What Is Considered an Electronic Signature? SignNow Guide

Award-winning eSignature solution

What an electronic signature is

An electronic signature is any electronic sound, symbol, or process that a person uses to sign a record with intent. In U.S. transactions, it can be as simple as typing a name, clicking an I agree button, drawing a signature, or using a more secure signing method. The key elements are signer intent, consent to do business electronically, and a record that shows who signed, what was signed, and when the action occurred.

Why electronic signatures matter

Electronic signatures reduce paper handling, speed approvals, and create enforceable records under ESIGN and UETA when consent, intent, and attribution are documented. They support faster turnaround for contracts, forms, and approvals while preserving legal effect in U.S. business workflows.

Why teams look for DocuSign alternatives

Frequent eSignature pitfalls

Signer consent is missing, so the electronic record may not satisfy ESIGN notice and consent requirements.
Weak identity checks make it harder to attribute the signature to one specific person.
Incomplete audit trails can leave gaps in who signed, when they signed, and what changed.
Poor document retention can make it difficult to prove integrity during disputes or audits.

Real estate

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

Healthcare

Healthcare organizations use them for intake forms, consent records, and HIPAA-related authorizations with auditability.

People who benefit most

Operations leaders at multi-branch real estate firms use signNow to route leases, addenda, and tenant forms without printing. They value mobile signing, template reuse, and clear audit trails when coordinating across offices and field teams.
NetSuite operations managers and finance teams use signNow to collect approvals on invoices, vendor forms, and internal requests. The NetSuite integration helps them keep document steps aligned with ERP records and reduce manual follow-up.

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Signer intent

Capture signatures on contracts, forms, and approvals with a simple flow that records signer intent and document history.

Audit trail

Keep a time-stamped record of each action so teams can review who viewed, signed, or declined a document.

Templates

Use templates to standardize repeat documents and reduce setup time for recurring agreements and forms.

Mobile access

Support mobile signing on phones and tablets so people can sign without returning to a desktop.

Routing

Route documents in order or in parallel to match approval chains, review steps, and department workflows.

Record integrity

Store signed files with tamper-evident records that help preserve integrity for audits and disputes.

Integration options for eSignature workflows

Connected workflows move signed documents into the systems teams already use, reducing rekeying and keeping records aligned.

How the signing flow works

An electronic signature follows a short sequence from document delivery to completed record.

Open document: The signer opens the document and reviews the request.
Sign electronically: The signer confirms intent and completes the signature action.
Log activity: The system records timestamps, identity details, and document events.
Deliver record: The completed file is stored and shared with recipients.

Quick steps to send a signature

Use a short setup process to send documents for signature and monitor completion.

Prepare file:
Upload the document and choose the signing order.
Place fields:
Add signature fields, dates, and required initials.
Send for signature:
Enter signer emails and send the request.
Review results:
Track completion and download the signed copy.

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

Browser and device requirements

Electronic signatures work across modern browsers and mobile devices when the connection, consent, and document access are available.

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

For regulated workflows, managed devices, current browser versions, and secure network settings help preserve access, authentication, and record integrity. Teams should also confirm mobile app availability, user permissions, and any internal policy requirements before rollout.

Security and compliance controls

Encryption:

TLS 1.2/1.3 in transit

Storage protection:

AES-256 at rest

Independent controls:

SOC 2 Type II available

Security management:

ISO 27001 certified

Healthcare compliance:

HIPAA support with BAA

Privacy and EU support:

GDPR and eIDAS aligned

Real estate operations

A real estate operations lead needed faster lease execution across offices and mobile teams.

Sign lease packets remotely
Reduce paper delays

The team can collect signatures without in-person meetings, while keeping a clear record of each signed lease and related document version.

ERP operations

A NetSuite operations director needed the right signatures on the right documents in the right format.

Route by document type
Match ERP records

The workflow stays aligned with internal systems, which helps reduce manual handling and supports consistent approval records across departments.

Best practices for defensible signing

Good eSignature practices focus on consent, attribution, record integrity, and retention, especially when documents may be reviewed later.

Document signer consent

Capture consent before sending the first document, and keep the consent record with the signed file so the transaction shows clear electronic agreement.

Control document access

Use role-based routing for approvals, then limit edit access after signing to preserve the final record and reduce accidental changes.

Match authentication to risk

Choose stronger authentication for sensitive records, such as SMS OTP or ID verification, when the document value or risk is higher.

Set retention by regulation

Retain signed records according to the governing rule set, including HIPAA six-year retention when PHI is involved.

FAQ and troubleshooting

Answers below focus on plan limits, compliance requirements, and workflow issues that affect electronic signature use in U.S. settings.

signNow Business starts at $8/user/mo billed annually, and the plan includes legally binding eSignatures, templates, mobile apps, audit trails, ISO 27001, SOC 2, and GDPR support.

signNow supports HIPAA workflows when a BAA is in place. HIPAA requires unique user identification, audit controls, integrity controls, and person authentication for ePHI handling.

For 21 CFR Part 11 workflows, use unique user IDs, two-component signatures, time-stamped audit trails, and validated processes. signNow documents can support those controls when configured properly.

ESIGN and UETA require intent, consent, and attribution. signNow helps by recording signer activity, timestamps, and document history, which supports enforceability in U.S. transactions.

If a signer cannot complete the flow, check email delivery, browser version, and authentication settings. signNow supports desktop browsers, mobile apps, and configurable signer verification methods.

The free trial lasts 7 days and does not require a credit card. Paid plans add unlimited users, while the Site License uses usage-based pricing for high-volume teams.

signNow	DocuSign	Adobe Sign	PandaDoc
ESIGN and UETA	Yes	Yes	Yes
Audit trails	Yes	Yes	Yes
HIPAA support	Yes	Yes	Yes
Envelope cap	Unlimited	100/year	Not verified

Setup day:

Create the account, set permissions, and prepare the first template.

First send:

Send the first document after fields and signer order are confirmed.

Team onboarding:

Train users on routing, reminders, and record retrieval within 1 week.

Free trial:

7 days, no credit card required.

HIPAA retention:

6 years per 45 CFR 164.530(j)(2).

Part 11 records:

Keep validated audit trails and signature history for regulated records.

UETA adoption:

49 states, the District of Columbia, Puerto Rico, and the U.S. Virgin Islands.

Rollout review:

Review completion rates and access controls after the first 30 days.

Risks of improper use

Missing consent

A court may question enforceability.

Weak audit trail

The record may lose evidentiary weight.

No BAA

HIPAA handling may fail compliance review.

Part 11 gaps

The document may be rejected in regulated workflows.

Signer authentication:

Verify the signer before access is granted.

Timestamp capture:

Record the UTC time of each action.

Document hashing:

Hash the document before and after signing.

Tamper-evident sealing:

Seal the file so edits become detectable.

Audit trail storage:

Store the event history with the signed record.

Retrieval and export:

Export the log for review or litigation.

	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, 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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