What is handwritten signature: differences with digital sign and how to create one

The handwritten signature is an element of authentication and acceptance that has accompanied mankind for centuries. In the digital era, the transformation of this traditional process to electronic formats has generated debate and opportunities. 

In this article, we will explore in depth what a handwritten signature is, its characteristics and differences compared to the digital handwritten signature. In addition, we will discuss its legal validity, uses, applications, advantages and disadvantages, and how to incorporate a handwritten signature in your documents through electronic signature applications.

What is a handwritten signature

The handwritten signature is the graphic and personal representation of a person when expressing consent or approval on a document. It is handwritten, usually on paper, and is the traditional means of authenticating agreements, contracts, wills and other legal documents.

It is a unique and personalized graphic trace (graph) that a person uses to authenticate documents, express consent or assume responsibilities among several parties. Its value lies in its individuality: each signature reflects distinctive characteristics of its author, such as pressure, inclination or speed when writing, something that the biometric advanced electronic signature uses.

Characteristics of handwritten signatures

Handwritten signatures have a number of defining characteristics:

• Unique and personal: Each signature is unique and reflects traits unique to the individual's handwriting. These features may include the slant of the letters, the pressure of the stroke and other individual details.
  
  
• Not easily replicated: Although forgery techniques exist, complexity and natural variability make it difficult to reproduce a signature accurately.
  
  
• Historical and legal validity: The handwritten signature has been accepted for centuries in the legal field as proof of consent and authenticity.
  
  
• Requires physical presence: Traditionally, signatures are made on paper documents, which implies the need to be physically present to validate the document.

This traditional method has been the basis of security in legal acts, but in the digital era, the need to speed up processes and globalization have driven the evolution towards methods such as e-signatures without sacrificing legal validity.

Digital handwritten signature: how it works

The digital handwritten signature is the transformation of the traditional process into an electronic format. This type of signature is used to authenticate documents in digital format, combining elements of the traditional signature with encryption, time stamping and verification technologies. Below we see how a digital handwritten signature is generated:

1. Signature capture: Using devices such as graphic tablets, smartphones or even by using a mouse on a computer, the image of the handwritten signature is captured. This process allows the signature to be digitized without losing the unique characteristics of handwriting.
   
   
2. Processing and storage: Once captured, the image is processed to improve resolution and converted into a digital file (e.g. PNG or JPG format). Some advanced solutions include the creation of a cryptographic hash that links the signature to the document.
   
   
3. Integration in documents: The digital signature can be inserted into PDF documents or other digital formats. Thanks to editing tools, the size and position of the signature in the document can be adjusted.
   
   
4. Verification and security: Electronic signature platforms use encryption and authentication methods to guarantee that the signature has not been altered. This ensures that the digital handwritten signature complies with legal standards.

This evolution has allowed administrative, legal and contracting processes to be more agile, without losing the rigor and reliability required today. In addition, the integration of digital signature systems has enhanced the possibility of creating handwritten signatures digitally, securely and quickly.

Legal validity of handwritten signatures

One of the main doubts that arise when talking about handwritten signatures is their legal validity. Both the traditional handwritten signature and its digital version have legal backing, as long as certain requirements and specific regulations are met in each jurisdiction.

In general terms, a handwritten signature is considered valid if it meets the following criteria:

• Consent and authenticity: The person signing must do so consciously and voluntarily.
  
  
• Document integrity: The signed document must not have been altered after signature.
  

Identification of the signer: It must be possible to link the signature to the person who signed it, which in the case of handwritten documents may require additional witnesses or identification documents. This is done by QTSP companies.

Digitized handwritten signature: also legally valid

The digitized handwritten signature is obtained by creating a handwritten signature with official digital means. Although in appearance it is similar to the traditional signature, its use in digital documents can generate certain controversies if it is not accompanied by adequate security mechanisms.

For a digitized handwritten signature to be legally valid, it is important that complementary measures are integrated:

• Digital certification: Digital certificates are often used to guarantee the authenticity of the document and the identity of the signatory.
  
  
• Metadata and time stamps: These elements allow tracking the date and time of the signature, which is crucial to verify that the document has not been tampered with.
  
  
• Integration in electronic signature platforms: By using specialized electronic signature services, security layers are added to certify that the signature is unique and corresponds to the original signer.

In many countries, current legislation recognizes the legal validity of digitized handwritten signatures, as long as they comply with established regulations such as eIDAS. This allows companies and individuals to carry out transactions and agreements digitally, without losing the trust and security offered by the traditional method.

Uses and applications of digital handwritten signature

The digital handwritten signature has become an essential tool in many areas, from business to personal. Its versatility and the reduction of time and costs in processes of all kinds make it ideal for various applications:

• Contracting and commercial agreements: Companies use digital signatures to streamline the signing of contracts and agreements, eliminating the need to print, sign and scan documents in industries such as banking along with KYC, telecommunications, energy, etc.
  
  
• Legal documentation: The validity of the digital signature allows legal documents, such as powers of attorney or lease contracts, to be signed electronically without losing legal rigor.
  
  
• Administrative procedures: From filing tax returns to applying for public services, digital signatures facilitate interaction with government agencies.
  
  
• Education and training: In educational institutions, digital signatures are used to authorize enrollment in courses, signing of certificates or acceptance of internal policies.
  
  
• Healthcare and medical services: Signature digitization enables clinics and hospitals to manage treatment authorization and informed consent signatures quickly and securely.

This tool not only simplifies processes, but also contributes to the reduction of paper use, in line with sustainability and administrative efficiency policies.

How to add a handwritten signature to a document with your e-signature application

Incorporating your handwritten signature in digital documents is a simple process that, by following a few basic steps, guarantees the authenticity and legality of your documents. Below is a step-by-step guide:

1. Select an electronic signature application:
   There are numerous platforms on the market, such as Tecalis Sign. Research and select the one that best suits your needs, considering factors such as security, compatibility and ease of use.
   
   
2. Register and set up your account:
   Once you have chosen the platform, proceed to create your account. During the registration process, you may be asked to verify your identity via email.
3. Configure security levels:
   Most e-signature applications offer additional options, such as integration of digital certificates, time stamps and two-factor authentication. Configure these options to ensure maximum document security.
4. Upload the document, adjust the signature field and send:
   Select the document in which you want to incorporate the signature. Use the editing tools to place the signature in the correct position, adjusting the size and orientation as needed.
   
5. Create or capture your handwritten signature:
   Draw your signature on screen. Use the signature tool integrated in the application to draw your signature directly on the device (tablet, smartphone or touchscreen computer).
   
6. Check and confirm the signature:
   Before finalizing the process, review the document to ensure that the signature is correctly positioned and that no other elements of the document have been altered. Once satisfied, proceed to confirm the signature.
   
7. Store and distribute the signed document:
   After signing, save a copy of the document in PDF format or in the format of your choice. Many platforms offer cloud storage, making it easy to access and distribute the signed document to the parties involved.
   
8. Verify authenticity in future queries:
   In case the validity of the document needs to be checked, make sure that the file contains metadata and security seals attesting to its authenticity. This is especially important in commercial transactions and legal proceedings.

Integration of handwritten signatures in business and legal environments

The digital transformation has driven the integration of handwritten signatures in the internal processes of organizations and in the relationship with customers and suppliers. Let's see how this integration manifests itself:

In the business sector

• Recruitment and human resources:
  Digital handwritten signatures are used for signing employment contracts, confidentiality agreements and onboarding forms. This streamlines document management and allows crucial processes to be performed remotely.
  
  
• Purchasing and sales processes:
  Validation of purchase orders and commercial agreements through digital signatures facilitates faster and more secure transactions. In addition, the automation of these processes reduces the possibility of administrative errors.
  

Internal document management:
Companies that handle large volumes of documents can choose to store files in digital format with integrated signatures, simplifying internal audits and verification of official documents.

In the legal field

• Notarial acts and wills:
  The digital handwritten signature, being backed by certificates and time stamps, is used to formalize notarial acts and other legal documents. This reduces the need for physical presence and speeds up bureaucratic processes.
  
  
• Administrative procedures:
  From the signing of forms to the approval of resolutions, the use of digital signatures in the public and private sector guarantees the authenticity and integrity of documents, complying with current legal regulations.
  

Implications for handwritten signatures and electronic signatures

The integration of handwritten signatures in electronic applications has generated a debate about their relationship with traditional electronic signatures. While the electronic signature is based on digital data and authentication methods, the digital handwritten signature provides a visual and personal component. Both can coexist and complement each other, offering a hybrid solution that reinforces security and trust in documents.

Technical and regulatory aspects

The validity and security of digital handwritten signatures are supported by various international and national regulations. Among them, the following stand out:

• eIDAS Regulation in the European Union:
  This regulation establishes the requirements for electronic signatures to be legally valid in all member countries. It includes provisions on digital certificates, authentication and time stamps, ensuring that both digitalized handwritten signatures and electronic signatures are secure and recognized.
  
• Local regulations:
  Many countries have adapted their laws to recognize the validity of digital signatures. It is essential that companies and professionals keep up to date with the current legislation in their jurisdiction to ensure that their digital processes comply with all legal regulations.
• Security standards:
  Digital signature platforms use encryption, authentication and auditing protocols that ensure the integrity of the signed document. These standards allow, in case of dispute, to prove the authenticity and the exact moment in which the signature was made.

Advantages and disadvantages

Like any technology, digital handwritten signatures have advantages and disadvantages that are worth knowing:

Advantages

• Agility and efficiency: Digitization eliminates intermediate steps, allowing documents to be signed in a matter of minutes, which is especially valuable in business environments.
  
  
• Cost reduction: By eliminating the need to print and file paper documents, operating costs are reduced and storage space is optimized.
  
  
• Security: Digital signature solutions employ encryption and authentication techniques that minimize the risk of forgery and tampering.
  
  
• Accessibility: Allows people located in different parts of the world to sign documents remotely, facilitating remote work and the globalization of processes.
  
  
• Sustainability: By reducing the use of paper, a more ecological and environmentally responsible management is promoted.
  

Inconveniences

• Technological dependence: Requires adequate devices and Internet connections for its implementation, which may represent a barrier in environments with limited resources.
  
  
• Learning curve: Some platforms may present an initial learning curve for users unfamiliar with digital tools.
  
  
• Cloud security: Although the platforms usually guarantee high security standards, the centralization of information in digital servers always entails a potential risk of cyber-attacks.
  

Cultural acceptance: In certain areas or regions, the traditional handwritten signature is still perceived as more "authentic", which may generate resistance to the change to digital.

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