5 Benefits of Implementing E-Signatures in Your Onboarding Process

One of the most important tasks for any Human Resources department is to hire qualified candidates quickly and efficiently. As technology advances, so does the hiring process. One of the best tools for streamlining this process is e-signatures (or electronic signatures). Here's why you should consider using them in your hiring process.

What is an E-Signature?

An e-signature is simply an electronic form of signing documents. It can be used to authenticate and legally bind documents that would otherwise require a handwritten signature. This eliminates the need to print, scan, or fax contracts and other documents; instead, they can be signed electronically with just a few clicks. Not only does this save time and money, but it also improves security by eliminating paper trails and reducing document fraud.

Is an E-Signature Legally Binding?

Yes, e-signatures are an increasingly common form of legally binding document, defined and protected by the Electronic Signatures in Global and National Commerce Act (or E-Sign Act). E-signatures are recognized as valid signatures under the law, meaning they can be relied upon for their legal effects just as much as a written signature on paper.

E-signatures are admissible evidence in court and can be used to prove consent, contract enforcement, provide access to online accounts, or verify the identity of a person entering an agreement. The answer is clear; e-signatures do hold up in court without fail.

Why Should I Use E-Signatures in My Hiring Process?

E-signatures are quickly becoming the standard for HR departments across the globe because they are fast, secure, cost-effective, and legally binding. Here are some specific benefits that come from using e-signatures in your hiring process:  

1.  Improved Efficiency

By cutting out manual paperwork steps such as printing, scanning, faxing, or mailing contracts and offers letters, you can shave days off your onboarding process and get new hires up and running faster than ever.

2.  Increased Security

Electronic signatures use encryption technology to protect sensitive data from unauthorized access or tampering. Additionally, all documents signed digitally are stored securely in one place, making them easier to access if needed later.  

3.  Reduced Costs

By eliminating manual paperwork, you can save money on paper costs and postage fees associated with sending out physical documents via mail or courier service.

4.  Legal Protection

Digital signatures provide legal protection because they create an audit trail that proves each document was signed by its intended recipient with their consent. This trail prevents any issues related to fraudulent signatures or contracts being altered after signing.  

5.  Improved Compliance

By leveraging electronic signatures, you can track every step of your onboarding process, making it easier to ensure compliance with local laws and regulations regarding employee onboarding procedures and paperwork filing requirements. 

What about digital signatures – are they the same thing? 

Electronic signatures and digital signatures have become popular tools for completing this task without needing physical signatures. But what exactly is the difference between e-signatures and digital signatures?

A digital signature is much more secure than an e-signature because it uses cryptography (the science of writing in secret code) to validate the sender's identity and the authenticity of a document. A digital signature includes information about who signed the document and when it was signed, making it possible to identify specific documents.

This ensures that documents are unaltered after signing and provides added security because only you can access your private encryption key used to create the signature. Digital signatures also use time-stamping technology which records when each party signs electronically so there is no dispute over who signed first or last.  

E-signatures and digital signatures add authenticity and integrity to documents; however, they do so differently. While both options are secure, digital signatures are more secure because they use encryption technology, making them difficult to forge or tamper with easily. Ultimately, understanding the difference between these two types of signatures can help ensure that all your agreements are completed safely and securely within your organization.


Using e-signatures in your hiring process has many potential benefits, including increased efficiency, improved security & reduced costs, and legal & compliance protection for your company & employees. If you haven't already started taking advantage of this valuable tool, then now may be the time to start!

Implementing e-signatures into your onboarding process will allow you to streamline operations while providing added protection for everyone involved in the hiring process - from applicants to HR directors! You'll quickly see how beneficial this tool can be for saving money and resources while ensuring accuracy throughout every step. Ultimately, this will lead to a faster, more organized, and more secure onboarding experience for your hiring teams and new hires. Now that sounds like a win-win!