Digital Signature – Frequently Asked Questions (FAQs) Answered

India is going digital in every facet. In a shift towards digital-first workflows, digital signatures have become essential, just like pen and paper. However, for some of us, it does not sound easy. We have so many doubts about what digital signatures really are, whether they're legally valid, and how to use them. This article answers the most searched questions about digital signatures in India - clearly, accurately, and in one place.

FAQs on Digital Signatures

Question: What is an electronic signature as per IT Act, 2000?

Answer:The Information Technology Act, 2000 (IT Act) majorly governs electronic transactions and digital records in India. Section 2(1)(ta) defines an electronic signature as 'Authentication of any electronic record by a subscriber by means of the electronic technique specified in the Second Schedule.'

In other words, an electronic signature is any electronic method used to authenticate the identity of a person signing a digital document. This includes digital signatures based on asymmetric cryptography/Public Key Infrastructure, and Aadhaar-based e-sign, which means biometric or OTP-authenticated signing using UIDAI's Aadhaar infrastructure.

Question: Who needs a Digital Signature?

Answer:Digital signatures are not just for business contracts anymore. A wide spectrum of individuals and organisations require them, often on a mandatory basis. The following persons/entities may require digital signatures for various purposes:

•     Companies filing documents with the Ministry of Corporate Affairs (MCA), including annual returns, director KYC, and incorporation filings.

•     Limited Liability Partnerships (LLPs) filing forms with the Registrar of Companies.

•     Chartered Accountants (CAs) and Tax Auditors digitally signing audit reports for the Income Tax Department.

•     GST return filing and authentication.

•     Individuals filing income tax returns online (optional for e-verification).

•     Advocates filing documents before e-courts or submitting digital affidavits.

•     Legal entities executing contracts, MOUs, or NDAs electronically.

•     Businesses bidding on government e-tenders (via GeM, CPPP, etc.).

•     Exporters filing with the Directorate General of Foreign Trade (DGFT).

•     Banks, NBFCs, and individuals transacting on financial platforms requiring digital authentication.

•     Anyone signing important contracts or legal documents like property registration, power of attorney, loan agreements, etc.

Question: Why is Digital Signature Required?

Answer:The primary reason people use digital signatures is legal compliance. Additionally, they provide:

•     Legal validity– Recognition under IT Act, 2000

•     Authenticity– Confirms who signed the document

•     Integrity– Cryptographic hashing ensures no tampering after execution

•     Non-repudiation– No scope for denial by the signer

•     Efficiency & cost savings– Eliminates paper, printing, and courier costs

•     Regulatory compliance– Statutory requirement for MCA filings, GST, income tax, etc.

Question: What is an acceptable Digital Signature?

Answer:Not every electronic mark or scanned signature qualifies as a legally acceptable digital signature in India. The specific requirements for a valid digital signature include:

•     Authentication through a recognized electronic signature method as per IT Act, 2000

•     Certificate linked to the signer's verified identity

•     Valid authentication method at the time of signing

•     Exclusive control by the signer over the authentication method

•     Tamper-evident technology that shows if the document has been altered after signing

Important:A scanned copy of a handwritten signature pasted on a document is not considered a valid digital signature. Similarly, a typed name at the bottom without cryptographic authentication does not meet legal requirements.

For compliant digital workflows, platforms likeDigieSignoffer legally compliant electronic signing solutions using Aadhaar-based eSign and Virtual eSign technologies. These platforms ensure signatures are legally valid and particularly useful when managing contracts and agreements at scale.

Question: How to electronically sign a document online using Aadhaar authentication?

Answer:Aadhaar-based eSign platforms have made electronic signing significantly simpler. Instead of complex hardware tokens or software installations, users can authenticate themselves online and sign documents digitally in just a few steps. Here's the general process:

•     Upload your document to an Aadhaar eSign platform

•     Place signature fields at desired locations

•     Enter your 12-digit Aadhaar number

•     Receive OTP on your Aadhaar-linked mobile number

•     Enter the OTP to authenticate your identity

•     Your digital signature is instantly applied to the document

•     Download the signed, timestamped document with complete audit trail

Platforms like DigieSign make this process seamless by providing an intuitive interface where you can upload, sign, and manage all your signed documents from a centralized dashboard.

Question: Is there a difference between electronic signatures and digital signatures?

Answer:Yes, there is a technical distinction, although both are legally valid in India:

Electronic Signaturesare a broad category of legally binding symbols or processes used to sign documents. This includes scanned signatures, typed names with consent, and click-to-accept buttons.

Digital Signaturesare a specific, highly secure type of electronic signature that uses cryptographic technology to verify authenticity and ensure document integrity. They offer stronger security, validation, and tamper detection.

In essence: While all digital signatures are electronic signatures, not all electronic signatures are digital signatures. A digital signature is a more secure subset of electronic signatures backed by cryptographic authentication and legally recognized under India's electronic signature framework.

Question: How to add a Digital Signature in PDF?

Answer:PDFs are the most common format for digitally signed documents. There are convenient methods to digitally sign PDFs:

Method 1: Using an Aadhaar-based Online Signing Platform

•     Log in to a platform such as DigieSign

•     Upload your PDF document

•     Place the signature field at the desired location

•     Choose your signature method (Aadhaar eSign or Virtual eSign)

•     Authenticate via Aadhaar OTP or draw your signature

•     The platform embeds the digital signature into the PDF

•     Download your signed document with complete audit trail

Method 2: Using PDF Software (For Advanced Users)

•     Open the PDF in Adobe Acrobat Reader DC

•     Go to Tools → Certificates → Digitally Sign

•     Draw a signature box on the document where you want to sign

•     Select your Digital ID (if configured)

•     Complete authentication and save the signed PDF

Most modern eSign platforms also maintain audit logs and tamper-evident records for compliance purposes, making them the preferred choice for businesses.

Question: How to create/insert Digital Signature in Word?

Answer:There are several ways to add digital signatures to Word documents. Here are the most convenient methods:

Method 1: Built-in Signature Line in MS Word

•     Place your cursor where you want the signature

•     Go to Insert → Text → Signature Line → Microsoft Office Signature Line

•     Fill in the signer's name, title, and email in the dialog box

•     Click OK - a signature placeholder box appears

•     To sign, double-click the signature line and follow the prompts

Method 2: Signing via an Online Platform (Recommended)

•     Convert your Word document to PDF (Save As → PDF)

•     Sign the PDF using a platform like DigieSign

•     Share the signed PDF with recipients

Note: Converting to PDF before signing ensures document formatting remains intact across all devices and provides better legal validity.

Question: How to validate Digital Signature in PDF?

Answer:To validate a digital signature in a PDF document, follow these steps:

•     Open the signed PDF in Adobe Acrobat Reader

•     Click on the signature panel or the signature field itself

•     Acrobat will display the signature status:

•'Signature is valid'– The document is untampered, the certificate is trusted, and the signature was applied correctly

•'Signature validity is unknown'– The certificate authority may not be in Acrobat's default trusted list

•'Signature is invalid'– The document has been altered after signing

Modern eSign platforms like DigieSign provide built-in validation tools and comprehensive audit trails, making it easy to verify document authenticity without additional software.

About DigieSign

Question: What is DigieSign?

Answer:DigieSign is a comprehensive electronic signature platform designed specifically for India, enabling individuals and organizations to sign documents digitally using Aadhaar-based eSign and Virtual eSign technologies. DigieSign eliminates the need for physical signatures, paper handling, or hardware tokens, allowing you to sign documents anytime, anywhere.

Key Features:

•     Cloud-based platform accessible from any device

•     No hardware tokens or software installations required

•     Multiple signature workflows for different use cases

•     Real-time tracking and status updates

•     Complete audit trails for compliance

•     Integration with LexOps CLM and DigiServe

Question: What signature methods does DigieSign support?

Answer:DigieSign offers two primary signature methods tailored for different business needs:

1. Aadhaar eSign (E-Sign)

A government-authorized electronic signature authenticated through your Aadhaar number using OTP or biometric verification. This is the most legally robust signature method in India, accepted by all government departments and regulatory bodies.

2. Virtual eSign (Aadhaar Sign)

A secure electronic signature that combines OTP authentication with a virtual signature pad where you can draw or select your signature style. This method doesn't require Aadhaar and offers a cost-effective alternative for routine business documents.

Both methods are legally valid under Indian law and provide tamper-evident, verifiable signatures with complete audit trails.

Question: How is DigieSign different from traditional methods?

Answer:DigieSign represents the modern evolution of digital signatures, designed for ease of use without compromising security:

Traditional Methods:

•     Require physical hardware tokens or dongles

•     Complex installation and software downloads

•     Limited to specific devices

•     Regular hardware maintenance needed

•     Higher upfront costs

DigieSign:

•     Completely cloud-based with no hardware needed

•     Instant signing from any device (mobile, tablet, laptop)

•     Simple authentication through Aadhaar OTP or biometrics

•     User-friendly interface accessible anywhere with internet

•     No software installation or token management required

•     Cost-effective pay-as-you-go model

Integration Benefits:

DigieSign seamlessly integrates with LexOps CLM (Contract Lifecycle Management) for end-to-end contract management and DigiServe for automated notice generation and delivery services. This integrated ecosystem enables organizations to manage contracts, automate legal notices, and collect signatures—all within a unified platform.

Question: Will I get technical support for DigieSign?

Answer:Yes, DigieSign provides comprehensive technical support through multiple channels:

Email Support:

•     General and Security queries:mail@digiesign.com

•     Sales inquiries:sales@digiesign.in

Help Center:https://digiesign.in/contact-us

Support Hours:

•     Monday - Friday: 9:00 AM - 6:00 PM IST

•     Email support: 24/7 (response within 24 hours)

•     Premium users: Priority support with faster response times