Signature Fields: Placement, Types, and Best Practices
Signature Fields: Placement, Types, and Best Practices
A signature field seems simple – it's just where the signature goes. But incorrect placement or missing fields can delay the signing process, create confusion for the recipient, or leave legal gaps in your documentation.
With the right principles in place, signature fields become an invisible part of a smooth process.
Types of Signature Fields
Besides the signature itself, there are several field types that strengthen your documentation:
1. Signature
The signature itself – either drawn on screen, via MitID, or another verification method. This is the primary field confirming the party's acceptance.
2. Initials
Used to confirm that each page in the document has been read and accepted. Particularly relevant for longer contracts or documents with appendices.
3. Date
Documents when the signature was made. With digital signatures, the timestamp is logged automatically, but a visible date field makes it clear for the reader.
4. Name (Print)
A field where the signer writes their full name in letters. Makes it easier to identify the signer, especially with handwritten signatures.
5. Title and Company
Documents the signer's role and which company they represent. Crucial for agreements between businesses.
6. Checkboxes
Used to confirm specific terms, consents, or acceptance of appendices. Creates clear documentation that important points have been accepted.
Placement: Where Should Fields Be?
Main Signature
Always place the primary signature on the contract's last page, typically at the bottom after all terms. The signer should have read the entire document before reaching the signature field.
Multiple Signers
For contracts with multiple parties, all signature fields should be on the same page. Place them side by side or below each other with clear marking of who signs where.
Initials on Each Page
For longer documents, you can place an initial field in the corner of each page. This confirms that all pages have been read and accepted as part of the agreement.
Appendices and Addenda
Separate appendices should have their own signature or initial fields. This ensures the appendices are a documented part of the agreement.
Best Practices for Signature Fields
1. Make It Clear Who Should Sign
Add a line or text above the field: "Customer's signature" or "For [Company Name]". The recipient should never be in doubt about which field is theirs.
2. Provide Sufficient Space
A signature field should be large enough for a handwritten signature. A field that's too small looks unprofessional and may cut off parts of the signature.
3. Place Related Fields Together
Signature, date, name, and title should be grouped together. Avoid spreading related fields across the page.
4. Consider Reading Direction
Fields should follow a logical order from left to right and top to bottom. The recipient should intuitively be able to follow the flow.
5. Avoid Fields in the Middle of Text
Signature fields belong at the end of the document or section – not in the middle of a paragraph.
Special Situations
Contracts with Many Signers
For board documents or agreements with many parties, you can create a separate signature page. This provides space for everyone and keeps the contract text itself manageable.
Digital Consents
For GDPR consents or acceptance of terms, a checkbox combined with signature can document that the specific text has been read and accepted.
International Agreements
For agreements with foreign parties, you can add fields for witnesses, which is standard in some jurisdictions.
How to Set Up Fields in ePact
In ePact, you drag fields to where they should be placed. You can choose field type, assign the field to a specific signer, and adjust size as needed. Preview shows exactly how the document will look to the recipient.
With templates, you can save the field placement so it's identical every time you use the template. This ensures consistency and saves time.
The Bottom Line
Signature fields are more than just a formality. Correct placement and use of the right field types creates a professional experience for the recipient, ensures legal documentation, and reduces the risk of delays.
Take the time to set up your fields correctly – it's an investment that pays off with every single contract.
