On-Screen Signatures: What They Are and When to Use Them for Documents and Contracts

An on-screen signature is a method that allows a person to add their handwritten signature to a digital document using a touch screen device, such as a tablet, smartphone, or touch-screen PC. They can sign with their finger or a stylus pen.

From a legal standpoint, this type of signature usually falls into the category of a Simple Electronic Signature (SES), as defined by the European eIDAS regulation. It's the most basic form of electronic signature, but that doesn't mean it has no legal weight.

On-Screen Signature vs. Biometric Signature

It's crucial not to confuse on-screen signatures with biometric signatures. Although both are applied using a device, the difference is substantial:

• On-Screen Signature (SES): The software simply captures a static image of the signature and attaches it to the document. It's the digital equivalent of pasting a photo of your signature onto a piece of paper.
• Biometric Signature (usually an AES): This is a type of Advanced Electronic Signature (AES). In addition to the image, the software captures a series of unique biometric data points from the signer, such as stroke speed, pressure, acceleration, and rhythm. This data provides a much more robust link between the signature and the person who created it.

Despite this distinction, a simple on-screen signature is extremely useful for a wide range of low-risk scenarios. A classic example is a property manager who needs a guest to sign a data processing consent form or a receipt at check-in. Instead of printing, they use a tablet. This significantly streamlines the management of Documents for short-term rental property managers and reduces operating costs.

Think of a typical situation: you're with a client or partner and need to formalise an agreement. What happens in the analogue world?

1. Printing: You have to find a working printer with toner and paper.
2. Signing: The document is signed by hand with a pen.
3. Scanning or Photographing: Now you need to digitise the document. You look for a scanner or, more often, take a photo with your smartphone, hoping it's clear and not blurry.
4. Sending: You email the file, which is often large and of low quality.
5. Archiving: You have to store both the paper copy (which takes up space and is at risk of damage) and the digital one, hoping not to lose it in a forgotten folder.

This process is not only slow and cumbersome but also inefficient and expensive. It wastes paper, time, and resources, while increasing the risk of misplacing important documents or making administrative errors.

A digital platform transforms the outdated process described above into a simple and secure workflow. Here’s how an on-screen signature works in practice with dedicated software:

1. Upload the document: Prepare your contract or form (e.g., a PDF) and upload it to the platform.
2. Prepare for signing: Indicate the exact spot on the document where the person needs to sign.
3. Invite to sign: The signer, who is physically present, opens the document on your device (e.g., a tablet at reception or in your office).
4. Sign on-screen: The person reads the document and signs in the designated field with their finger or a stylus.
5. Confirm and lock: Once the signature is confirmed, the software embeds it into the document, creating an inseparable link. The document is then cryptographically sealed to make it tamper-proof.

The real added value of a professional solution isn’t just the signature image, but everything that surrounds it. The platform generates a certificate of completion (or audit trail) that records crucial information such as:

• The exact date and time of signing (with a legally-binding timestamp).
• The IP address of the device used.
• The signer's email or unique identifier.
• The sequence of actions performed (viewed, signed, confirmed).

This collection of digital evidence makes a Simple Electronic Signature much more robust and reliable in the event of a dispute. Imagine a property manager who handles dozens of short-term rental agreements every month. Using a dedicated platform that manages on-screen signatures means automating the entire workflow, from document creation to sending, signing, and archiving. This approach is essential for anyone managing a portfolio of Documents for short-term rental property managers who wants to ensure efficiency and compliance.

Although practical, on-screen signatures should be used with care. Here are some mistakes to avoid:

• Using them for high-risk documents: For high-value contracts or those that have specific legal requirements (e.g., the sale of a property), a Simple Electronic Signature is almost never sufficient. In these cases, an Advanced (AES) or Qualified (QES) Electronic Signature is required.
• Thinking an image is a signature: Pasting a .PNG file of your signature onto a Word document and then saving it as a PDF does not have the same legal standing. There is no secure, digital link between the signature and the document, which can be easily altered.
• Using non-professional apps: Many free apps let you 'draw' on a PDF, but they don't offer a complete and secure audit trail or guarantee that the final document is tamper-proof. In a dispute, their evidentiary value would be almost zero.
• Neglecting storage: Getting a digital signature is only half the job. It is essential that signed documents are stored in a secure, protected, and easily accessible system, ideally one that complies with digital preservation regulations.

If you only need to sign a single document once in a while, a simple app might suffice. But if signing contracts and forms is an integral part of your daily business, a platform like YouKont becomes essential.

A specialised software solution does more than just collect a signature. It offers a complete ecosystem for contract management:

• Security and Compliance: Ensures every signature is collected according to best practices, generating a robust and legally sound audit trail.
• Efficiency: Allows you to create document templates, automate sending, and manage deadlines and renewals.
• Centralised Storage: All your signed documents are kept in one secure place, accessible from anywhere and protected.
• Professional Experience: Offer your clients and partners a smooth, modern, and transparent signing experience, strengthening your company's image.
• Integration: Integrates with other business tools to create fully automated workflows.

If you want to see how a structured system can transform your document management, there’s no better way than to try it out. Start your free trial and discover how to simplify every signature.

The on-screen signature, as an SES, is perfect for low-risk documents like quotes, privacy notices, informed consents, delivery notes, attendance registers, and simple contracts.

However, for agreements that are subject to specific written form requirements ad substantiam (i.e., for the contract to be legally valid), such as certain banking, insurance, or real estate contracts, a higher-level signature is almost always required, such as an Advanced (AES) or Qualified (QES) Electronic Signature. Relying on an SES in these contexts could render the contract void. Choosing the right tool always depends on a careful assessment of the risk and the relevant legal framework.

It's often tempting to think you can finalise a contract through an email exchange or by receiving a photo of a signed document. While these methods may have some minimal evidentiary value in certain cases, they are extremely weak and risky.

An on-screen signature managed by a professional platform, on the other hand, creates a strong and unique digital link between the signer, the document, and the moment of signing. Many people think sending a document via email or WhatsApp is a viable solution, but this approach is fraught with legal risks. To understand the differences in detail and why those methods aren't sufficient, we recommend reading our deep dive on Signing Documents Online: Why Email and WhatsApp Aren't Enough.