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Electronic Signatures

Create legally binding electronic signatures with ease.

Chaindoc provides a simple and secure way to add electronic signatures to your documents. Our signatures are compliant with international standards and backed by blockchain verification for maximum legal validity and audit trail integrity.

Signature Types

Chaindoc supports multiple signature types to meet different legal and business requirements:

Simple Electronic Signature (SES)

Basic digital signature for low-risk documents and internal agreements:

  • Click-to-sign functionality
  • Email verification required
  • Suitable for NDAs, internal approvals, and informal agreements
  • Quick signing process without authentication delays
  • Basic audit trail with timestamp and IP address

Advanced Electronic Signature (AES) (Upcoming in 2026)

Enhanced security for business-critical documents:

  • Multi-factor authentication (SMS, authenticator app, or email)
  • Identity verification before signing
  • Suitable for contracts, employment agreements, and vendor agreements
  • Comprehensive audit trail with signer authentication details
  • Blockchain-verified certificate of completion

Qualified Electronic Signature (QES) (Upcoming in 2026)

Highest level of signature with equivalent legal status to handwritten signatures:

  • Certified by trusted certificate authorities
  • ID verification with government-issued documents
  • Compliant with eIDAS, ESIGN Act, and UETA
  • Required for highly regulated industries (legal, financial, healthcare)
  • Hardware security module (HSM) protected certificates
  • Immutable blockchain proof of signature

Chaindoc signatures comply with major electronic signature regulations worldwide:

International Standards

  • eIDAS (Electronic Identification and Trust Services) - European Union
  • ESIGN Act (Electronic Signatures in Global and National Commerce Act) - United States
  • UETA (Uniform Electronic Transactions Act) - United States
  • PIPEDA (Personal Information Protection and Electronic Documents Act) - Canada
  • Electronic Transactions Act - Australia
  • Information Technology Act - India

Compliance Requirements

To ensure legal validity, Chaindoc implements:

  • Clear intent to sign (explicit consent required)
  • Consent to do business electronically
  • Association of signature with the record
  • Record retention and tamper-proof storage
  • Signer identity verification
  • Audit trail with timestamps and IP addresses
  • Blockchain-backed proof of integrity

Signature Workflow

Creating a Signature Request

Follow these steps to request signatures:

  1. Upload your document (PDF, Word, or image formats)
  2. Add signers with their email addresses and names
  3. Assign signing order (sequential or parallel signing)
  4. Place signature fields on the document
  5. Configure signature type and authentication requirements
  6. Add custom message and deadline (optional)
  7. Send signature request

Signature Field Types

Customize your documents with various field types:

  • Signature - Electronic signature field
  • Initials - For initialing pages or clauses
  • Date Signed - Automatically filled with signing date
  • Text Field - For names, titles, or custom information
  • Checkbox - For consent or acknowledgment
  • Dropdown - For selecting from predefined options
  • Radio Buttons - For exclusive choice selection

Signing Order Options

  • Sequential - Signers receive document in specified order
  • Parallel - All signers receive document simultaneously
  • Hybrid - Combine sequential and parallel signing groups
  • Conditional - Next signer depends on previous signer's action

Signer Experience

Receiving a Signature Request

When invited to sign, recipients:

  1. Receive email notification with secure link
  2. Click link to access document (no login required for basic signatures)
  3. Authenticate identity if required (MFA, SMS code, etc.)
  4. Review document with highlighted signature fields
  5. Add signature, initials, and fill required fields
  6. Verify information and confirm signature
  7. Receive signed copy via email instantly

Signature Creation Options

Signers can create signatures using:

  • Typed signature with multiple font styles
  • Draw signature with mouse or touchscreen
  • Upload image of handwritten signature
  • Mobile signature with finger or stylus
  • Saved signature (for returning users)

Blockchain Verification

Every signature is secured with blockchain technology:

Immutable Proof

  • Document hash recorded on blockchain at signature time
  • Unique transaction ID for each signature event
  • Tamper-proof verification certificate
  • Independent verification available to all parties
  • Permanent record that survives organizational changes

Verification Process

Anyone can verify a signed document:

  1. Access verification portal at verify.chaindoc.com
  2. Upload signed document or enter verification code
  3. System calculates document hash
  4. Hash compared against blockchain record
  5. Verification result shows: document integrity, signature dates, signer details
  6. Download verification certificate (optional)

Audit Trail & Certificate

Comprehensive Audit Trail

Every signature includes detailed audit information:

  • Document sent timestamp and sender details
  • Email delivery and open timestamps for each recipient
  • Document view timestamps (when signers accessed document)
  • Authentication method and success/failure logs
  • Signature timestamps with millisecond precision
  • IP addresses and device information
  • Geolocation data (if enabled)
  • Document completion timestamp
  • Blockchain transaction ID and block number

Certificate of Completion

Automatically generated certificate includes:

  • Document title and unique document ID
  • All parties with roles (sender, signers, viewers)
  • Complete timeline of all events
  • Signature images and typed names
  • Security measures applied (authentication methods)
  • Blockchain verification information
  • Legal disclaimer and terms of service reference
  • QR code for instant verification

Advanced Features

In-Person Signing

Collect signatures in person with a single device:

  • Host mode for collecting multiple signatures
  • Each signer signs on the same device
  • Individual email verification per signer
  • Ideal for events, conferences, or office signing
  • All signatures recorded with separate audit trails

Bulk Send

Send the same document to multiple recipients:

  • Upload CSV file with recipient information
  • Merge fields for personalization (name, company, etc.)
  • Send to hundreds of signers simultaneously
  • Individual tracking for each document
  • Bulk status reporting and reminders

Reminders & Notifications

  • Automatic reminders every 3 days (configurable)
  • Custom reminder messages
  • Expiration warnings before deadline
  • Real-time notifications for document events
  • Email and in-app notification options

Signature Decline & Void

Handle signature refusals and document cancellation:

  • Signers can decline with reason
  • Sender receives immediate notification
  • Sender can void documents before completion
  • Voided documents marked as cancelled in audit trail
  • All parties notified of decline or void action

Best Practices

Document Preparation

  • Use clear document titles for easy identification
  • Optimize PDFs (compress large files, remove security)
  • Place signature fields in logical positions
  • Label fields clearly (e.g., 'Client Signature', 'Manager Approval')
  • Add instructions or descriptions for complex fields
  • Test signing flow before sending to important recipients

Security Recommendations

  • Use Advanced or Qualified signatures for legal documents
  • Enable MFA for sensitive agreements
  • Set appropriate expiration dates (typically 7-30 days)
  • Require authentication for high-value contracts
  • Keep signed documents in secure storage
  • Regularly backup signed documents and certificates
  • Verify blockchain records for critical documents

Communication Tips

  • Include clear subject lines in signature requests
  • Add personalized messages explaining the document
  • Provide context and deadline information
  • Include contact information for questions
  • Use professional tone in all communications
  • Follow up with phone call for urgent documents

Troubleshooting

Common Issues

Solutions for frequent signing problems:

  • Signer didn't receive email: Check spam/junk folder, verify email address, resend request
  • Link expired: Sender can extend deadline and resend
  • Authentication failed: Verify contact information matches request, try alternative authentication
  • Cannot draw signature on mobile: Ensure device allows touch input, try typed signature
  • Document won't load: Check internet connection, try different browser, clear cache
  • Signature field missing: Contact sender to add required fields

Support Resources