What an electronic signature is and how to make one

An electronic signature is a digital mark that shows you have reviewed and agreed to a document. It is not the same as a scanned image of your handwritten signature — it is a separate piece of data attached to the file itself that proves who signed it and when. You can create one using built-in tools on your computer, through a dedicated signing service, or by drawing directly into a document.

The method you choose depends on what you are signing and who needs to receive it. A simple drawn signature works for informal documents between people who know each other. A more formal electronic signature from a service like DocuSign or Adobe Sign creates a record that holds up in legal disputes and is what most banks, employers, and government offices now expect.

Key Takeaways

  • You can create a basic electronic signature by drawing one in Microsoft Word or Google Docs without paying anything or signing up for a service.
  • Formal electronic signatures from services like DocuSign, Adobe Sign, or HelloSign create a timestamped record and are required for contracts, mortgages, and official documents.
  • A drawn signature in a document is not legally binding in most situations — it is just a picture — but a certified electronic signature service creates a legally recognized mark.
  • The person sending you a document to sign will usually tell you which method they need, and many services send you a link that walks you through the signing process step by step.

Creating a simple drawn signature in Word or Google Docs

If you need to sign a document quickly and the other person does not require a formal electronic signature service, you can draw your signature directly into Microsoft Word or Google Docs. This creates a visual signature in the document but does not create the legal timestamp or verification that a formal service does.

In Microsoft Word: Open the document, go to the Insert tab, select Signature Line, and choose Microsoft Office Signature Line. A box will appear in the document. Double-click it, and your computer will open a signing pad where you can draw your signature with your mouse or trackpad. Click OK, and the signature appears in the document. Save the file when you are done.

In Google Docs: Open the document, go to Insert, then Drawing, then New. A blank canvas opens. Click the line tool, select the pen or marker, and draw your signature. Click Save and Close, and the signature appears in the document as an image. You can resize it by dragging the corners.

Both methods work on Windows and Mac computers. On a tablet or phone with a stylus, the drawing will look more like your actual handwriting. If you are using a mouse or trackpad, your signature will look less natural, but it still serves as a visual mark that you have seen and signed the document.

Using a formal electronic signature service

When a bank, employer, lawyer, or government office sends you a document to sign, they usually send a link to a service like DocuSign, Adobe Sign, HelloSign, or Notarize. These services create a legally recognized electronic signature that includes a timestamp, your IP address, and a record of when you signed. This record is what makes the signature hold up in court if there is ever a dispute.

The process is almost always the same: you receive an email with a link that says "Review and Sign" or "Sign Document." You click the link, which takes you to the service's website. The document appears on your screen with a box or flag showing where you need to sign. You click that box, and a signing pad opens — you can draw your signature with your mouse, trackpad, or stylus, or you can type your name and choose a font style. After you sign, the service asks you to confirm your email address (this is part of the legal record). You click Finish, and the signed document is sent back to the person who asked you to sign it.

You do not need to create an account with these services beforehand. The person sending the document handles the setup on their end. You only need to sign when they send you the link. The whole process usually takes two to five minutes.

Creating your own electronic signature account

If you regularly need to send documents for others to sign — for example, if you run a small business, manage contracts, or handle paperwork for a family member — you may want to set up your own account with an electronic signature service. This lets you upload documents, add signature boxes, and send them to others for signing without paying per document.

DocuSign, Adobe Sign, and HelloSign all offer free or low-cost plans for individuals and small businesses. To set up an account: go to the service's website, click Sign Up or Create Account, enter your email address and create a password, and verify your email by clicking the link they send you. Once you are logged in, you can upload a document, click where you want signatures to go, add the email addresses of the people who need to sign, and send it out. The service handles sending reminders if someone does not sign within a few days.

Most free plans limit you to a certain number of documents per month (usually 2 to 5) or charge a small fee per document after that. If you sign documents only occasionally, the free plan is usually enough. If you sign dozens of documents a month, a paid plan may save you money.

Signing documents on your phone or tablet

If someone sends you a document to sign and you receive it on your phone or tablet, you can sign it directly in the email or through the service's mobile app. Most electronic signature services have apps for iPhone, iPad, and Android that let you open the document, draw your signature, and send it back without needing a computer.

When you receive a signing link in an email on your phone, tap the link. It will open either in your web browser or in the service's app (if you have it installed). The document appears on your screen, and you tap the signature box. A drawing pad opens where you can sign with your finger. If you have a stylus for your tablet, the signature will look closer to your actual handwriting. Tap Done or Confirm, verify your email if prompted, and the signed document is sent back.

If you do not have the service's app installed, signing through the web browser works just as well. The only difference is that the app may let you save your signature so you do not have to draw it every time, which saves a few seconds on repeat signings.

What happens after you sign

Once you have signed a document through an electronic signature service, the service creates a record showing that you signed it, when you signed it, and from what device and location. This record is stored by the service and is part of what makes the signature legally valid. The signed document is then sent to the person who asked you to sign it, and they receive a notification that you have completed the signing.

You will also receive a copy of the signed document in your email. Keep this copy for your records. If the document is a contract, a mortgage agreement, or anything that affects your rights or money, save it in a folder on your computer or in cloud storage so you can find it later if you need to refer back to it.

The person who sent the document may also send you a separate email with a final, fully executed copy once all parties have signed. This is the official version and is the one you should keep as your record.

Frequently Asked Questions

Is a drawn signature in Word or Google Docs legally binding?

A drawn signature in Word or Google Docs is a visual mark but not a legally recognized electronic signature. It does not create a timestamp or verification record. For informal documents between people who trust each other, it is usually fine. For contracts, mortgages, or official documents, the other party will ask you to use a formal electronic signature service instead.

Can I use the same signature every time I sign a document?

Yes. Most electronic signature services let you save your signature after you draw it the first time. The next time you sign a document through that service, you can click your saved signature instead of drawing it again. This saves time if you sign many documents.

What if I make a mistake while drawing my signature?

All electronic signature services let you clear the pad and redraw before you confirm. Just look for a Clear or Start Over button on the signing pad. Once you click Confirm or Done, the signature is locked in, but you can usually contact the service or the person who sent the document and ask them to send it back to you for a new signature.

Do I need to print and scan a document if I have an electronic signature service?

No. The whole point of electronic signatures is that you do not need to print, sign by hand, and scan. You sign the digital document directly, and the signed version is sent back electronically. This is faster and creates a better record of who signed and when.

What if the person sending me a document does not use an electronic signature service?

If they send you a Word or PDF file and ask you to sign it, you can draw a signature in Word or Google Docs as described above, or you can print it, sign it by hand, and scan it back to them. Ask them which method they prefer before you do the work.