{"id":103384,"date":"2026-08-11T09:00:45","date_gmt":"2026-08-11T07:00:45","guid":{"rendered":"https:\/\/www.viafirma.com\/?p=103384"},"modified":"2026-08-06T10:04:37","modified_gmt":"2026-08-06T08:04:37","slug":"signing-employment-contracts-with-employees","status":"publish","type":"post","link":"https:\/\/www.viafirma.com\/en\/signing-employment-contracts-with-employees\/","title":{"rendered":"Signing Employment Contracts with Employees"},"content":{"rendered":"

The volume of documentation signed by Human Resources managers and specialists can be overwhelming: employee onboarding and offboarding, vacation approvals, severance payments, employment contracts, and more. And while these were traditionally handled manually, digitization has given way to more efficient electronic signature systems. But not all of them offer the same legal guarantees.<\/p>\n

In this guide, we\u2019ll explain whether it\u2019s legal to digitally sign employment contracts with employees, what types of electronic signatures exist, and how to implement a streamlined, frictionless process.<\/p>\n

Is it legal to sign an employee\u2019s employment contract digitally?<\/h2>\n

Let\u2019s get to the central question you\u2019re asking yourself\u2014and the one that brought you here:<\/p>\n

Is it possible to sign employment contracts digitally?<\/p><\/blockquote>\n

The short answer: Yes, it is possible to electronically sign employment contracts with employees, and in fact, it\u2019s recommended<\/strong>.<\/p>\n

However, not just any signature will do. Many employees think that simply inserting an image of a handwritten signature into the employment contract is sufficient<\/strong>. We regret to inform you that this is not the case<\/strong>. For a digitally signed employment contract to be fully legally valid, it must guarantee two things:<\/p>\n

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  1. The employee\u2019s identity<\/li>\n
  2. The integrity of the document\u2014that is, proving that it has not been altered after signing<\/li>\n<\/ol>\n

    Legal Framework for Electronic Signatures on Employment Contracts<\/h2>\n

    Beyond the technical requirements that an electronic signature must meet, it is worth noting that, at the European level, electronic signatures are governed by the eIDAS Regulation (No. 910\/2014)<\/strong>, which explicitly states that their legal effects or admissibility as evidence in court cannot be denied simply because they are digital<\/strong>.<\/p>\n

    Types of Electronic Signatures Applied to Labor Relations<\/h2>\n

    In a context where retaining current talent requires fast, bureaucracy-free processes, waiting days for a new employee to print, sign, scan, and return their contract not only delays the hiring process but also undermines the employee experience.<\/p>\n

    For this reason, the use of electronic signatures for employment contracts with employees (or any type of human resources<\/a> document) is crucial to avoid penalties, challenges to employment contracts, or issues regarding evidentiary validity in legal proceedings.<\/p>\n

    The eIDAS Regulation recognizes three levels of electronic signatures<\/strong><\/a>, each with its own characteristics and specific features:<\/p>\n

    Simple Electronic Signature for Human Resources<\/h3>\n

    This is typically the ideal option for low-criticality documents<\/strong>: a checkbox to accept terms and conditions, a signature drawn with a mouse to request vacation time, or an attendance record.<\/p>\n

    However, in most cases, a simple electronic signature in Human Resources is usually insufficient.<\/strong> This is the case, for example, with documents that we want to remain valid over the long term<\/strong><\/a>; a simple electronic signature does not guarantee the signatory\u2019s unique identity or the document\u2019s long-term integrity. Therefore, if an employee denies having signed a document in court or claims that the document\u2019s content has been altered, the company will find itself in a difficult position and will have a hard time proving the document\u2019s authenticity.<\/p>\n

    Advanced Electronic Signature for Human Resources<\/h3>\n

    For its part, the advanced electronic signature is the most recommended option for talent management, as it meets four essential criteria:<\/p>\n