How to sign a document online: a guide for signers and senders

A phone, internet and a finger: about a minute and the document is signed. Step by step, how to sign on a phone or computer and how to send a document to one person, someone abroad or several people at once.

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Signing a document online in SignSafe means the sender sends a PDF for signature, and the recipient opens it in a browser, completes the fields and places a handwritten signature with a finger on the screen of a phone, tablet or computer. The recipient needs no account or app. Per a legal opinion it is a handwritten signature meeting the written form; when a qualified signature is needed, we can connect one.

What usually gets in the way

You receive a document and do not know how to sign it without a printer

You look for a scanner or a copy shop and the deadline slips. Often the matter just gets postponed.

You email a file and cannot be sure it arrived and was signed

The reply comes days later or never, and the signed scan can be illegible or incomplete.

Several people have to sign, in different places

The document travels from one to the next while you track the order and the complete set of signatures by hand.

What you get

4 steps

from opening the document to the signature

0 accounts

for the signer to create

1 view

of the status of all signatures for the sender

How it works

The sender prepares the document

They upload their own PDF (A4 portrait) and choose the signature places, or use a template with fields for the other party to complete. Then they give each signer’s email, first and last name, choose the order (everyone together or by the list) and confirm the send.

The signer opens the document

They click the link in the email. The document opens in the browser with a one-time code, no password and no account, or with the SignSafe account password if the person has one.

They fill in the fields and read the content

They read the document, tick the consent and enter first name, last name, PESEL (or, after ticking “Brak”, an identifier, for example for foreign nationals) and date.

They sign with a finger on the screen

They draw the signature in the field with a finger, or with a mouse or touchpad on a computer. They can clear it, cancel, or press “Sign”.

The sender receives the finished PDF

When everyone has signed, the signed document arrives in the sender’s email and is in their document list.

What you can do

Signing a document on a phone, tablet or computer
Sending a document to a person abroad
Collecting signatures from many people at once
Completing document fields before signing
Checking signature status in the document list (red, yellow, green dot)
Bulk signing of many documents at once

Who it is for

People who received a document to sign and want to sign it without printing
People sending contracts, consents and declarations who want signatures faster than by post
Companies working with people abroad or in another time zone
Teams collecting signatures from several people under one document

How to sign a document on a phone

Open the message with the link to the document and tap it. The document opens in the phone’s browser after you enter the one-time code from the email (no password). Read it, tick the consent, complete the fields (first name, last name, PESEL, date), then draw your signature with a finger in the field and press “Sign”. There is nothing to install and no registration.

Four ways to sign: (1) email and a one-time code, no password; (2) email and your own SignSafe account password; (3) on a device standing at a point of service, such as a workshop, a shop, a mechanic or a collection point, without logging in; (4) on a courier’s or delivery driver’s tablet. Someone with many documents selects them and signs in bulk, all at once.

No PESEL? Tick “Brak” and the field becomes “Identyfikator”, where you give another number, for example as a foreign national.

Tip: if the signature comes out too small or unclear, turn the phone sideways so the signature area is larger. More about the signature itself is on the handwritten e-signature page.

How to sign a document electronically on a computer

On a computer it works the same way: you open the link in a browser, fill in the fields and place the signature. A document can be completed and signed on a computer (you draw the signature with a mouse or touchpad) or on a phone; the sender gets the finished PDF when everyone has signed. If you prefer signing with a finger, you can open the same link on your phone. Filling in fields is covered on the fill in documents page.

How to send a document for signature to someone abroad

Signing does not depend on the country: a person abroad opens the same link in a browser and signs just as in Poland. Internet and a device with a browser are enough. We can offer the recipient interface in any language. It is also worth agreeing with them on the language of the document, and noting that, according to a legal opinion, a SignSafe handwritten signature meets the Polish written form but is not a qualified electronic signature, which we can connect in SignSafe when needed. If the law of the other side’s country or the nature of the act requires another form, check it beforehand with a lawyer. More: remote signature.

How to collect signatures from many people at once

The sender can choose one or many people at the same time, for example from the contact list. Each receives the document and signs in their own time, and in the document list you see a dot: red when nobody has signed, yellow when some have, green when all have. You can choose signing all together or in the order of the list, and manually resend the invitation to those who have not signed. The document must be a PDF in A4 portrait format. The sender’s side is described at send documents for signature.

Copy of the document and the observer role

When everyone has signed, the finished PDF goes to everyone: the sender and every signer. The sender can also add an observer, a person who does not sign or send the document but sees it and receives notifications (for example accounting, HR or a manager). If someone has not signed, the sender resends the invitation manually with the resend button for unsigned documents; there are no automatic reminders.

Security and legal basis

According to the legal opinion of Gałecki and Associates of 21 August 2023, a SignSafe signature is a handwritten signature and meets the written form (Art. 78 of the Civil Code); at the very least the declaration is valid in the documentary form (Art. 77² of the Civil Code). Opinions to download: <a href="/en/legal-security/">legal security</a>.

Signatures allow forensic comparative verification of handwriting (handwriting opinion of 2024); it is best to sign with a full, legible signature including first name and surname.

Service data is stored on servers in the European Union (OVH hosting).

It is not a qualified electronic signature. If a document requires one (the electronic form under Art. 78¹ of the Civil Code), we can connect it in SignSafe. SignSafe does not support notarial deeds.

Legal and handwriting-expert opinions

Pricing

One simple price: PLN 69 net a month

You pay for full access to the service, not for the number of documents. No yearly plan and no need to buy several accounts.

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69PLN

net / month

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They trust us

Companies from many industries use SignSafe: from staffing agencies and real estate to catering, transport and medical services.

Customer reviews

“SignSafe has significantly improved how we sign contracts with employees and clients. Because documents can be signed remotely, with no need to come to the office in person, recruitment and hiring have become more efficient and less time-consuming. The tool is fully compliant with legal regulations, which gives us confidence that all contracts are fully binding. It is an ideal solution for the temporary-work industry, where operational efficiency is crucial.”

Michel T.R2T — temporary employment agency

“With SignSafe we can sign real-estate brokerage agreements and reservation agreements with clients remotely, which speeds the process up considerably. Confirming terms with prospective buyers is quick and convenient, even with people abroad. It is one of the few tools that lets you sign a reservation agreement online, removing the need for in-person meetings.”

Dorota R.Property Gold — real-estate sales agent

“SignSafe has revolutionised how we manage documents in our restaurant. Suppliers can sign contracts and orders remotely, which greatly speeds up procurement. Employees easily accept schedules and regulations, and clients sign reservation and event agreements online, saving time and making things more convenient for everyone.”

Kamila F.Restauracja Mimosa — catering and restaurant business

Reviews are translated from Polish.

Frequently asked questions

How do I sign a document online?

Open the link to the document in a browser, complete the required fields, then sign with a finger on the screen in the marked spot and confirm the document. In SignSafe there is no account to create and no app to install; a one-time code from the email is enough.

How do I sign a document electronically on a phone?

Tap the link to the document on your phone, read it, complete the fields and sign with a finger on the screen. The document opens in the browser, so you need no app.

Can I sign a document from a computer?

Yes. A document can be completed and signed on a computer (signature drawn with a mouse or touchpad) or phone, and the sender gets the finished PDF when everyone has signed.

Can a document be signed abroad?

Yes. Signing does not depend on location, internet and a browser are enough. It is still worth checking whether a handwritten signature on a digital document is sufficient for the act in question.

Can several people sign the same document?

Yes. A document can be sent to many people at once, and the sender sees status in the document list. You can choose all together or in the order of the list.

How do I check whether someone has signed?

The sender sees a red, yellow or green (complete) dot in the document list and can search documents by keyword. When everyone has signed, the finished document arrives in their email.

Can every document be signed online this way?

No. SignSafe is not a qualified electronic signature, though according to a legal opinion it meets the written form. Its own handwritten signature does not replace the electronic form under Art. 78¹ of the Civil Code, but when a qualified signature is required, we can connect it in SignSafe. SignSafe does not support notarial deeds. For consents, many contracts and declarations it is a convenient method, but if in doubt check the form requirements.

How much does sending documents for signature cost?

The standard plan costs PLN 69 net per month, with full access and 1 GB for documents. A person who only signs a received document does not register.

What does the signature summary page contain?

SignSafe attaches a signature summary page (a signing record, in Polish and English) to the signed document. It holds a unique SignSafe certificate identifier, the document name and number, the date and time of sending and signing, the sender’s details (first name, last name, email) and, for each signer: first and last name, email, identification number in the system, IP address, the device used to sign (for example an iPhone), date and time of signing and the signing method. So it shows who signed, when and from which device. It complements the option of handwriting verification, but it is not legal advice or a guarantee of how a dispute ends.

Does a person who signs get their own copy of the signed PDF?

Yes. The finished, signed document goes to everyone: the sender and every signer.

Can I add a person who only sees the document?

Yes. An observer does not sign or send the document but sees it and receives notifications.

Updated: 2026-10-05

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