Quick answer · the 30-second read
The right e-signature platform depends on what you are signing, how often, and who needs to sign it. Most businesses choose a platform based on price or brand recognition. The better approach is to start with your legal and operational requirements and work backwards to the platform that meets them. This guide covers nine criteria to evaluate before choosing. Work through them in order. The first three are the most important and may eliminate several options before you reach the rest.
Start here: three questions before you look at any platform
These three questions determine your minimum requirements. Get them wrong and you may choose a platform that cannot legally serve your needs.
1. What type of documents will you be signing?
This is the most important question. Different documents require different types of signature, and not all platforms support all types.
- Everyday commercial contracts, employment agreements, and supplier documents can be signed with a standard platform-generated signature. Most platforms support this.
- Regulated transactions or cross-border EU documents that specify an advanced or qualified electronic signature require a platform that supports those tiers and holds certificates from a UK or EU trusted list provider. Not all platforms do.
- Property deeds in England and Wales require a specific process accepted by HM Land Registry. This is either a Mercury signature or a Conveyancer-Certified Electronic Signature (CCES). Only platforms that support HMLR’s CCES process are suitable. Your conveyancer will advise.
- Documents that cannot be signed electronically at all, such as wills and statutory declarations, should not be routed through any e-signature platform. See What documents cannot be signed electronically?
2. What signature tier do you need?
Platforms vary significantly in the tier of electronic signature they support. Some offer only simple electronic signatures. Others support advanced signatures with full audit trails. A smaller number support qualified electronic signatures backed by certificates from a government-approved trust service provider.
If your documents require an advanced or qualified signature because of their value, their regulatory context, or because a counterparty requires it, confirm that the platform supports that tier before trialling it. A platform that only supports simple signatures cannot be upgraded by changing a setting.
For a full explanation of the three tiers and when each is required, see Types of electronic signature: which method should you use?.
3. Do you operate across the UK and EU?
If you sign documents with counterparties in EU member states and need the highest legal certainty in both jurisdictions, you may need a platform whose certificate provider appears on both the UK trusted list and an EU member state’s trusted list. UK and EU trusted lists are separate since Brexit and certificates from one are not automatically recognised on the other.
For most everyday commercial contracts this is not a practical issue. For regulated transactions however, such as in financial services, certain professional services and public procurement, it may be essential. See Do UK electronic signatures work in the EU? for the full picture.
Nine criteria for evaluating any platform
Once you have answered the three questions above, use these criteria to assess each platform you trial.
1 Signature tier and legal complianceConfirm the platform supports the signature tier your documents require. Check whether the platform’s certificates come from a provider on the UK or EU trusted list. For a qualified electronic signature, this is non-negotiable. For an advanced signature, look for confirmation that the platform meets the four eIDAS Article 26 requirements: unique link to the signer, identification of the signer, sole control of signing data, and tamper-detection. Questions to ask:
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2 Audit trail quality and retentionThe audit trail is what protects you if a signature is disputed. A strong audit trail records the signer’s email address, IP address, device, timestamp, and a step-by-step log of each action. It should also record a cryptographic fingerprint of the document at the point of signing, so that any subsequent alteration is detectable. Check how long the platform retains audit trails and what happens to them if you cancel your account. Questions to ask:
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3 Identity verification optionsPlatforms vary considerably in how they verify the identity of signers. Basic platforms rely solely on email access. The signer receives a link and that is the only verification. More advanced platforms offer additional methods: SMS one-time codes, knowledge-based authentication, ID document checks, or biometric verification. The level of verification required depends on your risk tolerance and the documents you are signing. Questions to ask:
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4 Multi-party signing and workflowMost business documents involve more than one signer. Check how the platform handles signing order, parallel signing, and conditional workflows. Some platforms support complex signing sequences. For example, a document that requires sign-off from three internal approvers before going to the client. Others support only linear sequences or simultaneous signing. Questions to ask:
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5 Document management and templatesIf you send the same type of document regularly, such as employment contracts, supplier agreements and NDAs, template functionality saves significant time. Check whether the platform allows you to create reusable templates with pre-placed signature fields, and whether those templates can be restricted to specific users or teams. Questions to ask:
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6 Integrations with your existing toolsAn e-signature platform that does not connect to your existing systems creates manual work. Check what integrations the platform offers with your document management system, CRM, HR software, and cloud storage. Most major platforms offer pre-built integrations with common tools and an API for custom connections. Questions to ask:
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7 Security and data handlingDocuments sent for signature may contain sensitive personal or commercial information. Check where the platform stores data, what encryption standards it uses, and whether it is certified against recognised security standards. For businesses subject to UK GDPR or EU GDPR, check where data is processed and stored, and whether the platform’s data processing agreement is adequate. Questions to ask:
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8 Pricing structure and volume fitE-signature platform pricing varies considerably. Some charge per envelope (per document sent for signing), others by user per month, others by a combination of both. Some offer unlimited envelopes at a fixed price. Before comparing prices, calculate your expected monthly envelope volume. Count the number of contracts or agreements your business sends for signature in a typical month. A platform that appears cheaper per user may be significantly more expensive once volume is factored in. Questions to ask:
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9 Support, uptime, and portabilityWhen a signing deadline is missed because the platform is down, or a signer cannot access the link, you need fast support. Check the platform’s published uptime SLA, support response times, and what support channels are available on your plan. Also check portability: if you move to a different platform, can you export all your signed documents and audit trails in a standard format? Questions to ask:
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Evaluation checklist
Use this when trialling platforms. A platform should meet all items marked as essential before you commit.
Essential
✓ | Supports the signature tier required for your documents (simple, advanced, or qualified) |
✓ | Certificate provider is on the UK and/or EU trusted list if a qualified signature is needed |
✓ | Generates a full audit trail including email, IP, device, timestamp, and document fingerprint |
✓ | Audit trails can be downloaded and retained independently of the platform |
✓ | Data is stored in a location compatible with your GDPR obligations |
✓ | A data processing agreement (DPA) is available |
✓ | Signed documents can be exported in full if you switch platforms |
Important
✓ | Supports your required signing workflow |
✓ | Integrates with your existing document management or CRM system |
✓ | Template functionality covers your most common document types |
✓ | Identity verification options match your risk level for the documents involved |
✓ | Pricing is cost-effective at your expected monthly envelope volume |
✓ | Support response times and channels are adequate for your business needs |
Also consider
✓ | Accepted by HM Land Registry for CCES if you handle property transactions |
✓ | Supports cross-border qualified signatures if you operate across UK and EU |
✓ | Published uptime SLA of 99.9% or above |
✓ | Free trial period is long enough to test your most common signing workflows |
✓ | Mobile signing experience is acceptable for your signers |
How to trial a platform properly
Most platforms offer a free trial of two to four weeks. The way you use that trial determines whether it tells you anything useful. Five things to do before the trial ends:
- Trial with your most common document type, not a test document. A dummy NDA tells you nothing useful. Your standard employment contract or supplier agreement will.
- Involve a real signer who is not from your IT team. If they cannot work out how to sign without assistance, your clients will not either.
- Send yourself a document and review the audit trail in full before the trial ends. Check it records everything on the essential checklist above.
- Test the support channel during the trial, not after you have committed. Raise a question and see how long it takes to get a useful answer.
- Check the cancellation and data export process before you sign up, not when you want to leave. Confirm you can export all signed documents and audit trails in a usable format.
