What remains after sending and signing when someone says they never received the contract

A dispute over whether a contract was sent and who signed it usually starts with a lack of traces. SignSafe leaves them in the system: the status, a signing record, a signed PDF in your account and a signature that can be examined by a handwriting expert. The outcome is decided by law and the court.

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Proof of sending and signing in SignSafe is the set of traces left after a document workflow: a status in the account, a signing record with dates, signer details, IP address and device, the signed PDF, and a handwritten signature that can be examined by a handwriting expert. It documents what happened; it does not guarantee winning a dispute.

When a client says “I never received it” and you say “I sent it”, what counts is what you can show. Below we describe exactly what SignSafe records and attaches to a document, and what it does not promise.

What you gain

Instead of relying on memory and inboxes, you have a record of the process in one place. It makes the matter easier to explain, but it does not decide the outcome.

A record of the process

The signing record shows when the document was sent and when and by whom it was signed.

Signer details

For each person there is a name, email, IP address and the device used to sign.

A signature to examine

A handwritten signature allows forensic comparative examination of handwriting.

A finished PDF

The signed document is in your account, and the sender and each signer receive a copy.

What usually gets in the way

A client says they never received the contract, and you say you sent it

When everything rests on an email and one word against another, it is hard to show anything beyond your own account of events.

A scan of the contract does not say who signed it, when or from where

A photo of a signed sheet carries no information about the process. Looking for further traces after the fact takes time.

Several file versions in circulation and no single signed copy

When everyone has a different attachment, it is hard to say which document was actually signed.

What you get

Signing record

a page with sending and signing data attached to the signed PDF

Every signer

name, email, IP address, device, date and time of signing

Verification

a signature that can be examined by a handwriting expert, with an opinion to download

How it works

Send the document from your account

The document reaches signers by email, and you see its status on the document list. Before sending, SignSafe asks you to confirm that you want to send it.

The signer places a signature

They open the document, tick the consent and sign by hand with a finger on the screen, or with a mouse or trackpad on a computer.

SignSafe attaches a signing record

A bilingual (PL and EN) summary page with sending and signing data is added to the signed document.

The finished PDF goes to everyone

When all signatures are in, the sender and every signer receive the signed PDF. The document is also in your account.

In a dispute you can turn to verification

Signatures from SignSafe allow forensic comparative examination of handwriting. The handwriting expert’s opinion can be downloaded on the legal security page.

What you can do

Showing when a document was sent and when it was signed
Checking who signed, from which IP address and which device
Pointing to one signed PDF instead of several versions in emails
Passing a copy of the signed document to the other party
Preparing material for a comparative examination of a signature
Adding an observer who sees the document and receives notifications

Who it is for

People who send contracts to clients and want a trace of sending and signing
Companies that sometimes face disputes over whether a document reached the recipient
Sales and customer service teams that need confirmation held on the system side
People who want to add further evidential elements to a signature

What exactly the signing record contains

SignSafe attaches a signing record to the signed document: a bilingual (PL/EN) summary page. On it you will find:

the document name and number,
the date and time of sending and of signing,
a unique SignSafe certificate identifier,
the sender’s details: name and email,
for each signer: name, email, an identification number in the system, IP address, the device used to sign (for example an iPhone), the date and time of signing and the signing method.

The record does not include geolocation or biometric data such as pen pressure. It shows who signed, when and from which device.

A client says they never got the contract: where do I order a legally valid, eIDAS-compliant signature?

SignSafe is not an electronic signature within the meaning of the eIDAS regulation and we do not claim it is compliant with it. According to the legal opinion of the law firm Gałecki and Associates of 21 August 2023, a signature in SignSafe is a handwritten signature, eIDAS standards do not apply to it, and in its effects it is equivalent to a qualified electronic signature, since both preserve written form. This is a summary, not legal advice.

On top of that comes what SignSafe documents: the sending status, the signing record, the signed PDF and a signature that can be examined by a handwriting expert. Where a qualified electronic signature is required in a given matter, we can connect one in SignSafe. The full description is on the legal security page.

Handwriting verification: what is possible and what is not

The handwriting expert opinion of Pracownia Grafologiczna of 29 August 2024 states that signatures from SignSafe allow forensic comparative examination of handwriting. It ends in non-categorical indicative conclusions and in non-categorical and categorical elimination conclusions, which a court assesses freely like any evidence.

The expert notes a limitation: certain motor features, such as pressure or tempo, cannot be verified. The expert recommends full, legible signatures with a first name and surname. So we speak not of a guarantee of authenticity but of the possibility of comparative verification. A related topic: handwritten e-signature.

How to set up the process so it leaves as many traces as possible

Send documents from your account rather than as email attachments, so each contract has a status and a signing record. Watch the document list: the colour of the dot tells you whether someone or everyone has signed. When someone has not signed, you re-send the invitation yourself with “Resend to those who have not signed”, because there are no automatic reminders.

You will find more about statuses and notifications in a separate description, and about sending itself in submitting a document for signature.

Security and legal basis

Documents and signers’ data are stored on servers in the European Union (OVH hosting).

A signature in SignSafe is a handwritten signature and, according to the legal opinion of the law firm Gałecki and Associates of 21 August 2023, meets the written form requirement. This is a summary of an opinion, not legal advice.

The signing record documents how the signing went, but it does not guarantee how a court will assess it. Evidence is assessed freely by the court.

Legal and handwriting-expert opinions

Legal and handwriting-expert opinions to download

Gałecki and Associates, legal adviser Tomasz Gałecki · 21 August 2023

Legal nature of a signature placed by hand on the touch screen of an electronic device

A signature placed in SignSafe is a handwritten signature, and a declaration of intent signed in the app meets the requirements of written form. If the signature did not qualify as handwritten, the declaration is still valid in documentary form. In legal effect it is equivalent to a qualified electronic signature: both preserve written form.

Download the opinion (PDF)

Pracownia Grafologiczna, forensic document and handwriting examiner · 29 August 2024

Feasibility of comparative examination of handwriting produced with SignSafe

Signatures placed in SignSafe allow forensic comparative handwriting examination, ending in non-categorical (typifying) conclusions and in both non-categorical and categorical elimination conclusions. As with any evidence, these are subject to free evaluation. Limitation: certain motor features (such as pressure and tempo) cannot be verified. The expert recommends full-form, legible signatures with first name and surname.

Download the opinion (PDF)

The opinions are in Polish. Summaries are a translation of their conclusions, not a legal opinion.

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

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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

What does SignSafe keep as proof that I sent a document and it was signed?

It keeps a status in your account, a signing record attached to the PDF and the signed document. The record contains the dates and times of sending and signing, the details of the sender and signers, the IP address and the device. It documents the process, and a court always assesses it.

A client says they never got the contract. Will SignSafe settle it?

We cannot promise to settle a dispute. SignSafe gives you a record: when the document was sent, who signed it, from which IP address and device, and when. That can help clarify the matter, but the outcome is decided by law and the court.

Is a signature in SignSafe eIDAS-compliant?

We do not claim that. According to the legal opinion of Gałecki and Associates of 21 August 2023, a signature in SignSafe is handwritten and eIDAS does not apply to it, while in its effects it is equivalent to a qualified electronic signature, since both preserve written form. This is a summary of an opinion, not legal advice.

Is a signature in SignSafe a qualified signature?

No. A handwritten signature in SignSafe is not a qualified signature. Where a qualified electronic signature is required, we can connect one in SignSafe as a separate feature. A notarial deed remains out of scope.

What exactly does the signing record contain?

It is a bilingual (PL/EN) summary page attached to the signed document. It contains the document name and number, dates and times of sending and signing, a unique certificate identifier, the sender’s details and the details of every signer, including IP address, device and signing method. It has no geolocation and no signature pressure.

Can a signature made in SignSafe be verified by a handwriting expert?

Yes. According to the opinion of Pracownia Grafologiczna of 29 August 2024, signatures from SignSafe allow forensic comparative examination of handwriting. Conclusions are assessed freely like any evidence, and features such as pressure or tempo cannot be examined. You can download the opinion on the legal security page.

Where is the signed document after signing is finished?

In the sender’s account, on the document list. When everyone has signed, the sender and every signer also receive the signed PDF by email. We do not delete documents automatically.

Can I see whether a recipient has already signed?

Yes. The document list shows the status in real time: a red dot means no signatures, yellow some signatures, green all of them. There are no automatic reminders, but you can manually re-send the invitation to people who have not signed.

Updated: 2026-10-05

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