Standard Electronic Signature (SES) Guide for signNow

Award-winning eSignature solution

What a standard electronic signature is

A standard electronic signature, or SES, is the simplest form of eSignature used to show intent to sign a record. In the U.S., it can be a typed name, a drawn signature, a clicked acceptance, or another electronic mark attached to a document. The core process is straightforward: the signer reviews the record, confirms consent to sign electronically, and applies the signature. signNow then records the action, helping preserve evidence of who signed, when, and what was signed.

Why SES matters in U.S. transactions

SES reduces paper handling, speeds approvals, and supports remote signing. Under ESIGN and UETA, an electronic signature can be enforceable when intent, consent, and record retention are handled properly, so the legal effect depends on the transaction and supporting evidence.

Why teams look for DocuSign alternatives

SES implementation challenges

Signer intent can be unclear if the workflow does not capture consent and action history.
Weak identity checks can make attribution harder when a signature is challenged later.
Missing audit details can reduce evidentiary value in disputes or internal reviews.
Poor retention practices can leave signed records incomplete, inaccessible, or out of policy.

Real estate

Real estate teams use SES for leases, rental applications, disclosures, and closing packets.

Healthcare

Healthcare groups use SES for intake forms, consent records, and patient authorizations.

People who benefit from SES

Property operations leaders at firms like Martin Properties use SES to move leases, renewals, and tenant forms online while keeping a clear record of who signed and when. Mobile signing helps teams handle documents without waiting for in-person meetings or paper routing.
NetSuite operations teams at companies like Xerox use SES to route approvals through the right business units, then connect signed documents back to their systems. That helps finance, procurement, and operations keep document versions aligned with internal workflows and audit needs.

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Intent capture

Captures a signer’s action in a simple electronic workflow, making it easier to document consent and intent without paper handling.

Audit record

Records signing events with timestamps and document history, which helps support internal review and dispute response.

Mobile access

Works on desktop and mobile devices, so signers can complete documents without being tied to one location.

Templates

Supports templates for repeat documents, reducing manual setup for recurring agreements and forms.

Faster turnaround

Helps teams route documents faster by removing printing, scanning, and physical delivery steps from the process.

Simple signing

Keeps the signing experience simple for recipients, which can improve completion rates and reduce abandoned workflows.

Connected systems for SES workflows

Connected systems move signed documents into the tools teams already use, reducing manual re-entry and keeping records aligned across platforms.

How SES works in signNow

SES follows a simple sequence: prepare the document, sign it electronically, record the event, and keep the completed record available.

Open document: The signer opens the document and reviews the requested fields.
Apply signature: The signer confirms consent and applies an electronic mark.
Record activity: signNow stores the signing event and document history.
Complete workflow: The completed file is shared and retained for review.

Quick steps to send SES

Use a short workflow to prepare, send, and finish a standard electronic signature request in signNow.

Upload file:
Upload the document you want signed.
Place fields:
Add signature fields and any required inputs.
Send for signing:
Choose recipients and send the request.
Check completion:
Review the completed document after signing.

Setting	Recommendation
Authentication method	SMS OTP
Signature type	Typed or drawn SES
Audit trail	Enable full event log
Document retention	6 years for HIPAA records
Encryption	TLS 1.2/1.3 and AES-256

Platform support for SES

SES in signNow works across major browsers and mobile devices, with secure access over TLS 1.2/1.3 on supported desktop and mobile operating systems.

Desktop browsers Chrome, Firefox, Safari, and Edge
Mobile devices iOS and Android phones or tablets
Operating systems Windows, macOS, iOS, and Android

For regulated deployments, managed devices, SSO provisioning, and API-based administration help standardize access and document control. Teams should also confirm browser updates, mobile app availability, and any policy requirements for retention or authentication before rollout.

Security and compliance controls

Transport security:

TLS 1.2/1.3 in transit

Data encryption:

AES-256 at rest

Security certification:

SOC 2 Type II available

Information security:

ISO 27001 certified

Healthcare compliance:

HIPAA support with BAA

Privacy and trust:

GDPR and eIDAS aligned

Real estate operations

A property operations team needed faster lease execution across locations.

Martin Properties used online signing for lease packets.
Mobile signing reduced delays between tenants and staff.

The team could process and execute documents online with built-in security and compliance, while keeping mobile access available for field work and remote parties.

ERP operations

A technology distributor needed the right signatures on the right documents inside its ERP workflow.

Xerox connected signing to NetSuite workflows.
Right documents reached the right approvers in the right format.

The integration helped align signatures with business systems, which supported faster routing, better document control, and less manual handling across internal and external processes.

Best practices for SES

A careful SES workflow improves attribution, record quality, and document handling without adding unnecessary complexity.

Capture signer consent

Use a clear consent step before the signer applies the electronic signature, and keep the record with the signed document. That helps support attribution and reduces later disputes about intent.

Align authentication to risk

Match authentication strength to document sensitivity. Simple email delivery may fit low-risk forms, while SMS OTP or ID verification is better for higher-value agreements or regulated records.

Preserve the full record

Keep a complete audit trail and retain the final signed file in a controlled repository. This supports internal review, litigation holds, and policy-based retention requirements.

Standardize document workflows

Train staff to use consistent templates, field placement, and recipient routing. Standardized workflows reduce errors, shorten turnaround time, and make signing easier for recipients.

SES troubleshooting and FAQs

These answers focus on signNow features, plan differences, and U.S. compliance rules that affect SES use and enforceability.

signNow Business includes legally binding eSignatures, audit trails, templates, and mobile apps. If a signer cannot complete a document, check consent, field placement, and whether the recipient received the signing link.

For HIPAA workflows, signNow supports HIPAA compliance with a BAA, and signed records should be retained for 6 years under 45 CFR 164.530(j)(2). Confirm the BAA is in place before handling PHI.

If you need stronger signer verification, use advanced authentication options available in higher plans, such as SMS-based verification or other identity controls. ESIGN and UETA still require intent and attribution for enforceability.

If an audit trail is missing, confirm the document was sent through signNow and not downloaded, edited offline, or re-uploaded outside the workflow. The audit record should show timestamps, signer activity, and document history.

For FDA-regulated records, 21 CFR Part 11 requires validation, secure audit trails, unique user IDs, and two-component signatures in many cases. signNow should be configured to preserve those controls before use in regulated workflows.

If a signed file is disputed, the strongest evidence is the completed document plus the audit trail. Under ESIGN and UETA, attribution and intent matter, so keep the full signing record and consent evidence.

signNow	DocuSign	Adobe Acrobat Sign	Dropbox Sign
ESIGN and UETA	Yes	Yes	Yes
Audit trail	Yes	Yes	Yes
Signer verification	SMS OTP	SMS OTP	SMS OTP
Mobile signing	Yes	Yes	Yes

Day 0:

Set up the workspace, templates, and signer roles.

Day 1:

Send the first SES request for internal review.

Week 1:

Onboard the team and confirm routing rules.

7-day trial:

signNow offers a 7-day free trial, no credit card required.

HIPAA retention:

Retain signed PHI records for 6 years under 45 CFR 164.530(j)(2).

ESIGN consent:

Capture electronic consent before the first signed transaction.

UETA recordkeeping:

Keep the signed record and audit trail accessible for evidence.

Policy review:

Review retention and access controls before each regulated rollout.

Risks of improper SES use

Weak attribution

A challenged signature may lose evidentiary weight.

No consent

Missing consent can undermine enforceability.

Poor recordkeeping

Incomplete records can fail audit review.

PHI handling

HIPAA workflows may trigger compliance findings.

Part 11 failure

FDA records may be rejected in validation review.

Signer authentication:

Verify the signer through the selected authentication method.

Timestamp capture:

Capture the exact signing time in UTC.

Document hashing:

Hash the document before and after signing.

Tamper-evident sealing:

Apply a tamper-evident seal to the record.

Activity logging:

Log IP address and signer actions.

Audit-trail export:

Export the audit trail for review or evidence.

	signNow	DocuSign	Adobe Sign	PandaDoc	Dropbox Sign
Starting price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free trial	7-day trial	Not verified	Not verified	Not verified	Not verified
Bulk send	Yes, 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

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