Digital signatures have become super popular for signing documents online. They're secure, fast, and convenient. But here's the thing - they don't work in every situation. There are times when digital signatures just aren't the right fit. Whether it's because of legal rules, tech problems, or simple human factors, you need to know when they won't work. Let's break down the main scenarios where you can't rely on digital signatures.
1. No internet or tech access
Here's a basic one - digital signatures need computers and internet. If your client is in an area with poor connectivity or doesn't have access to the right devices, you're stuck. Without proper internet and the necessary tech setup, getting documents signed electronically becomes a real headache. Sometimes, you just have to go old school with pen and paper.
2. When people don't know how to use them
Even if everything's set up perfectly on the tech side, your clients might not know what they're doing. And that's a bigger problem than you'd think. If someone doesn't understand the signing process, they'll make mistakes. Maybe they'll sign in the wrong spot, skip important steps, or just give up halfway through. The worst part? Some people think a scanned signature is the same as a proper digital one. It's not.
These mix-ups can make your documents legally invalid, which nobody wants to deal with later.
3. Legal requirements and restrictions
Most countries now accept digital signatures as legally valid. The EU has eIDAS, and the US has the E-SIGN Act. Both give electronic signatures the same legal weight as handwritten ones for business deals. But notice the keyword there - "most" business deals. Not all of them.
Some documents still need a physical signature no matter what. Government paperwork, certain legal agreements, and high-stakes contracts often fall into this category. The authorities want to minimize fraud risks, so they stick with traditional methods.
Lawyers will tell you that wills, trusts, and estate planning documents usually need handwritten signatures. Same goes for anything that needs to be notarized - many places still require you to show up in person for that.
Marriage certificates, adoption papers, and documents needing an apostille also typically need physical signatures. These rules vary by location, so always check your local laws before assuming digital will work.
4. Complicated file formats
PDFs and Word documents are everywhere, right? But they're actually pretty annoying to sign digitally. The process is clunky. You download the file, open it in specific software, figure out where to add your signature, apply it using the right tools, save it, and upload it again. That's way too many steps. People make mistakes during this process all the time. They forget steps, use the wrong software, or can't figure out digital certificates. It's frustrating and time-consuming. This is exactly why smart companies use platforms that have signatures built right in. No downloading, no special software, no confusion.
5. When someone says no
This one's simple but important - both parties have to agree to use digital signatures. It's the law in both Europe and the US. If your client doesn't want to sign digitally for any reason, you can't force them. You'll need to provide a traditional signing option instead.
Conclusion
Some problems on this list are out of your control - you can't fix someone's internet connection or change government regulations. But most of these issues are totally solvable, and the key is making the signing process as simple as possible. When clients feel nervous about signing online, it's usually because the process seems complicated or unfamiliar. That's where Wonit helps - our proposals come with built-in e-signatures that actually work the way people expect them to, so your clients don't need to download anything, install certificates, or learn new software. They just click, sign, and they're done.