Getting documents signed (e-signature)
Send an offer letter, HR letter or any PDF to sign online, and get a signed copy with a certificate.
Sending a document
- Go to Document Management → E-signatures and click Send for signature. (Or click Send for signature next to an issued letter.)
- Choose the document: upload a PDF, pick an issued HR letter, or an offer letter.
- Choose who signs: an employee, or anyone else by name and email (a candidate, a vendor).
- Add a message if you like and the number of days they have, then Send.
What the signer does
They get an email with a private link (no account needed). They:
- read the document on the page,
- ask for a 6-digit code, which goes to their email,
- type their name and draw their signature with a finger or mouse,
- tick that they agree to sign electronically, and click Sign.
They can also decline and give a reason.
The signed copy
You get the original PDF with a certificate page added: the signature, name, email, date and time, IP address, the document's fingerprint and every step taken. Download it from the list. The signer is emailed their copy too.
An offer letter signed this way marks the offer as Accepted.
Not working?
The signer didn't get the code. Ask them to check spam, wait a minute and click Send a new code. They can ask for up to five codes an hour.
"That code is not right". Codes are valid for 10 minutes; after five wrong tries a new code is needed.
The link says it's no longer active. It was signed, declined, cancelled, or the days ran out. Send it again.
Frequently asked questions
Is this legally valid?
For most HR documents (offer letters, appointment letters, policies, acknowledgements) an electronic signature with an email code and audit trail is widely accepted in India under the IT Act. For documents that the law says need a specific kind of signature, check with your legal advisor.
Can I see who opened it?
Yes. The status changes to Opened when they first view it, and every step is on the certificate.