How to Sign PDF Documents Electronically

Printing a document just to sign it, scan it, and email it back is a workflow from the past. Electronic signatures are faster, legally binding, and better for the environment.

Types of Electronic Signatures

Not all e-signatures are the same. Understanding the differences helps you choose the right approach:

Simple Electronic Signature (SES)

The most common type. Includes typed names, drawn signatures, or uploaded signature images placed on a document. Legally valid for most business contracts, HR documents, and everyday agreements in the US, EU, and most countries.

Advanced Electronic Signature (AES)

Linked to the signer through a unique authentication method (email verification, SMS code, or identity check). Provides a tamper-evident seal that detects any changes made after signing. Required for certain regulated industries.

Qualified Electronic Signature (QES)

The highest level, equivalent to a handwritten signature under EU eIDAS regulation. Requires identity verification through a trust service provider and a qualified certificate. Needed for specific legal and government transactions.

How to Sign a PDF (Step by Step)

Sign It Yourself

1. Open konomic.io/sign-request in your browser
2. Upload the PDF document you need to sign
3. Create your signature by drawing with your mouse, typing your name, or uploading an image
4. Click on the document where your signature should appear
5. Add the date and any other required fields (initials, checkboxes)
6. Download the signed PDF

Tip: Save your signature in the browser so you can reuse it across documents without redrawing each time.

Send for Others to Sign

1. Upload the document to Konomic
2. Add signers by entering their email addresses
3. Place signature fields on the document for each signer
4. Add optional fields like date, initials, text, or checkboxes
5. Send the signature request
6. Track progress as each signer completes their part

Each signer receives an email with a secure link to the document. They can sign from any device without creating an account. You receive a notification and the fully-signed document when everyone has completed their signature.

Legal Validity of E-Signatures

Electronic signatures are legally enforceable in most jurisdictions around the world:

• United States: The ESIGN Act (2000) and UETA give electronic signatures the same legal standing as handwritten ones for most transactions
• European Union: The eIDAS Regulation provides a framework recognizing all three levels of electronic signatures across all member states
• United Kingdom: The Electronic Communications Act 2000 recognizes electronic signatures as admissible evidence in legal proceedings
• Canada, Australia, Brazil: Each has national legislation recognizing the validity of electronic signatures for commercial and legal purposes

Exceptions exist for certain document types like wills, real estate deeds, and court orders, which may still require wet ink signatures depending on your jurisdiction.

Best Practices for E-Signatures

• Use a clear, consistent signature across all your documents for easy identification
• Always include the date next to your signature for a clear record
• Keep a copy of every signed document for your records
• Verify signer identity through email verification or SMS codes for important contracts
• Review the entire document before signing, not just the signature page
• Use a signing service with an audit trail that records who signed, when, and from what IP address

Frequently Asked Questions

Are electronic signatures legally binding?

Yes, in the vast majority of cases. The ESIGN Act in the US and eIDAS in the EU both recognize electronic signatures as legally equivalent to handwritten ones for most contracts and agreements.

Do signers need to create an account?

No. When you send a document for signature through Konomic, recipients receive a secure link and can sign directly in their browser without registration or downloads.

Can I sign on my phone?

Yes. The Konomic signing interface is fully responsive. You can draw your signature with your finger on a touchscreen, which often produces the most natural-looking result.

What is an audit trail?

An audit trail is a tamper-proof record attached to the signed document. It includes timestamps, email addresses, IP addresses, and browser information for each signer, providing evidence of who signed and when.

Can I set a signing order?

Yes. When sending a document to multiple signers, you can specify the order in which they should sign. Each signer receives their invitation only after the previous signer has completed their signature.

Is it free to send documents for signature?

Konomic offers free signature requests for basic use. For higher volumes, team management, and advanced features like custom branding and API access, paid plans are available.