12 Documents You Can Sign Electronically (and Why You Should)

Before, getting a document signed meant printing the document, finding a pen, and then figuring out how to scan it back. If you still sign documents this way, you’re missing out on a lot.

Today, we’ve largely moved away from traditional pen-and-paper signatures. Now, we electronically sign documents. This modern way of doing things makes the process of completing tasks not just faster but also much easier and more efficient.

Here are the types of documents perfect for signing electronically. Plus, you’ll learn why ditching pen and paper is a smart move for saving time, money, and even trees!

Common Types of Documents You Can Sign Electronically

The versatility of digital signatures makes them a powerful tool for simplifying processes across various industries and use cases. From contracts and legal agreements to HR forms and financial documents, the potential benefits are enormous.

Let’s take a closer look at the most common categories where electronic signatures can streamline your workflows, boost efficiency, and enhance security.

Businessman checking financial online documents

1. Business and Commercial Agreements

Digital signature helps businesses move faster. Deals close quicker, no matter where people are located. This is especially true for businesses working with other businesses (B2B) and businesses working with customers (B2C).

Partnership Agreements: When you team up with another business, signing documents online helps make the agreement official quickly and legally. This lets projects begin without delay.
Sales Contracts and Purchase Orders: These forms help speed up sales and make sure everyone agrees on what’s being bought or sold. This also helps get new clients set up faster.
Vendor Agreements and Master Service Agreements (MSAs): When you work with outside partners or suppliers, signing electronic documents makes the process much simpler. This means services can start sooner.
Non-Disclosure Agreements (NDAs): If you need to protect private business information, NDAs are key. You can sign these forms efficiently and legally, which is important for business talks and product development.
Business Proposals and Quotes: Speed up your sales process by getting quick approvals on proposed terms. This helps you respond to client needs much faster.

2. Legal Documents

Legal documents often contain sensitive information. That is why security is key. Digital signature platforms like FillFaster go beyond just getting a signature. They provide robust security measures like encryption and detailed audit trails. This means you can track exactly when a document was viewed, and signed, and by whom.

Electronic signatures work for many legal papers. They are legally binding and provide a detailed record of who signed what and when. However, some legal documents still need a traditional pen-and-paper signature, and we’ll cover those later.

Legal Briefs and Filings (where court rules allow): Submitting documents to court becomes easier in places that accept electronic filing with e-signatures.
Settlement Agreements: If you’re settling a legal disagreement, electronically signed documents help finalize the agreement between parties quickly.
Power of Attorney (Non-Real Estate related): You can use e-signatures to grant legal authority for specific actions, as long as it’s not for certain highly regulated real estate deals.
Intellectual Property (IP) Licensing Agreements: These agreements allow the legal transfer or use of creative works. E-signatures protect both the creators and those using the IP.
Waivers and Release Forms: If you need people to acknowledge risks or agree to terms for events or activities, these forms help ensure you have legal protection.
Non-Compete Agreements: These legal documents prevent individuals from working for competitors. They are important for protecting a business and can be signed electronically.
Court documents/affidavits (where specific court rules allow): Some courts accept these documents with e-signatures, but they often have stricter rules.

3. Human Resources and Employment Documents

HR departments handle mountains of paperwork – new hire documents, benefits enrollment forms, policy acknowledgments, and more. Traditionally, this means printing, signing, scanning, and filing – a lot of wasted time and resources!

Digital or electronic signatures transform the HR experience. Onboarding new employees becomes a breeze. They can complete essential forms electronically, from anywhere. This eliminates delays and ensures that important documents are collected and stored securely. Plus, e-signatures can streamline ongoing HR processes throughout the employee lifecycle.

Employment Contracts and Offer Letters: Speed up hiring so top candidates can accept job offers quickly and start their new roles sooner.
Onboarding Documents (e.g., W-4s, I-9s, employee handbooks, acknowledgments): This helps gather all the necessary new employee paperwork in one place, making the initial process smoother and reducing administrative work.
Confidentiality Agreements for Employees: Secure company information right from the start of employment, giving the company legal protection.
Performance Reviews and HR Policy Acknowledgments: Get feedback to employees on time and make sure they know about and agree to company policies. This streamlines communication and record-keeping.
Benefits Enrollment Forms: Make it easier for employees to choose and sign up for company benefits. This cuts down on paperwork and mistakes.

Woman working on laptop with financial documents

4. Financial Forms

Financial documents like loan agreements, tax forms, and account authorizations demand both security and adherence to regulations. Digital signatures provide a solution that addresses both of these needs.

Financial institutions are rapidly adopting digital processes. Clients can complete and sign sensitive paperwork electronically, eliminating the need for in-person visits and streamlining workflows. This results in enhanced efficiency, reduced risk, and a better overall customer experience.

Loan Agreements and Credit Applications: These speed up approvals and getting money for individuals and businesses. This gives people faster access to funds.
Account Opening Forms: New clients can set up banking, brokerage, or investment accounts more easily. This improves the customer experience.
Investment Agreements: Quickly make investment terms and conditions official. This is important in fast-moving markets.
Mortgage Documents (select parts): Many parts of the home-buying process become smoother. This reduces paperwork. (Note: Some documents like deeds might still need traditional signatures in certain areas.)
Lease Agreements: Quickly and securely sign property leases for both business and home rentals.
Invoices and Receipts: Confirm money transactions and streamline accounting processes. This makes things more efficient and helps keep better records.

5. Real Estate Documents

In the real estate market, time is of the essence. Leases, purchase agreements, and other critical documents often need to be signed quickly to keep transactions moving forward. Plus, real estate deals frequently involve multiple parties – buyers, sellers, agents, and sometimes lawyers – who aren’t always in the same location.

Digital signatures are a game-changer for real estate. Documents can be prepared, sent, and signed electronically, eliminating delays caused by waiting for mail or scheduling in-person meetings. This ensures that everyone can stay on track, deals close faster, and clients are happier.

Rental Applications: Speed up checking and approving new tenants. This helps properties get rented faster.
Property Management Contracts: Makes agreements between property owners and management companies simpler. This quickly clarifies responsibilities.
Offer to Purchase (in many jurisdictions): Helps speed up negotiating and accepting offers on properties. This is important in competitive markets.
Disclosure Forms: Make sure all required property details are acknowledged and signed by everyone involved, efficiently.
Lease Extensions and Amendments: Simplifies making changes to existing lease agreements.

Note: While you can electronically sign many real estate documents, actual deeds or titles that transfer property ownership and certain documents needing a notary might still require traditional signatures and/or in-person notarization in some places. This depends on specific recording laws. You should always check local and state rules for final property transfer documents.

6. Healthcare Documents

When dealing with healthcare documents, protecting patient privacy and data security is very important. Electronic signatures help with this without putting patient information at risk. They also help with following HIPAA rules.

Digital signing solutions designed for the healthcare industry offer robust security features to safeguard medical data. Encryption, secure storage, and detailed audit trails provide the protection needed for these sensitive documents. This allows patients to conveniently sign consent forms electronically with the peace of mind that their information is handled responsibly.

Patient Consent Forms: Get needed approvals efficiently and securely.
Medical Records (for internal use/transfer where allowed and secured): Helps share patient information securely within allowed guidelines.
HIPAA Authorization Forms: Make sure you have proper permission to share protected health information.
New Patient Registration Forms: Makes the process of getting new patients started with healthcare providers simpler.

7. Insurance Documents

Insurance processes often involve a lot of paperwork – applications, policy updates, claim forms, and more. Signing these online helps streamline the process for both insurance providers and their clients.

Applications can be completed and signed electronically, saving time and getting policies issued faster. Policy updates and changes can also be handled digitally, ensuring accuracy and reducing the risk of lost or misfiled documents. All of this adds up to a more convenient and secure experience for everyone involved.

Insurance Applications: Speeds up sending in and processing new policy requests. This gets coverage to you faster.
Policy Agreements: Lets policyholders easily and securely review and agree to terms and conditions.
Claim Forms: Simplifies sending in claims. This helps policyholders get their claims resolved more quickly.
Beneficiary Change Forms: Makes updating who receives benefits from a policy much easier.
Renewal Forms: Makes renewing insurance policies simple.

8. Government Forms

Government agencies are increasingly embracing e-signatures, recognizing the benefits they offer in terms of efficiency and citizen convenience. From tax filings to permit applications, many government forms can now be completed and signed electronically.

This eliminates the need for in-person visits, snail mail delays, and the hassle of printing and scanning documents. For citizens, it means a more user-friendly experience when interacting with government agencies. For the agencies themselves, e-signatures streamline processes and reduce administrative burdens.

Tax Forms (where tax authorities allow): Simplifies filing certain tax documents (for example, IRS forms, depending on specific rules for e-filing services).
Permit Applications: Speeds up applying for different permits (like building permits or business licenses) when agencies accept e-signatures.
Licensing Applications: Streamlines the process for applying for professional or business licenses.
Public Petitions: Makes it easier to gather signatures for community efforts, allowing more citizens to participate.
Enrollment Forms for Government Programs: Simplifies signing up for public services or benefits.

While many government forms are moving towards electronic acceptance, whether an e-signature is allowed and legally binding depends on the specific government agency’s rules and the type of form. Always check the agency’s guidelines.

9. Creative Work Authorizations

For photographers, designers, writers, and other creative professionals, securing usage rights and permissions is essential. E-signatures provide a simple and legally sound way to manage these agreements.

Clients can electronically sign contracts outlining authorized uses, licensing terms, and payment details. This protects the creator’s intellectual property, eliminates potential disputes over usage, and streamlines the process of collaborating with clients.

10. Event Registration

Planning an event? Digital signatures take the stress out of registration and paperwork, Participants can easily sign up online, provide essential information, and digitally sign any necessary waivers or agreements.

This eliminates the hassle of printing, mailing, and collecting physical forms. Event organizers benefit from streamlined registration, secure data collection, and reduced administrative overhead. Plus, participants appreciate the convenience and time saved using this solution.

11. Letters of Intent (LOIs)

Letters of Intent (LOIs) are an important tool in business negotiations, outlining the preliminary terms of a potential deal. Having this document signed electronically makes the process faster and more efficient.

Rather than waiting for documents to be mailed or couriered, parties can draft, send, and sign LOIs online. This speeds up the initial stages of negotiation, demonstrates commitment, and helps ensure that everyone is on the same page before moving forward with more complex legal agreements.

12. Internal Memos and Approvals

Within organizations, digital signatures can streamline a wide range of internal processes, saving time and reducing paper clutter. Memos, policy updates, expense reports, and various approvals can all be handled with the speed and convenience of e-signatures.

This eliminates the need to chase down physical signatures, ensures clear tracking of approvals, and creates a more efficient and transparent work environment. Plus, sensitive internal documents benefit from the enhanced security often provided by digital signature platforms.

Which Documents You CANNOT Sign Electronically?

While you can electronically sign documents for many purposes, some types of documents usually cannot be signed this way. This is often due to specific laws, long-standing traditions, or the need for a physical presence or notarization. These rules help prevent fraud and protect people.

Here are some categories of documents that typically require traditional wet signatures:

Wills, Codicils, and Testamentary Trusts: These legal documents deal with your property after you pass away. They almost always need strict rules, like a physical signature, multiple witnesses, and sometimes notarization. This helps make sure the person’s true wishes are followed and prevents fraud.
Certain Real Estate Conveyances (e.g., Deeds, Promissory Notes related to property transfer, sometimes mortgages): While you can e-sign many real estate documents, the actual legal transfer of property ownership (like a deed) often requires physical signatures. Sometimes, it also needs special notarization or recording processes that involve a physical document. Laws vary quite a bit from place to place on this.
Documents Requiring Notarization (in some jurisdictions): While remote online notarization (RON) is becoming more common, some documents still legally require a notary to witness a physical signature in person. A simple e-signature cannot fulfill this requirement.
Court Orders and Certain Official Government Documents: Many court documents, warrants, affidavits, and official government announcements require traditional wet signatures from judges or officials to be legally valid and properly filed.
Powers of Attorney related to Healthcare Decisions: Because these documents are so personal and important, many areas require physical signatures and/or witnesses. This helps ensure they are authentic and that no one is being forced to sign.
Specific Consumer Protection Notices: In some cases, laws meant to protect consumers might require physical delivery and wet-ink signatures for certain notices. However, this is happening less often now.

If you are ever unsure whether you can use an e-signature for a specific document, especially for important or high-value transactions, you should always check with a legal expert or look up the specific laws in your area.

The Benefits of Digital Signatures

We’ve seen how digital signatures (or e-signatures) work with a wide range of documents. But what are the big-picture benefits that make them so appealing? Here’s a breakdown:

Convenience: Sign documents anytime, anywhere, on a computer or mobile device. No more printing, scanning, or mailing.
Speed: Get documents signed in minutes or hours, not days or weeks. This is especially important for time-sensitive transactions.
Security: E-signature platforms use encryption and audit trails for greater security than traditional paper documents.
Reduced Costs: Save money on postage, printing, storage, and the administrative overhead of managing paper documents.
Environmental Friendliness: Reduce your carbon footprint by eliminating paper waste.
Improved Client Experience: Make signing processes easier and more convenient for your customers or clients.
Legal Compliance: Many e-signature solutions are designed to meet specific legal and regulatory requirements.

Digital Signatures: The Future of Document Management

This overview shows how digital and electronic signatures work with a wide range of documents, driving a big change toward faster, safer, and greener business. It’s not just about convenience. Digitizing contracts and paperwork speeds up deals, provides robust security, and cuts down on paper waste. This change improves how businesses function and aligns with the growing push toward eco-friendly practices.

In short, switching to digital signatures is the modern way to do business. It saves time, saves money, and makes clients happier. Companies looking to stay ahead and reduce their environmental impact will find e-signatures to be a powerful tool for a better future.

Team celebrating going paperless with signing contracts digitally

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