eSign Electronic Seals

A company may apply an electronic seal on a contract before sending it out for signature, to certify the integrity and origin of important documents.

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1.1 million
documents processed per month
20,000
new signers per month
400,000
envelopes sent per month
1.1 million
documents processed per month
20,000
new signers per month
400,000
envelopes sent per month

eDIAS Approved Electronic Seals

Esign provides eDIAS regulated Electronic Seals, which were introduced as a solution for legal entities. They are recognised by the European Union and can be considered as an electronic signature for a business or an organisation. E-Seals certify the integrity and origin of documents. For example, a company may apply an electronic seal on a contract before sending it out for signature.

Certify the origin of payslips or contracts.

Digital Seals Explained

Electronic Seals can be applied on behalf of legal persons, such as organisations or institutions. For example, an organisation can use electronic seals to certify the origin of payslips or contracts. You can add electronic seals to your documents provided you are on the Business or Enterprise plan.

digital seals expalined

Address different use cases in Europe.

Electronic Seal vs. Electronic Signature

Even though they both rely on digital certificates, electronic seals and electronic signatures address different use cases in Europe, under the eIDAS regulation. An electronic signature can be used only by an individual to sign documents, such as contracts and applications.
However, electronic seals are used by (entities)—including organisations and governments—to show evidence of origin and integrity of documents.

With EU Advanced Electronic seals, a sender with the necessary user permissions, can add electronic seals to be applied to the document in the specified order in the workflow. An envelope can contain both electronic seals and electronic signatures if required.

electronic seals compared electronic signature

Used by the author of the document.

How to Add a Seal to a Document

To add an electronic seals to the content of your documents, you can add a visual representation of your electronic seal and place it at the desired location on your document.

Electronic seals can only be applied and used by the author of the document. The image of your digital seal can be uploaded from your account settings.

how to add electronic seal

Easy to use with eSign.

Drag and Drop

Once the image of your digital has been uploaded, you can then drag and drop the seal image placeholder onto the document preview page.

A seal can be applied when only the author is signing the document or in a co-sign flow.

drag drop electronic seal

Characterised by a digital certificate.

What Does an Electronic Seal Look Like?

Each electronic seal that is applied to a PDF document is characterised by a digital certificate. Its visual representation is the image which has been uploaded in the account settings.

Seals certificates are shown in its signature properties. When a user displays such a PDF document, one can notice the presence of the electronic seal by displaying the signature details.

eSign Electronic Seals

Testimonials

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Mid Devon District Council

“Using eSign has made our tenancy completion processes so simple. You don’t have to be technically savvy to be able to use the platform and it doesn’t draw on any other ICT resources. Our tenancy agreements and documents are signed within minutes and we’ve even had tenants’ comment on how easy it is to use as a signer which is fantastic.”

Lisa Harber | Team Leader 
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University of Oxford

“The University of Oxford have appointed eSign UK Ltd. as their preferred electronic signature platform. eSign quickly guided departments on the most cost-effective and efficient route offered, providing continued support to ensure contracts were completed and deadlines met.”

Purchasing Department | End User
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Paratus Law

“The law supports the use of electronic signatures, and eSign is an essential tool for any business wishing to enhance customer experience and accelerate revenue. Esign is incredibly user-friendly, and using it has been a very positive experience both for me and for my clients.”

Simon Arthur | Owner
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Beyondly

“eSign has transformed our operations at Beyondly. Integrating eSign into our systems was relatively straight forward and has massively improved customer and team experience. As a Bcorp organisation we place high value on our environmental impact and since inception, eSign has represented a 31.46kg saving of CO2 entering the atmosphere.”

Emily Rice | Operations Manager
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National Clinical Homecare Association

“The tools are very easy to set up and intuitive to use. When we encountered issues, the eSign team was agile enough to respond, usually on the same day. The copy template feature has made setup with new customers much easier.”

National Clinical Homecare Provider | End User
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Slater Heelis Solicitors

“eSign is an invaluable tool that assists us in keeping track of our legal matters. It gives us full control of the document journey and has greatly improved signature capture and document turnaround times.”

Slater Heelis Solicitors | End User
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Morgan Ash

“Working in the regulated financial and medical markets we need a quick secure and economical signature process. eSign gives us all of these.”

Andrew Gething | Managing Director
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Blue I Properties

“Can’t recommend esign enough. It is quicker, easier and cheaper to use than many of their competitors.  The detailed Document History provides useful evidence and proof of when your document was created and signed.  Their team members are extremely knowledgeable of the systems, friendly and professional.  All in all, an amazing product at a very competitive price.”

Debbie Collins | Lettings Administrator
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Government Property Agency

“One thing which sets eSign apart is their flexible signature packages, allowing flexibility in both pricing and usage to provide the best solution for the organisation. The GPA has been very well looked after by our eSign account manager and we look forward to continuing our relationship with them.”

Government Property Agency | End User
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10-100

“The solution was simple to use, has a great management portal, and the price met our expectations. We now use the product for our own internal use and have recommended and deployed it into our customers when we get requests for signature solutions. eSign’s ongoing support is excellent, and they are continuously improving and developing their solution.”

Paul Visagie | IT Consultant
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Cambridgeshire County Council

“eSign has brought both time and efficiency benefits to our department since we started using the platform two years ago. It is easy to use and they have useful training videos available which have been helpful for training our team on how to use the platform and its features.”

Wendy Ballard | End User
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Churchill Support Services

“Using eSign has significantly reduced the time it takes to send and receive contracts which means we close deals quicker. I especially like how you can redirect and edit documents without creating new envelopes and keep track of which contracts are pending signature as an admin. As an environmentally friendly business, it’s helpful to see how much carbon we are saving with the carbon counter. I would definitely recommend eSign to a business who is looking to close deals faster.”

Katie Butcher | Client Relationship Manager
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University of Salford

“We use eSign at the University of Salford to issue copyright declaration forms when supplying copies of material to users of our archives. We used to issue the forms as attachments to emails, but users found it difficult to sign and return the forms, especially if they didn’t have a printer. Sending the forms using eSign has made it much easier and quicker for our users to sign and return the forms. From our end it is simple and straightforward to issue the forms via eSign and we get a notification when they have been completed.”

End User | University of Salford
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Polden Bower

“We are a group of three schools operating across six sites supported by a Central Team, so we’re looking for an electronic approval solution that would bring about significant efficiency, both in time and cost. We wanted a user-friendly system that would comply with finance policy, manifest maximum engagement from all Signatories, and had the capability to offer more as we grow as an organisation.  eSign fits the bill on all fronts for us from affordability, cost savings, accessibility and functionality perspectives, right through to tried and trusted customer service, support and data security.  We spent our first year on the Business Plan to embed this new way of working into our processes and we are now ready to roll out eSign access to other Central departments as we upgrade to the Enterprise subscription.  The user guides, chat facility, training offer and support provided by eSign is all really helpful and the team are always responsive when we get in touch.  It’s also reassuring that the Data Centres are in the UK and are managed by eSign.”  

Alison Sanders | Executive Finance Officer
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Boon Brokers

“E-Sign has significantly helped our operations at Boon Brokers. Previously, clients had to manually print, sign, and scan documentation back to us. With the help of E-Sign’s API, we have managed to integrate the system into our software. This now enables all clients to easily E-Sign our fact-finds within a matter of clicks via e-mail. This has significantly improved the efficiency of our business. Thank you, E-Sign.”

Gerard Boon | Managing Director, Boon Brokers
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Thula

“We are very proud and thrilled to be working with the eSign team, creating a truly digital and revolutionising management tool for controlled drugs in a post-pandemic world. The benefits to the clinical and pharmacy teams are huge and drives greater legislative and regulatory confidence and safer and efficient patient care.”

Adele McAllister | Manager

Business Benefits

Digital Signature Certificate
Authenticity & Integrity

E-Seals offer peace of mind that your documents are authentic. Once the documents are sealed, the document cannot be tampered with, protecting both your signers and your business.

Increased Efficiency
Keep Documents Digital

Using a digital seal means you can keep your documents digital, which eliminates the need to use paper-based processes and having increased security over your important documents.

Faster Document Turnaround
Streamline & Save Time

Adopting a digital seal allows you to streamline your processes and save time on administration. Eliminate unnecessary steps from your workflow and benefit from increased productivity and efficiency.

Environmentally Sustainable
Reduce Paper Consumption

By eliminating paper usage across your business, reduce spending on paper, stationary, and document storage and reduce the paper wase and carbon footprint your business generates.

eSign Security
Prepare for a Digital Future

Adopting a digital seal allows you to move away from paper and embrace a digital future. Stay ahead of your competitors in key areas; productivity, profitability, customer experience and employee satisfaction.

Advanced Audit Tracking
Advanced Audit Trail

Track and record your document transaction at every stage, with an easily retrievable, advanced audit trail for every signed document.

Technical Checklist

  •  Signers receive a one-time passcode via SMS that must be entered before opening the documents
  •  All signed documents are supported by a digital signature certificate
  •  Scan a unique QR code for automatic accesses to the signature verification page
  •  Ensure high standards of security and compliance with a full audit trail
  •  A unique digital fingerprint is generated with each new signature
  •  For additional security and verification, IP addresses are recorded
  •  Ensure real time ID verification with eSign iD Checker

Case Studies

National Clinical Homecare Association Case Study
National Clinical Homecare Association

The healthcare industry clearly recognised the need to adopt a digital approach to prescription processing, giving operational advantages, regulatory compliance and improvements to patient safety.

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Mid Devon Case Study
Mid Devon District Council

There has been significant time and cost savings on the sign-up process for new tenants as there is no longer a requirement for officers or tenants to travel to meet in a location to sign the agreement. 

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Law Firm Case Study
Legal Industry

eSign provides cost-effective solutions to digitally process key legal documents, such as contracts, agreements and policy documents, enhancing customer satisfaction and increasing your brand reputation.

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Enhance document processing speed, competitiveness, ensure higher compliance, and elevate contract review processes through the adoption of a digital document management solution.

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Furnish your Life Sciences company with a digital document platform that enables a seamless agreement process.

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eSign offers complete digital document solutions for logistics, powering your business forward with streamlined processes, efficient transactions, and cost-effective services.

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Frequently Asked Questions

What are Electronic Seals?

Electronic Seals provide a means to certify the authenticity and source of documents. A typical scenario involves a company affixing an electronic seal onto a contract prior to sending it for signing.

Are Electronic Seals Legally Recognised?

Electronic Seals were introduced as a solution for legal entities, allowing them to protect the authenticity and integrity of electronic documents and data. An Electronic Signature is based on the same technology as an Electronic Signature and also can be Advanced and Qualified.

The eIDAS regulation states that a Qualified Electronic Seal shall enjoy the presumption of integrity of all data and of correctness of the origin of that data to which the Qualified Electronic Seal is linked. 

Is an Electronic Seal valid?

An electronic seal serves a valuable purpose in preserving the integrity of documents sent by a legal entity. However, it’s important to note that an electronic seal does not replace the need for electronic signatures. Instead, its primary function is to ensure authenticity, providing recipients with confidence that they have received the original, unaltered document.

Distinguishing Electronic Signatures from Seals

While an electronic seal and an electronic signature are technically similar, there is a notable distinction between the two. An electronic signature can be linked to either a natural person or a legal person/entity, whereas an electronic seal is exclusively associated with a legal person/entity. This difference highlights that electronic signatures have broader applicability, whereas seals are specifically tied to legal entities

What are the Use Cases of Electronic Seals?

Electronic seals have several practical applications, such as:

  1. Ensuring Data Integrity
  2. Sealing Automated Documents
  3. Confirming Automated Processes
  4. Securing Legal and Contractual Documents
  5. Maintaining Regulatory Compliance

These are just a few examples of how electronic seals are applied to protect the authenticity, integrity, and security of various types of documents and transactions.

Can an Electronic Seal Replace a Signature?

While an electronic seal shares similar mechanisms with an electronic signature, it differs in its purpose and implications. An electronic seal does not signify a commitment or engagement from the signatory regarding the document’s content, but rather focuses on ensuring the authenticity and origin of the data.

Here’s a breakdown of the distinction:

  1. Signature Commitment: A signature implies that the signatory has reviewed and agrees to the content of the document. It represents a personal endorsement and acceptance of the terms or information stated within the document.
  2. Seal Authentication: An electronic seal primarily serves to authenticate the integrity and origin of the data in the document. It assures the recipient that the document has not been tampered with and originates from the intended source.

While both electronic seals and signatures have their roles, it’s important to understand that using an electronic seal alone may not convey the same level of commitment or acceptance as a signature. If the document requires the explicit agreement or endorsement of the signatory, it is advisable to incorporate an electronic signature to signify consent and engagement.

Ultimately, the choice between using an electronic seal or signature depends on the specific requirements of the document and the desired level of commitment from the signatory.

Is the E-Seal Applied to Every Document in an Envelope?

With eSign, the electronic seal is only applied to the document that you have applied it too. Therefore, if you send 5 documents in an envelope, you only have to apply the e-seal to the document that requires it.

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