How to Sign Online Contracts Quickly & Securely

Feeling a bit lost with your first online contract request? Most people do. How you do business is rapidly changing and those stacks of paper, endless printing, and frantic scanning sessions are quickly fading. 

Think about it: wouldn’t it be great to sign a contract in minutes, no matter where you are? That’s the power of online contract signing – it’s all about speed and efficiency.

This guide will provide you with a comprehensive overview of online contract signing. We will cover the fundamentals, explore the benefits, and offer actionable tips and best practices to help you master the signing process for contracts online.

What is Online Contract Signing?

Online contract signing, usually done with an electronic signature, lets people and businesses sign documents digitally in a way that’s legally recognized. This means no more paper, making everything faster and easier. You can sign contracts on your computer, tablet, or phone – no printing or pens needed.

For the signer, the process is typically simple. You’ll get an email with a secure link to the contract. Click the link, review the terms, and then add your electronic signature with a few clicks or taps. This is what we call online signing.

Once you’ve signed, the finished contract is automatically sent to everyone involved, and a secure digital copy is saved. Many platforms also keep a detailed record of every action on the document. This “audit trail“ makes the whole contract process more transparent and secure, speeding up agreements considerably.

Benefits of Signing Contracts Online

Switching from paper to digital signatures brings a lot of benefits for businesses of any size, particularly medium-sized ones. These advantages touch on efficiency, cost, security, and even environmental impact. Let’s look at some of the main perks of using an electronic signature:

• Speed: You can sign and send contracts in minutes, not days. This significantly cuts down turnaround time, helping you close deals faster and keep projects on track without waiting for physical documents or relying on overnight delivery services.
• Convenience: Signing documents online means you can complete the process anywhere, anytime, using almost any internet-connected mobile device. This flexibility is a huge advantage for remote teams and businesses operating globally.
• Cost Savings: By cutting out printing, paper, ink, faxing, postage, and courier services, businesses save money. These savings might seem small per contract, but they add up considerably over time.
• Security: Modern electronic signatures often use advanced security features like encryption and audit trails, making them more secure than traditional handwritten signatures. Data protection is a core feature of reliable platforms.
• Organization: Digital contracts are simpler to organize, store, and find. Most electronic signature platforms offer cloud storage, keeping all your signed contracts and documents securely in one central spot, which simplifies document management.
• Environmentally Friendly: Adopting online contracts helps reduce paper use, saving trees and supporting more sustainable business practices.
• Improved Compliance: Many platforms assist with compliance by providing detailed audit logs and ensuring documents are handled according to specific protocols. This is especially useful for contracts, NDAs, and other sensitive agreements.

How to Sign Online Contracts: A Step-by-Step Guide

The process for signing contracts online is designed to be straightforward, even if you’re new to electronic signatures. Most platforms will guide you through each step. Here’s a general overview of the typical workflow, whether you’re sending documents for signature or you’re the one signing:

1. Choose an E-Signature Platform

Your first step is to pick a reliable e-signature service that fits your business needs. FillFaster is a great option. 

As you evaluate platforms, consider things like how many documents you can sign, what essential features they provide for basic needs, and if they integrate with other business tools you already use, such as your CRM or cloud storage. It’s also worth checking if a credit card is required for their free trial.

📖 Further Reading: How to Choose the Best E-Signature Software

2. Upload Your Contract

Once your account is set up on your chosen platform, the next step is to prepare and upload the contract that needs signatures. Most services handle various common file formats, like PDF files and Word documents. For example, FillFaster makes it easy to upload your PDF files directly. 

Some platforms also provide tools to create contracts using pre-designed templates right within the application, which can save a lot of time for agreements you use often, like offer letters.

Effective document preparation is crucial at this stage to make the signing process smooth. Before uploading, make sure the contract document is finalized and contains all necessary information, as making changes after sending a signature request can complicate matters.

3. Add Signature Fields

After uploading the contract, you’ll need to indicate where each signer should add their signature, initials, and the date. Most platforms offer straightforward drag-and-drop interfaces, making it easy to place these fields within your online documents. You can also include other customizable fields, like text boxes for names, titles, company information, or even data validation fields to ensure the information is entered correctly.

4. Send for Signature

With the contract prepared and signature fields in place, you’re ready to send it out. Enter the email addresses of the designated signer. The platform will then send an email notification to the signer, providing a secure link and clear instructions on how to access and electronically sign the document.

Some systems also allow you to customize the email message that goes along with the signature request. Adding this personal touch can give signers more context and encourage them to act quickly. 

5. Track Progress

A big benefit of using an e-signature platform is being able to monitor the status of your contracts in real time. Most tools offer a dashboard where you can see who has viewed the contract and who has completed the signing process. If someone is delayed, you can often send automated or manual reminders directly from the platform to prompt them to sign the documents.

6. Download and Store

Once all parties have signed the contract, a final, fully executed version is created. All signers typically receive a notification and a download link to obtain a copy of the signed contract. It’s essential to download and securely store this legally binding document for your records, although most platforms also offer secure cloud storage for your signed contracts.

Legal Considerations for Online Contracts

Online contracts and electronic signatures are widely accepted as legally binding in many parts of the world. In the United States, for example, the Electronic Signatures in Global and National Commerce Act (ESIGN Act) of 2000 confirmed that electronic signatures hold the same legal weight as traditional handwritten signatures for most national commercial transactions. Furthermore, the Uniform Electronic Transactions Act (UETA), adopted by most states, offers similar legal recognition at the state level.

However, to ensure your online contracts are enforceable, you need to keep a few key points in mind. It’s crucial that all parties explicitly agree to conduct business electronically and use electronic signatures. This consent is often obtained as part of the signing process itself, where signers agree to terms before they sign the document.

While most documents can be signed electronically, certain types of documents might still require physical signatures or have specific additional requirements depending on the jurisdiction. Examples include wills, testamentary trusts, and some family law documents. Always use a reputable e-signature service that complies with relevant laws and provides strong security measures, including detailed audit trails that record every action during the signing process, offering proof of the transaction’s integrity. If you’re ever unsure about the specific legal requirements for your situation or a particular contract, it’s always a good idea to consult with a legal professional.

Data protection is also a critical aspect. The platform you choose should offer strong security to protect the sensitive information in your contracts and comply with data privacy regulations. This includes encrypting data both when it’s being sent and when it’s stored.

Best Practices for Online Contract Signing

To maximize the benefits of online contract signing and maintain a smooth, secure process, consider adopting these best practices. These tips can help you save time and manage your contracts online more effectively. Implementing them can also enhance the overall signing experience for everyone involved.

• Use templates for common contracts like sales agreements or NDAs to save time and maintain consistency. Many platforms allow you to create and store templates for recurring use.
• Set up automated reminders for contracts that require regular renewal or review. This helps prevent missed deadlines and keeps your agreements current.
• Take full advantage of integrations offered by your e-signature platform with other business tools you use, such as CRM systems, cloud storage services like Google Drive, or accounting software.
• Provide clear training to your team members on how to properly use your chosen e-signature platform for document signing and sending contracts. This helps avoid errors and ensures consistency.
• Regularly back up your signed contracts, even if your platform provides storage. Keeping your own secure copies adds an extra layer of data protection.
• Periodically review your entire e-signature process and workflows to identify any bottlenecks or areas for improvement in your online contract signing procedures.
• Define clear internal workflows for how contracts are prepared, sent, tracked, and stored. This makes the process efficient for everyone involved in document management.
• Regularly update the e-signature software or app store application to the latest version to benefit from new features and security enhancements.

Common Pitfalls to Avoid

While signing contracts online offers many advantages, certain mistakes can reduce its effectiveness or even cause legal problems if not handled carefully. Being aware of these common pitfalls can help you avoid them. Every contract signer needs to be diligent.

• Not reading the contract carefully before signing: Even with digital convenience, fully understanding the terms is crucial before you sign any contract.
• Signing an outdated or incorrect version of a contract: This can lead to major issues. Always confirm that the document you’re about to electronically sign is the final, agreed-upon version.
• Forgetting to complete all required fields: Missing initials, dates, or forgetting to attach necessary documents can invalidate the contract or cause delays. Double-check every part of the signing document.
• Using an unsecure Wi-Fi connection: Accessing or signing sensitive documents on an unsecure network can expose confidential information. Always use a secure, trusted network for any online contract signing activity.
• Not keeping accessible copies of your signed contracts: This can be problematic for future reference or legal needs. Always download and store a copy of the final document, signed by all parties.
• Failing to verify the identity of the person signing: Especially for high-value contracts, this can be a risk. Use authentication features offered by platforms if necessary.
• Ignoring the security features of the e-signature platform: Neglecting features like multi-factor authentication or access controls weakens the overall security of your signing process.

Advanced Features of Online Contract Signing

Once you’re comfortable with the basic features of online contract signing, exploring more advanced functionalities can further optimize your workflows. Many platforms offer sophisticated tools that can enhance efficiency, security, and customization.

Bulk Sending

This feature lets you send a single document, like a standardized agreement or an updated company policy, to many recipients simultaneously for their individual signatures. Each person gets their own unique copy to sign. This is incredibly useful for tasks such as distributing new employee handbooks, sending out updated terms of service, or sending offer letters to multiple candidates at once, saving a lot of administrative effort when you need to send many similar contracts.

In-Person Signing

Some e-signature platforms support in-person signing options. These are helpful when you’re meeting with a client or partner face-to-face but still want the efficiency and security of an electronic signature. This usually means the signer uses a tablet or a dedicated mobile device you provide to review and sign the document on the spot. The signed contract is then processed and stored digitally just like any other online contract.

API Integration

For businesses with specific workflow needs or those looking to embed e-signature capabilities directly into their own applications, websites, or internal systems, Application Programming Interface (API) integration is a powerful feature. This allows developers to create seamless electronic signature workflows. For example, you could automatically trigger a signature request when a customer finishes an online form or when a deal reaches a certain stage in your CRM.

Advanced Authentication

For contracts involving sensitive information or carrying high financial or legal weight, advanced authentication methods add an extra layer of security. These can include multi-factor authentication (MFA), where signers must provide two or more verification factors. Other options include SMS-based authentication, knowledge-based authentication (KBA), where signers answer questions based on personal information, or even ID verification where signers upload a government-issued ID.

Data Validation

Data validation features let you set rules for fields within the contract to ensure the information entered by signers is accurate and in the correct format. For instance, you can set a field to accept only numbers, a valid email address format, or a date within a specific range. This reduces errors and ensures the data collected during the signing process is clean and usable, improving the quality of your signed documents.

Choosing the Right E-Signature Platform

Selecting the appropriate e-signature platform is crucial for a smooth and effective online contract signing experience. With many options available, each offering different features and pricing models, it’s important to consider several factors. Think about your current needs and potential future growth.

Here are key aspects to evaluate:

• Ease of Use: Is the interface intuitive for both senders and signers? A platform that is easy to learn and use will encourage adoption and minimize errors. Many, like FillFaster, offer a signature app for mobile convenience.
• Features: Does the platform offer all the capabilities you need, such as templates, audit trails, bulk sending, advanced authentication, data validation, or API integration? Consider both basic features and advanced options.
• Pricing: Does the pricing model fit your budget and usage volume? Some platforms charge per user, per signature request (or “envelope”), or offer subscription tiers. Investigate if a free trial is available and if a credit card is required to start.
• Security: What security measures does the platform employ to protect your contracts and data? Look for information on encryption, compliance certifications (like SOC 2, ISO 27001), and data protection policies.
• Integrations: Does the platform integrate with other business software you rely on, such as CRM, document management systems, or accounting tools? Seamless integrations can save time and streamline workflows.
• Customer Support: What kind of customer support is offered (e.g., email, phone, chat, knowledge base)? Is help readily available if you encounter issues or have frequently asked questions?
• Mobile Accessibility: Is the platform easily accessible and usable on a mobile device? A dedicated mobile app available on the app store can significantly enhance the signing experience for users on the go.
• Reputation and Reviews: What do other users say about the platform? Look for reviews and testimonials to gauge reliability and customer satisfaction.

Taking the time to test out different platforms, perhaps through a free trial, can help you make an informed decision. This allows you to assess the user interface and test the features that are most important for your specific requirements to sign contracts online efficiently. Choosing wisely can significantly improve your contract turnaround time and save money in the long run.

Sign Contracts with Ease

Learning to sign documents online is a simple yet powerful way to update your business operations. Using electronic signatures saves you time, cuts costs, and clears away the usual headaches of paper documents. More importantly, it gives you a secure, legally recognized way to finish agreements. That’s essential for any business wanting to be efficient and reliable.

By understanding the steps, following smart practices for signing, and choosing an e-signature platform with the right features, you can really improve how your contracts move. Whether you’re a small startup or a larger company, being able to sign contracts online quickly and securely is a clear advantage. Check out the options available today, maybe even a free trial, and see how much smoother your entire online signing process can get. This helps you finalize documents faster and focus on what truly matters: growing your business.

Ready to see how simple it can be? Try FillFaster today and get your documents signed effortlessly. This helps you finalize documents faster and focus on what truly matters: growing your business.