How to Make an Electronic Signature: 4 Easy Methods Explained

You can make an electronic signature by scanning your handwritten signature, drawing it in Word, using an online PDF signature tool, or creating it in a graphic editor. Having an electronic signature can be necessary, especially in today’s digital world, where signing documents digitally is common.

Aside from necessity, there are other advantages to knowing how to make an electronic signature, such as convenience and efficiency. So, in today’s article, we’ll explain the four methods you can use for creating electronic signatures and answer some common questions you may have. We’ll also show you how to make one on your phone, how to fix common issues, how to keep your signature secure, and when it’s legally binding.

Key Takeaways

• An electronic signature is an electronic mark that shows you intend to sign, such as a typed name, a drawn signature, or an image of your handwriting, used to sign PDFs, contracts, and other documents online.
• Electronic signatures differ from digital signatures, as digital signatures are encrypted and offer authentication, while electronic signatures are generally a typed, drawn, or image-based mark with no built-in encryption.
• You can create an electronic signature using Word, online tools like pdf.net, graphic editors such as Canva or Paint, or by scanning a handwritten signature.
• Electronic signatures can be legally binding under the ESIGN Act if proper protocols are followed, such as intent, consent, attribution, and record retention. Other countries and regions, such as the EU, have their own rules.
• Benefits of electronic signatures include efficiency, convenience, and better document security when you store and share your signature safely.
• Signature images are easy to copy, so store your signature file securely and lock your documents after signing.

What is an Electronic Signature?

An electronic signature, or e-signature, is an electronic mark, such as a typed name, a drawn signature, or an image of your handwriting, that shows you intend to sign a document. Like your physical signature, it can be used to sign PDFs digitally, including contracts, agreements, and other documents.

That said, the appearance of electronic signatures can vary depending on the method you use to create them. For instance, signing a piece of paper and scanning it will likely create the most accurate copy of your signature compared with an online tool. In practice, what matters is not how the signature looks, but that it clearly belongs to you and that you meant to sign, so any of the methods below can work for everyday documents.

Electronic vs. Digital Signature

While the terms electronic and digital are often used interchangeably to refer to an online signature, there is actually a distinct difference between electronic and digital signatures.

Electronic signatures are essentially a simple electronic mark, such as a typed name, a drawn signature, or an image or scan of your handwriting. Because of this, it can sometimes be difficult to authenticate e-signatures since anyone can upload someone else’s signature. That is also why a signature image on its own has no built-in protection against copying or tampering.

However, electronic signatures are also very easy to add; practically any text and PDF editor gives you the option to include your signature. That makes it convenient to use, despite the potential security risks.

Digital signatures, on the other hand, are encrypted with a private key, ensuring their authenticity. Once applied, the signature is tied to the exact content of the document, so it is flagged as invalid if anything is changed after signing.

As a result, digital signatures are considered highly secure and reliable, but they require specialized software to apply. For most everyday documents, a simple electronic signature is enough; digital signatures are mainly used when a contract, regulator, or organization requires a higher level of authentication.

How to Make an Electronic Signature: 4 Key Methods Compared

From scanning your physical signature to using different tools, there are several ways to make an electronic signature.

Here’s a quick overview of the most commonly used methods:

Every method in this table creates a simple electronic signature. What differs is how convenient it is and how well you protect the signature file afterwards. Now, let’s discuss the step-by-step process for each one:

#1. Create it Using Word

Making an electronic signature using Word is one of the most convenient methods on this list since you can also use the tool to sign the document directly.

Here’s how to make an electronic signature in Word (menu names may vary slightly depending on your version):

• First, you need to run the program and click on the Insert tab.

• Then, select Drawing and click on Draw.

• Next, choose the pen tool you want to use and start creating your signature. This step may be easier using a drawing pad, but if you don’t have one, a mouse would work as well.

• When done, click Save and Close. This will save your electronic signature as an image and allow you to make size adjustments.

• To reuse your signature, right-click the drawing in desktop Word and choose Save as Picture to export it as a PNG file. You can then insert it into other Word files or upload it to a PDF signing tool.

#2. Write it and Scan it

If you want to create an e-signature for free, you can simply write on or sign a piece of paper and scan it using your phone. This method for making an electronic signature also yields a near-perfect copy of your physical signature since you are scanning it directly.

Here’s how:

1. Sign on plain white paper with a black or dark blue pen. A thicker pen tip scans more clearly than a thin one.
2. Scan it with your phone and crop the image so that only the signature remains.
3. Next, remove the signature background.
4. Save it as a PNG and store it somewhere safe.

#3. Use an Online PDF Signature Tool

One of the quickest ways to make an electronic signature online is to use a dedicated e-signature maker like pdf.net. As an online PDF e-signature tool, pdf.net allows you to create e-signatures and sign documents digitally without downloading any additional software.

All you have to do is upload your file to our signature generator and select one of these three options:

• Type. With this method, you can type out your name or initials and choose a signature style from the options provided. Under the ESIGN Act, a typed name can count as a valid electronic signature as long as you intend it as your signature.
  
• Draw. By drawing your electronic signature, you can accurately replicate your physical signature. You can use a mouse, trackpad, touchscreen, or stylus.
  
• Upload. If you have already made an electronic signature by scanning it or using Word, you can simply upload the image to add it to your document. For the cleanest result, use a PNG with a transparent background.
  

After selecting a method, you can resize your signature, change its opacity, and adjust its placement on the document before downloading your file.

#4. Use a Graphic Editor

Aside from a PDF signature tool, you can also use a graphic editor like Canva or Paint to make an electronic signature.

Here’s how:

• Open the program and create a new file.
• Use the drawing tool and select the pen and ink color you prefer. While you can choose any color, since electronic signatures are often used in professional documents, it’s best to select black.
• Next, start drawing your signature.
• When you’re satisfied with how it looks, save the file to create an image of your signature. Choose PNG if you can, since JPEG can’t store a transparent background.

One of the advantages of using this method is that you can closely replicate your physical signature depending on the tool that you use. However, keep in mind that since you are creating an image of your signature, it’s important to keep it secure to avoid any unauthorized copies.

How to Make an Electronic Signature on Your Phone

If you want to sign your documents instantly, no matter where you are, you should make an electronic signature on your mobile, too. The process is very simple and, in many cases, no different than the methods used on a desktop.

For instance, pdf.net signing tool and many of the graphic editors mentioned above work on a smartphone just as well as they do on a computer. That makes it easy to create a signature or sign a document directly within seconds.

However, you can also use built-in tools, like Markup on iPhone, to open and sign the document.

Are Electronic Signatures Legally Binding?

Electronic signatures can be legally binding under the Electronic Signatures in Global and National Commerce Act (ESIGN Act). In the U.S., this means a document signed electronically generally has the same legal effect as one signed on paper, with a few exceptions. Most states also follow the Uniform Electronic Transactions Act (UETA), and other regions have their own laws, such as eIDAS in the EU.

In the U.S., a valid electronic signature generally needs these four elements:

1. Intent to sign. You must clearly mean to sign, for example by clicking “Sign” or “I agree,” or by typing or drawing your signature on purpose.
2. Consent to do business electronically. All parties agree to use electronic records and signatures. For consumers, the law also requires certain disclosures and the right to withdraw consent (the “opt-out”) when information must be provided “in writing.”
3. Signature attribution. The signature must be linked to the person who signed, for example through an email address, a login, or an audit trail.
4. Record retention. The signed document must be stored in a form that can be accurately reproduced later, and every party should be able to get a copy.

So, if you want to sign a PDF legally with an e-signature, it’s crucial to follow these regulations; otherwise, the document may not hold up in court. Drawn, typed, and uploaded signatures can all meet these requirements as long as your intent and identity are clear.

3 Key Benefits of Using Electronic Signatures

Now that you know how to make an electronic signature, you may be wondering what the benefits of signing PDFs digitally are.

Let’s go over each one in detail:

#1. Efficiency

Signing documents with electronic signatures is significantly more efficient than doing so physically, since you won’t have to print them out, mail them to the signer, and then wait for them to be received.

When you use an electronic signature, you can send an email and have the signed document back within minutes. This is especially useful for businesses that often deal with documents that require signatures, like contracts or invoices.

#2. Convenience

With an electronic signature, you can easily sign documents wherever you are, which is highly convenient for remote workers or global teams. Since you don’t need to physically have the document to sign it, you have the flexibility to approve international business transactions and agreements even on the go.

#3. Security

Electronic signatures can make document handling more secure than paper, since files travel through encrypted channels instead of the mail and are stored digitally instead of in a drawer. Many e-signature tools also record who signed and when, and you can protect the final file with a password. That said, how secure your signature really is depends on the method and tool you use, as explained below.

Is it Safe to Use Electronic Signatures?

It’s safe to use electronic signatures as long as you use secure e-signature software for business and other private documents. pdf.net, for instance, has the necessary security measures in place to keep your document protected while using our tool.

That said, while electronic signatures are safe, it’s essential to be wary of the documents you sign as well as the program you use to do so. It’s best to avoid suspicious platforms and to verify the source of the document before signing it to ensure that your electronic signature isn’t leaked.

Here’s how to keep your electronic signature secure:

1. Store your signature file safely. Keep your signature image in a password-protected or encrypted folder, and don’t leave copies in shared drives or chat apps.
2. Don’t send the raw image. Share signed PDFs rather than your standalone signature file.
3. Lock the document after signing. Add a password or restrict editing so the content can’t be changed.
4. Check the source. Confirm who sent the document before you sign, and avoid signing on public Wi-Fi.
5. Use trusted tools. Look for encrypted file transfers and a clear privacy policy.
6. Delete what you no longer need. Remove old copies of your signature from devices and tools you no longer use.

4 Common Issues When Making Electronic Signatures and How to Fix Them

Common issues when making electronic signatures include the following:

1. Blurry signature. If your electronic signature turns out blurry, re-create or rescan it at a higher resolution and avoid enlarging a small image after saving it, because scaling up makes it blurry. Keep in mind that DPI mainly matters for printing (aim for 300 DPI for printed documents); on screen, pixel size is what counts. You can also use online tools to refine the edges and sharpen the image.
2. Non-transparent background. When you scan your signature using your phone, the white background you’ve written on will be visible. This problem is pretty easy to fix, though; use a background remover, such as the one in Canva (some features may require a paid plan) or a free online tool, to keep only the signature. Then, save the file in PNG format, since PNG supports transparency and JPEG doesn’t. Converting a JPEG to PNG won’t remove the white background by itself, so remove it first. Signatures drawn in Word or Paint can have the same problem.
3. Issues with adding the signature to the document. Difficulties with adding your signature may arise from many reasons; for instance, your PDF reader may be outdated, or the document may have some restrictions. That’s why it’s important to always check your program version and permissions, as well as to use the correct tools for signing. If the PDF is password-protected or has editing restrictions, you’ll need the owner’s permission or password to unlock it first.
4. Signature too big, too small, or misaligned. Crop the image tightly around your signature before uploading it, then resize it proportionally (drag from a corner) so it isn’t stretched or distorted.

Final Thoughts

Making an electronic signature takes only a few minutes, and you have plenty of ways to do it. Word and graphic editors are good for creating a reusable signature image, scanning your handwriting gives you the closest match to your wet signature, and an online PDF signature tool like pdf.net lets you create and place a signature in one step without installing anything.

Whichever method you choose, keep two things in mind. A simple e-signature is only as secure as the way you store and share it, so protect your signature file and lock your documents after signing. Also, it’s legally effective when your intent to sign and your consent are clear, so check whether your document is one of the exceptions before you sign.

How to Make an Electronic Signature FAQs

#1. How do I make an electronic copy of my signature?

To make an electronic copy of your signature, you can sign a piece of paper and scan it or use an online signature tool. Then, you can upload the signature to a PDF tool that will allow you to sign documents digitally. You can also draw or type your signature directly in a tool like Word or pdf.net.

#2. What types of documents can I sign with an electronic signature?

You can e-sign most everyday documents, including forms, contracts, agreements, invoices, and NDAs. However, some documents are excluded under U.S. federal law, such as wills and testamentary trusts, certain family-law documents (adoption and divorce), and court orders or official court documents. When in doubt, check with the requesting party or a legal professional.

#3. Are online PDF tools safe to use for signing documents?

Online PDF tools are generally safe to use for signing documents. pdf.net, in particular, transfers your files over encrypted HTTPS connections to help protect their privacy so you can upload your electronic signature and sign PDFs securely.

#4. Can I use my electronic signature on any device?

Yes, you can use your electronic signature on any device, including your desktop, laptop, smartphone, or tablet. Simply upload a file to pdf.net and use the sign feature, regardless of what device or browser you’re on. This allows you to stay flexible and sign documents on the go.

#5. What makes an electronic signature invalid?

An electronic signature is invalid if intent to sign, signature attribution, or consent to sign electronically can’t be proven. In other words, if you deny that you’ve signed a specific document, and there is no way to prove otherwise, the validity of the signature is put in question.

#6. Can I reuse the same electronic signature on multiple documents?

Yes, just save your signature as a PNG with a transparent background and upload it whenever you need it. Just keep the file in a secure location and only use it on documents you actually intend to sign.

Related Articles

How to Sign a PDF on Mac: Preview, iPhone, and Online Tools

Is Electronic Signature Legal: How to Ensure Compliance

How to Protect Your E-Signature in a PDF: 5 Simple Methods