2026-06-07
How to send a document for online signature. Electronic signature without your own e-signature?
In the age of document digitization and remote work, signing documents online has become essential to the smooth operation of businesses. Organizations can streamline document workflows, improve communication with clients and partners, and gain full control over their processes. No unnecessary delays or paperwork. Discover a tool that enables remote document signing through a browser and makes it possible to use an electronic signature even without having your own e-signature!
From this article you will learn:
- What CertumSign is
- How to send documents for online signature
- What types of electronic signatures CertumSign offers
- Electronic signature without your own e-signature – is it possible?
- How CertumSign makes everyday online document signing easier
Sending documents for online signature – how does it work?
The CertumSign platform supports various types of electronic signatures compliant with the eIDAS Regulation. This allows the type of signature to be matched to the legal requirements of the document.
In CertumSign you can choose, depending on your needs:
- Simple electronic signature (SES) – a code sent via text message or email. Fast and convenient in situations where high-level identity verification is not required.
- Advanced electronic signature (AES) – requires online verification. Provides a higher level of security and is linked to the user’s identity.
- Qualified electronic signature (QES) – a signature with the highest legal validity, equivalent to a handwritten signature with one-time qualified “On the fly” (OTF) it will be issued based on remote identify identification.
The screenshot shows how to select the signature type
Electronic signature without your own e-signature – is it possible?
What if the recipient does not use or have their own electronic signature? If you use CertumSign, this is no longer an obstacle. One of its greatest advantages is that documents can be sent to people who do not have their own electronic signature. Document recipients receive a free signature together with the documents and can use it immediately.
- If the document requires the so-called documentary form of signature, the recipient will receive a code via text message or email. Entering the code means that the addressee accepts the content of the document
- For documents requiring a signature equivalent to a handwritten signature, the recipient will receive a one-time qualified signature, which requires completing remote verification, for example using the mObywatel app. This takes just a few minutes, without the need to leave home or the office.
CertumSign enables anyone to sign documents online, even without an account in the system.
Its intuitive, user-friendly interface makes it quick and easy to send documents for signature to people who do not have their own electronic signature. Recipients can sign documents using a simple electronic signature (non-qualified signature), authenticated via email or SMS, without the need for additional applications or certificates.
Use a one-time qualified signature
If you have a CertumSign account, you can send a one-time qualified signature to anyone who does not have their own electronic signature. This is the best and fastest way to obtain a signature from the other party that is equivalent to a handwritten signature. It is the best option because it does not require the purchase of a qualified electronic signature, usually issued for one or two years. It is the fastest option because, to receive it, all the recipient needs to do is confirm their identity in the mObywatel app in a few steps, regardless of the time or place. Of course, the recipient can use it only once and only in this specific situation. The number of times you can share it with the other party depends on your CertumSign account type.
The package of one-time signatures becomes available immediately after account activation and can be used by users both from Poland and from other European Union countries.
CertumSign – benefits for your business
Firstly – streamlining business processes
Traditional document signing requires time-consuming and costly printing, scanning and postal delivery. CertumSign eliminates these barriers:
- Documents can be sent and signed in just a few minutes, regardless of the recipient’s location
- The platform reduces costs of paper, ink, and courier services, which can rise rapidly in large companies sending hundreds of documents each year
- With a digital document workflow, business processes become fully online, increasing efficiency and reducing needed to complete company tasks
Secondly – storing and managing documents online
CertumSign not only enables documents to be signed, but also provides easy and secure management:
- Documents are stored in the user account and can be accessed quickly through a browser from different devices – a laptop in the office, a phone while traveling or a tablet at home
- Documents can be cataloged using labels, making them easy to search for and organize
- Confidential documents sent outside the platform can be secured with an SMS code
Labeling documents and filtering them easily
Thirdly – flexibility and control over signatures
The platform allows you to specify exactly which signatures are required on a document, as well as to:
- set a deadline for signing the document, which is useful in urgent business matters
- send documents that require approval only, without the need for a signature
- monitor the status of document signing and, if necessary, remind recipients to sign
- create workflow templates for people who regularly receive documents. This means recipients do not have to be entered manually each time
As a result, users have full control over the online document signing process and can adapt it to the company’s requirements and the needs of recipients.
Example of sending a document for signature with a two-day deadline
Summary of the benefits of using CertumSign for electronic signatures and document management
With CertumSign, sending documents for online signature becomes fast, secure and accessible to everyone. The platform streamlines both internal organization processes and communication with clients and business partners. It is a tool that provides electronic signatures, document storage and full control over digital processes in one place.
- Sending contracts for online signature- even to people without their own electronic signature
- Cost reduction- no printing, scanning or paper mailings
- Streamlining business processes- signatures collected within minutes
- Easy document management- cataloging and quick access from any device
- Flexible signatures- all types of electronic signatures supported