Signing contracts online: evidence to retain beyond a signature image

A signature image does not answer every question

When another party proposes signing through a file or online system, discuss both the signing method and the records available. The visible signature alone does not explain who applied it, which document was accepted or why the process is reliable. This article helps prepare information for contract review. It does not determine whether every existing signed file is enforceable or unenforceable.

Separate identity, intent and method reliability

ETDA explains that assessing a general electronic signature involves identifying its owner, establishing intent regarding the text and using a reliable method. Appearance alone is therefore insufficient. A signature image in a PDF may form part of the process, but the reviewer should consider all supporting evidence together. Do not assume that pasting an image automatically completes every type of contract.

Agree the final version and what is being accepted

Before sending a signing link, align the document name, version, date and attachments that form part of the agreement. Ensure signers can access all the content they are asked to accept. If prices, scope or attachments change after sending, have the responsible person assess how acceptance of a new version should be obtained. Do not move a signature image onto an amended file to make it appear fully signed.

Ask which records the system can export

Ask how signers are authenticated, which events and times are recorded, how those events are linked to the signed file, and which formats can be downloaded and checked after the service ends. In a hypothetical example, there is only a screenshot saying the process is complete, with no signed file to inspect. Request the missing items before closing the task instead of treating the completion screen as the whole evidence set.

Keep original files and supporting records together

After completion, preserve the files exported by the system without modification, along with attachments and available event records. Keep reading copies or redacted versions separate, and identify the custodian and access permissions. ETDA distinguishes Digital Signature, which uses cryptographic processes and helps detect changes, from the broader term e-Signature. Ask how to verify the actual signature type; visual inspection is not a substitute for technical verification.

Review the signing method and the transaction together

Provide the contract draft, party documents, signing authority information, system workflow and sample exported evidence for joint review. Confirming someone's identity does not establish their authority to sign, and transaction-specific formalities or procedures require case-by-case examination. B Law Firm provides contract drafting and review services. This information helps assess whether the proposed process suits the transaction, without promising a litigation outcome based on a platform name or signature type.

References

• ETDA: e-Signature and Digital Signature FAQs (in Thai)
• B Law Firm: contract drafting and review services (in Thai)