth.

Preserve the record set

Store completed files with their audit history and retention policy. If the record may be needed for ESIGN, UETA, HIPAA, or internal review, keep the signed document and supporting logs together.

Restrict access carefully

Limit access to signing tools and completed documents. Use user provisioning, SSO, and role controls so only authorized people can send, sign, or export records.

Troubleshooting digital signatures

These answers cover plan limits, compliance questions, and setup issues that can affect signing workflows in U.S. business use.

signNow Business includes legally binding eSignatures, audit trails, templates, and mobile apps. If you need HIPAA support, confirm a BAA is in place before handling PHI.

signNow supports HIPAA workflows when a BAA is required. The platform also lists SOC 2 Type II and ISO 27001, which helps teams document security controls for regulated records.

The Business plan is priced at $8/user/month billed annually. Business Premium adds bulk send, and Enterprise adds advanced signer authentication and integrations.

If a signer cannot complete the process on mobile, confirm the browser or app version first. signNow supports Chrome, Firefox, Safari, Edge, iOS, and Android.

For enforceability under ESIGN and UETA, keep consent, intent, and attribution evidence together. signNow audit trails help document who signed, when, and from which device.

For 21 CFR Part 11 use cases, use unique user IDs, time-stamped audit trails, and validated controls. signNow can support regulated workflows, but validation remains the customer’s responsibility.

signNow	DocuSign	Adobe Sign	PandaDoc
ESIGN and UETA support	Yes	Yes	Yes
Audit trail	Audit trail	Audit trail	Audit trail
Signer verification	SMS OTP	Email link	Email link
Mobile signing	Mobile apps	Mobile apps	Mobile apps
HIPAA support	HIPAA BAA	HIPAA BAA	HIPAA BAA

Day 1:

Set up the account and prepare the first document.

Day 2:

Send the first signature request and confirm delivery.

Week 1:

Onboard the team and standardize templates.

HIPAA records:

Keep signed PHI records for 6 years per 45 CFR 164.530(j)(2).

ESIGN consent:

Capture electronic consent before the first transaction.

UETA records:

Retain the signed record with its audit trail.

7-day trial:

signNow includes a 7-day free trial.

Annual billing:

Business pricing is billed annually at $8/user/month.

Risks of improper signing

Weak attribution

Document may be harder to enforce.

Missing trail

Audit evidence may be challenged.

No BAA

HIPAA records may fail review.

Poor retention

Records may be rejected in court.

Signer authentication:

Verifies the signer before the action is logged.

Timestamp capture:

Captures the event time in UTC.

Document hashing:

Creates a hash of the signed file.

Tamper-evident sealing:

Applies a tamper-evident seal after signing.

Audit record:

Stores the event history with the document.

Retrieval and export:

Exports the trail for review or evidence.

	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	Yes	Not verified
Audit trail	Included	Included	Included	Included	Included
Envelope cap	No cap	100/year	Not verified	Not verified	Not verified

28M+Documents signed

13+Years in business

4.6/5Average G2 rating