When someone searches for how to create an electronic signature, they usually mean one of two things: to make themselves a signature appearance to use on documents, or to sign a contract with another party in a way that carries weight. The first is very easy and takes no more than a minute, but on its own it protects no one. The second is what really matters to companies and individuals, because an electronically signed contract must stand up on the day of the dispute, not look good on the day of signing.
In this guide we explain the whole process: how to make your signature, how to prepare the contract, how to choose the right verification method, how to send it to the parties, and what to keep after signing. For each step we explain why it matters, how to carry it out correctly, the common mistake and a practical example, then a checklist and frequently asked questions at the end.
Step one: making the signature appearance
Why it matters: The appearance is what the other party sees in the contract, and it is part of the professional impression. But the more important point is to understand from the start that the appearance is not the source of legal strength; it is a front for the verification process that runs behind it.
The available methods:
| Method | How it is done | Notes |
|---|---|---|
| Drawing | With a finger on the phone, a mouse or an electronic pen | Closest to a handwritten signature; needs care |
| Typing the name | You type your name and it is displayed in a handwriting-like font | Clear and consistent across all contracts |
| Uploading an image | You photograph your signature on a white sheet and upload it | Needs a clean background and good lighting |
| Token | A digital signature with a certificate from a licensed certification provider | Does not depend on appearance but on the certificate |
How to make it correctly: Draw your signature slowly and in enough space, try it two or three times until it resembles your usual signature, then save it for later use. If you sign in the name of a company, also prepare the company's electronic seal to appear next to your signature.
The common mistake: Drawing a different signature in each contract, so that when compared it looks as if different people signed. Consistency makes review easier and reduces doubt.
Example: The owner of an online shop used to draw her signature from her phone each time, and the signatures came out varying. When she saved one clear signature, all her supplier contracts came out in the same form, and her accountant found them easy to review.
Step two: preparing the contract for electronic signature
Why it matters: A contract written for paper may not suit electronic signature as it is. It needs an acknowledgement of electronic dealing, clear signing positions, and details that identify the parties precisely.
How to prepare it:
- Write the parties' full names as in identity documents or the commercial register.
- State the capacity of each signatory if he signs for a company.
- Add a clause in which the parties acknowledge accepting electronic signature.
- Delete phrases such as "Drawn up in two copies, one held by each party" and replace them with wording suited to the electronic copy.
- Turn recurring contracts into templates with fillable fields.
The replacement clause for copies can be worded like this:
This Contract has been drawn up electronically and signed by both Parties by electronic means. The signed electronic copy is deemed an original for each of them, and each Party shall receive a copy of it together with the record of the signing evidence.
The common mistake: Uploading a scanned paper contract for signing. Scanned text is an image that cannot be searched, it may be skewed or unclear, and it is hard for the other party to read from a phone.
Example: A training company turned its course enrolment contract into a template with fields for name, national ID number, course name and start date. The employee now fills in the fields and sends the contract in a minute instead of writing it from scratch.
Step three: choosing the method of verifying the signatory
Why it matters: This step is what turns a signature from a form into evidence. Egyptian Law No. 15 of 2004 ties evidentiary force to the signature being linked to the signatory alone and to his control over its means, and verification is what proves that.
| Verification level | How it works | Suits |
|---|---|---|
| Code by email | A six-digit code reaches the signatory's email and he enters it before signing | Everyday contracts with known parties |
| Code by WhatsApp | The code reaches the signatory's number on WhatsApp | Parties who use the phone more than email |
| Attaching ID | The signatory uploads an image of his identity document | Employment and lease contracts |
| Identity verification | Matching the signatory's face to an official document through a specialised provider | Sensitive contracts and unknown parties |
| Token | A digital signature with a certificate from a licensed provider | High-value or conditional transactions |
How to choose: Start by asking about the value of the contract and the likelihood of denial. On the Wthaiq platform you can choose the level for each contract: a code by email or WhatsApp, attaching ID, identity verification through a specialised external provider, or signing with a token, and the chosen level is recorded in the evidence record.
The common mistake: Choosing the highest level for all contracts, so the parties struggle and signing is delayed. Or choosing the lowest level for a large contract, leaving the evidence weak.
Example: A consumer finance company uses the code by WhatsApp for small instalment contracts, and identity verification for financing contracts above a certain limit, balancing speed with security.
Step four: sending the contract to the parties
Why it matters: Sending is the moment the contract leaves your hands. Any error in the details or the order here is hard to put right after one of the parties has signed.
- Enter each party's details: full name, and email or phone number with the country code.
- Set the party type: individual or company.
- Place the signature fields in their positions.
- Set the signing order if it matters.
- Choose the sending channel: email, WhatsApp or both.
- Set a reminder date for anyone who has not signed.
- Review the sending summary, then send.
The common mistake: Sending the contract to several parties at once without an order, so the manager signs before legal has reviewed it, or the client signs before the finance officer has approved the prices.
Example: A company sets a fixed order for supplier contracts: the supplier first, then the procurement manager, then the finance director. The contract does not reach the finance director until the two before him have signed, so he sees the contract complete and signs with confidence.
Step five: the signatory's experience
Why it matters: If the experience is confusing, signing is delayed or the other party gives up. A clear experience also protects the value of the evidence, because it shows that the signatory read the contract and agreed to the declarations.
What the signatory usually goes through: He opens the link and sees the sender's name and the contract name, then agrees to the declarations, then reads the contract to the end, then verifies his identity in the required way, then fills in his details and signs, then enters the verification code. After completion he receives a copy and a verification link.
The common mistake: Not telling the other party in advance that a link is coming, so he takes it for a scam message and ignores it.
Example: Before sending annual renewal contracts, a company sends its customers a short message: "A link will reach you today to sign your renewal contract from our approved signing platform." The signing rate on the first day rose noticeably.
Step six: keeping the evidence after signing
Why it matters: All of the above is worth nothing if the evidence is not kept. On the day of the dispute you will need to prove who signed and when, and that the contract did not change.
- Document fingerprint: Reveals any alteration, even of a single character.
- Trusted timestamp: Proves the time of signing from an independent party.
- Audit log: Records every event with its time.
- Evidence record: A file that gathers the above and is presented in a dispute.
- Public verification page: Lets any party confirm the contract.
On the Wthaiq platform the record is sealed at the moment signing is complete, and you can download it with the final copy from the contract page, and the other party can save the evidence file from the signing-complete screen itself.
The common mistake: Relying on the platform to keep everything without downloading a copy into the company's archive.
Step seven: signing in the name of a company
Why it matters: When a person signs a contract for his company, what is wanted is that the company be bound, not the person. If nothing in the contract shows this, the company may later argue that it is not a party, or the signatory may be held personally liable. This is more sensitive with electronic signature, because the link reaches a particular person's email, so it must be clear that he signs in his capacity.
How to do it correctly: State in the contract the company's name as in the commercial register, the register number, the signatory's name and capacity, and the instrument of his authority if he is not the legal representative. When sending, choose that the party is a company, not an individual, so the company's details are requested on the signing page. Add the company's electronic seal next to the personal signature if the other side asks for it. It is also useful for the company's own account to be verified with the platform, so a mark appears to the signatories showing that the sending party is verified.
The common mistake: An unauthorised employee signs because he is the one who follows the contract daily, so the obligation becomes disputed if the company denies his authority. Or the company seal is used without a specific person's signature, so it is not known who took the decision.
Example: A food company sent a supply contract to a chain of stores, and it was signed by a branch manager with no authority to contract. When prices rose, the chain argued that the contract did not bind it. Since then the company has required, in its sending form, that the party be a company, that the signatory attach what proves his authority, and that the contract state his capacity clearly.
The capacity clause can be worded as follows:
This Contract is signed on behalf of the Second Party by Mr./Ms. ............ in his/her capacity as ............, who acknowledges that he/she is authorised to sign on behalf of the Company under ............, and that his/her electronic signature binds the Company to everything stated in the Contract.
Common mistakes that weaken an electronic signature
- Signing on behalf of another person from his email or phone.
- Sharing the verification code with another person.
- Editing the contract after sending it instead of cancelling the sending and resending.
- Omitting the signatory's capacity or the company seal in company contracts.
- Not keeping the evidence record.
- Writing an abbreviated name or nickname instead of the full name.
Checklist for creating an electronic signature for a contract
- Have you made a clear, consistent signature and saved it?
- Does the contract include the electronic dealing acknowledgement?
- Are the parties' names complete and their capacities stated?
- Have you chosen a verification level that suits the contract's value?
- Are the contact details correct and confirmed?
- Have you set the signing order and reminder dates?
- Have you downloaded the final copy and the evidence record?
Frequently asked questions
Can I create an electronic signature for free?
You can draw your signature's appearance in any program, but a signature that carries weight needs verification of the signatory and preservation of evidence, which signing platforms provide.
Is a signature typed as a name weaker than a drawn one?
No. Strength comes from verification and evidence, not from the form of the signature.
Can I use the same signature in all contracts?
Yes, and it is advisable for consistency, with verification still required in every contract.
When do I need a token?
When the transaction is of high value, or when an authority requires signing with a certificate issued by a licensed certification provider.
Can the other party sign without an account on the platform?
Yes, on most platforms; the link that reaches him and the required verification are enough.
What if the name on the ID document differs from the name in the contract?
If you request identity verification, it may turn out that the name on the document differs from the name written in the contract, for example abbreviated or written in another language. In that case it is good for the sender to review the difference and confirm that the signatory is the intended party before approving the signature, and to write names in later contracts in full as in the official documents from the start.
Can a party sign in person at my office?
Yes. Some platforms allow in-person signing on an office device or a tablet, with identity verification or token signing, so the contract keeps its record and evidence as if signed remotely. This is useful for those who dislike dealing with links or have no email.
How long does signing usually take?
When the parties' details are correct and the contract is clear, signing is usually completed within minutes of the link arriving. Delay mostly comes from a wrong email or the absence of a reminder, not from the process itself.
Can more than one employee in my company send contracts in its name?
Yes, but it is wise to set clear rules: who is entitled to send, which contracts need a manager's approval before sending, and who may sign for the company and use its seal. Multiple senders without rules leave the company bound by contracts that none of its officers has reviewed.
Conclusion
Creating an electronic signature for contracts is not limited to drawing a name, but goes through six steps: a clear appearance, a prepared contract, suitable verification, careful sending, an easy experience for the signatory, and preserved evidence. If you want to carry out all these steps in one place, start with your first contract on the Wthaiq platform. Each of these steps adds a layer of proof, and the absence of any one leaves a gap that someone who wants to escape his obligation may exploit.
And remember that a good electronic contract is not measured by the speed of its signing alone, but by its ability to stand if it is denied years later. The minutes you spend preparing the contract, choosing the right verification level and keeping the evidence are what save you months of dispute later, which is why they deserve to be a fixed part of every contract you send.
This article is for general awareness and does not constitute legal advice.