This page explains electronic signatures in general terms. It is not legal advice. Whether an electronic signature is valid for a given document depends on the country and the type of document, so check with an adviser.
Why it matters
Printing, signing, scanning and emailing a document back can take days, and every delay is a chance for a deal to cool. Electronic signatures let a customer sign on their phone in minutes, and they give the business a cleaner record of what was agreed than a scanned page.
How it works
- The business prepares the document, often from a template with the customer’s details filled in.
- The customer receives a secure link by email.
- They agree to sign electronically, review the document and sign by drawing or typing.
- If the business needs to sign too, a person at the business countersigns.
- The completed document is sealed and a copy is shared with both sides.
What makes an e-signature reliable
| Element | Why it matters |
|---|---|
| Consent to sign electronically | Shows the signer chose to sign this way |
| Identity evidence | Records who received the link and signed |
| Audit trail | Logs each step with times and technical details |
| Tamper evidence | Shows if the document was changed after signing |
| A copy for the signer | Both sides hold the same final document |
Types you may hear about
Many legal systems distinguish between a simple electronic signature, such as a typed or drawn name with consent, and more formal types that rely on verified digital certificates for each signer. Everyday business agreements such as engagement letters, service agreements and consent forms commonly use the simpler kind, but some documents have special rules.
Common mistakes
- Editing after sending. The document someone signs should be fixed at the moment it is sent.
- No record of consent. The signer should explicitly agree to sign electronically.
- Losing the evidence. The audit trail is as important as the signature.
- Assuming every document qualifies. Some documents still need a different process.
How GuardenerAI handles it
- GuardenerAI Signatures sends a signature request from a person’s record in the CRM, using a template with merge fields for the person’s details, your company name and the date.
- The customer agrees to sign electronically, then signs by drawing or typing, on any device, with no account needed.
- The document is frozen when it is sent, and the final PDF is sealed so later changes can be detected, with a certificate of completion page.
- Every step is logged in an evidence trail with the time, IP address and browser, tied to a SHA-256 hash of the document.
- Each request has one customer signer and an optional countersignature from a colleague or a team queue.
- The signed PDF is filed on the person’s record and the customer gets a link to download it.