How electronic signatures work.
Signing a document online is quick, but there is real structure behind it. Here is what actually happens — from sending a document to the record that stands behind the signature.
The four steps of signing online
Every electronic signature follows the same simple path, whether it is a one-page form or a multi-party contract.
1. Prepare the document
The sender uploads a PDF (or a Word file, which is converted), then drops in signature, initial, date, and text fields where each person needs to act.
2. Send a secure link
Each recipient gets a private link by email. There is no account to create — they open it in any browser.
3. Review, consent, and sign
The signer reviews the document, agrees to sign electronically, and adds their signature by typing or drawing it. Their intent and consent are recorded.
4. Finalize and store
Once everyone signs, a finalized PDF is produced with a completion certificate and stored privately for the sender to download.
What makes a signature trustworthy
A signature is only as good as the record around it. These are the parts that matter.
- Intent — the signer chose to sign, not just opened a file
- Consent — the signer agreed to sign electronically
- Attribution — a timestamp, IP, and device tie the action to the signer
- Integrity — the content is hashed so later changes can be detected
- A completion certificate attached to the finished document
- Private, encrypted storage — no public links
Frequently asked questions
- What is an electronic signature?
- An electronic signature is a person’s intent to agree to a document, captured electronically. It can be a typed name, a drawn signature, or a click to accept — what makes it meaningful is the record of who did it, when, and with consent, not the appearance of the mark itself.
- How is that different from a scanned signature?
- A scanned or pasted image is just a picture; anyone could copy it and there is no record around it. A proper electronic signature is tied to a signing session that records the signer, the time, their consent, and a way to detect later changes to the document.
- What does the audit trail record?
- For each signer it records when the document was sent, opened, consented to, and signed, along with a timestamp, IP address, and device. The original content is hashed so any later change can be detected, and a completion certificate is added to the finished PDF.
- Is an electronic signature legally binding?
- In the United States, electronic signatures are generally enforceable under the ESIGN Act and UETA for most everyday agreements, provided the signer intended to sign and consented to do so electronically. Some documents are excluded or have special rules. This is general information, not legal advice.
- Do both people need special software?
- No. The sender uses Tarchos Sign to prepare and send the document. The signer just opens a secure link in a browser on any device — no account and nothing to install.
- What happens to the signed document?
- When everyone has signed, a finalized PDF is produced with the signatures placed and a completion certificate appended. It is stored privately in the sender’s workspace and available to download.
See it for yourself
Create a free workspace and send your first document to understand the flow end to end.