What kind of documents can be signed with an electronic signature?

Do you want to maintain the good economic health of your company and optimise your resources? Entrepreneurs are increasingly aware that improving the economy of their company requires the digital transformation of the business. A business website or several social media profiles alone is not enough for a fundamental organisational culture. In this respect, the electronic signature of documents has become an essential element, as the electronic signature has seen over 600% growth between December 2019 and December 2020, according to Click & Sign records

Despite the increase in the use of the electronic form, doubts still arise as to the documents signed with an electronic signature. In this post, we tell you all the details.

Documents that can be signed with an electronic signature

Signing a document has never been this easy: without the need to travel, car use, gas consumption, and printer ink usage

The electronic signature only needs a few clicks, and the document will be signed in seconds. These are the documents that can be signed:

– Sales or purchasing department. In the sales department, many documents are used that can be signed electronically, for example, purchase orders to acquire products or services from external suppliers, contracts for the sale of products or services to customers, invoices, which can also be made and signed from electronic form, merchandise receipts or delivery notes, offers of products and services to clients and estimates, among others.

Human resources department. This department controls the company’s entire staff, so you can use the electronic signature to sign documents such as employment contracts, confidentiality agreements, job offers, payroll, payroll receipts, letters of final warning, and outright dismissal and holiday requests, among others.

Financial department. The financial department is one of the pillars of companies, and achieving agility is essential. In this sense, you can use the electronic signature for documents such as payment orders, contracts for lines of credit or financing, invoices, letters to banks, employees, customers or suppliers, among others.

Legal department. Most legal documents require a signature, such as data protection, confidentiality, letters of claim for unpaid invoices, demands, contracts, and commercial documents (minutes, agreements, etc.).

– Marketing department. Contracts with suppliers, agreements with other companies, communications, estimates and offers are usually signed, among other documents. All of them can be signed with an electronic signature.

Technical department. A department that needs, for example, to change from time to time both software and hardware. These are significant investments that require the authorisation of the company management, and to manage this authorisation, the electronic signature expedites the process.

General Management Department. The company directors sign documents daily, e.g. employment contracts, payment authorisations, contracts with suppliers, rental contracts for offices or warehouses, etc. All these documents can be signed with an electronic signature.

Banking companies. Banks can use the electronic signature to open a digital bank account, sign loans, mortgages, credit or debit card contracts, etc.

Real estate agencies. In real estate agencies, many documents are signed both internally and in the operations carried out with clients; therefore, the financial or human resources departments sign the documents that we have detailed with the electronic signature, and the agency may also make available to its clients, so that they can sign with an electronic signature: rental contracts for premises, warehouses, offices or homes, contracts for the sale of all types of real estate, deposit contract, purchase option, etc.

Is an electronic signature legally enforceable?

The electronic signature of documents is fully valid in many countries. At a European level, it is recognised by the eIDAS Regulation, which establishes three types of electronic signature (simple, advanced and qualified) and regulates the requirements it must meet to provide security in transactions.

As seen above, the electronic signature of documents could be the key for your company to change how things for the better so that processes are updated and streamlined, procedures are simplified, and the time invested in each procedure is reduced.

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