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Employment and collaboration contracts signed without meetings or paper

You send the contract, and your employee or collaborator fills in their details and signs with a finger on a phone, wherever they are. A phone, internet and a minute are enough, with no account and no app. You see the status and keep the signed PDF in your account.

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Employment contracts in SignSafe means sending service contracts, employment contracts, amendments, declarations and workplace policies for online signature. An employee or collaborator opens a link in a browser, fills in the fields and signs with a finger on a phone, with no account and no app. The employer sees the status in real time, and the signed PDF lands in their account.

Signing contracts with employees and collaborators can be simple and convenient. With SignSafe you sign documents online, with no in-person meetings, which speeds up recruitment and the start of cooperation. You save time and resources, and the other side does not have to travel anywhere or print anything.

A solution tailored to you

Signing documents

Place handwritten signatures on PDF documents with a finger on a smartphone or tablet screen, anywhere and at any time. You sign important documents right away, wherever you are.

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Collecting signatures

Quickly collect signatures from different parties on electronic documents. Just define a document template and mark the fields the recipient fills in, with no advanced technical knowledge.

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Filling in documents

Fill in and sign documents on a computer or mobile device. You receive a document with marked fields, complete them and sign as you would on paper. The finished PDF is ready to use straight away.

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What you gain

Signing contracts online speeds up recruitment and cooperation because no physical signature on paper is needed. You can sign from anywhere at any time, and templates with fields cut errors from retyping data.

Speed

You finalise contracts faster, which shortens recruitment and the start of cooperation.

Lower costs

Fewer printouts and less paper to store.

Data security

Personal data and documents are stored on servers in the European Union (OVH hosting), and for business customers we conclude a data processing agreement.

Fewer errors

A template with fields for the other party to fill in reduces manual retyping of data and corrections.

What usually gets in the way

A new person is due to start in a few days, and the contract needs a meeting

Finding a time to meet and printing documents delay the start of cooperation, and the other side may change their plans in the meantime.

Amendments and declarations come back after weeks

Small documents such as a contract amendment or a declaration easily get lost in email. It is unclear who has signed and who has not.

Personal data travels around as scans in inboxes and phones

Every copy in an email or a messenger is one more place where an employee’s data sits. It is hard to keep under control.

What you get

No meetings

the employee or collaborator signs wherever they are, on their own phone

One status

you see who has signed and who has not on the document list

Order

signed contracts gathered in the account, not scattered across inboxes

How it works

Upload a contract or choose a template

Add your own PDF (A4 portrait) and mark where to sign, or use a saved template with fields for the other party to fill in.

Choose the people and the order

Pick the employee or collaborator from your contact list. Signatures can be in any order or in a set order, for example the employee first, then you.

The other party fills in and signs

They open the link from the email with a one-time code, no password, tick the consent, fill in the fields and sign with a finger on the screen.

Add an observer if needed

HR, accounting or a line manager can see the document and receive notifications without signing or sending anything.

The signed PDF goes to everyone

When all signatures are in, the sender and every signer receive a copy. The document is also on the document list in your account.

What you can do

  • Service contracts and contracts for specific work
  • Employment contracts
  • Collaboration agreements with self-employed people
  • Contract amendments, for example a change of pay, working time or deadline
  • Employee and collaborator declarations
  • Workplace policies and confirmations of having read the rules
  • Non-disclosure agreements (NDAs)
  • Consents to personal data processing
  • Contract templates with fields for the other party to fill in

Who it is for

  • Employers and HR teams that hire people remotely or in the field
  • Companies working with contractors, freelancers and other collaborators
  • HR teams that collect a full set of documents from a new person before the first day of work
  • Small companies with no HR department, where the owner signs the contracts personally

Which HR and collaboration documents you can sign in SignSafe

These are examples of use. They are not a guarantee for every situation: the scope depends on the type of document, and if in doubt it is worth consulting a lawyer.

  • Service contracts and contracts for specific work with people who work remotely or in the field.
  • Employment contracts, with the caveats described below.
  • Collaboration agreements with people running their own business.
  • Amendments: a change of rate, duties or deadline.
  • Declarations and consents that an employee signs in a few seconds.
  • Policies and confirmations of having read the rules of work.
  • NDAs signed before cooperation begins.

From offer to first day: onboarding without a visit to the office

When someone accepts an offer, you send the contract, declarations and policy in one set. The person opens the link on a phone, fills in their details in the template and signs with a finger. They do not create an account, so nothing blocks them, even if they have never used a tool like this before.

If the employee should sign first and the employer second, you set the signatures in a fixed order: the next person receives the document only after the previous one has signed. When everyone has signed, the signed PDF goes to each of them. Details of sending are on the page about submitting documents for signature.

Employment contracts, amendments and foreign nationals: what to check

This is a summary of legal opinions, not legal advice. An employment contract requires written form (Art. 29 § 2 of the Polish Labour Code). According to the legal opinion of 21 August 2023 a handwritten signature from SignSafe preserves that form. Before the employee is allowed to start work, however, the employer should confirm the contract and its terms to the employee in writing.

Legal information from the law firm Gałecki and Associates from 2021 sees no obstacle to concluding employment and civil-law contracts with foreign nationals whose status is equal to that of Polish citizens as regards the right to work. It requires a translation of the contract into a language the foreign national understands and notes that in work or residence permit proceedings and during labour inspectorate checks the authorities may read “written form” as a paper document. Full description: legal security.

Employee records in electronic form

Storing employee records is a separate matter from signing the contract. According to a legal analysis prepared for SignSafe, archiving employee records in electronic form requires a digital copy bearing the employer’s qualified signature or qualified electronic seal. SignSafe does not apply such a seal itself. Where a qualified electronic signature is required, we can connect one in SignSafe. Agree the details with a legal or HR adviser.

Many contracts at once: templates and bulk signing

If you use the same contract with many people, save it as a template with fields to fill in: the employee enters their own details (for example a PESEL number or an identifier, a date, text), and you do not retype them from messages. Someone who signs many documents selects them and signs them all at once. We do not state a limit on the number of documents.

If contracts are concluded by a staffing agency, see e-signature for staffing agencies. A general description of the process: signing contracts online. Documents with fields are covered in filling in documents.

Security and legal basis

Documents and signers’ data are stored on servers in the European Union (OVH hosting).

For business customers we conclude a data processing agreement, which matters for employee data.

A signature in SignSafe is a handwritten signature and, according to the legal opinion of the law firm Gałecki and Associates of 21 August 2023, meets the written form requirement (Art. 78 of the Polish Civil Code). Where a qualified electronic signature is required, we can connect one in SignSafe. This is a summary of an opinion, not legal advice.

Legal and handwriting-expert opinions

Legal and handwriting-expert opinions to download

Gałecki and Associates, legal adviser Tomasz Gałecki · 21 August 2023

Legal nature of a signature placed by hand on the touch screen of an electronic device

A signature placed in SignSafe is a handwritten signature, and a declaration of intent signed in the app meets the requirements of written form. If the signature did not qualify as handwritten, the declaration is still valid in documentary form. In legal effect it is equivalent to a qualified electronic signature: both preserve written form.

Download the opinion (PDF)

Gałecki and Associates, attorney Mateusz Potocki · 14 June 2021

Legal note: concluding employment and civil-law contracts with foreigners through the SignSafe app

There are no obstacles to concluding employment and civil-law contracts through SignSafe with Polish citizens and with foreigners whose status is equal as regards the right to work: the signature has the features of a handwritten signature and meets written form. Caveats: the employer should confirm in writing to the employee the fact of the contract and its terms before the employee starts work; authorities (work or residence permits, labour inspections) may read written form as a paper document; a foreigner must be given a translation of the contract.

Download the opinion (PDF)

legal analysis prepared for SignSafe · 2020

SignSafe and telecommunications law and labour law

A telecommunications service contract can be concluded in written, electronic or documentary form, and SignSafe can meet the durable-medium requirement; verifying the subscriber’s identity is a separate requirement. In labour law an employment contract requires written form and a SignSafe signature is handwritten; electronic employee records must be digitally reproduced and bear the employer’s qualified signature or seal, which SignSafe does not provide by itself.

Download the opinion (PDF)

The opinions are in Polish. Summaries are a translation of their conclusions, not a legal opinion.

Pricing

One simple price: PLN 69 net a month

You pay for full access to the service, not for the number of documents. No yearly plan and no need to buy several accounts.

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69PLN
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They trust us

Companies from many industries use SignSafe: from staffing agencies and real estate to catering, transport and medical services.

Customer reviews

“SignSafe has significantly improved how we sign contracts with employees and clients. Because documents can be signed remotely, with no need to come to the office in person, recruitment and hiring have become more efficient and less time-consuming. The tool is fully compliant with legal regulations, which gives us confidence that all contracts are fully binding. It is an ideal solution for the temporary-work industry, where operational efficiency is crucial.”
Michel T.R2T — temporary employment agency

Reviews are translated from Polish.

See also

Temporary staffing agenciesSign contracts onlineFill in documentsSend for signatureLegal security

Frequently asked questions

Can a service contract or an employment contract be signed online with an employee?

Yes, in many cases. According to a legal opinion a signature in SignSafe is handwritten and meets the written form, which an employment contract requires among others (Art. 29 § 2 of the Labour Code). The employer should still confirm the contract in writing before the employee starts work. This is a summary of an opinion, not legal advice.

Does an employee or collaborator have to create an account to sign?

No. They open the link from the email with a one-time code, with no password, fill in the fields and sign with a finger on the screen. A person with a SignSafe account can use the account password.

Can a contract amendment or an employee declaration be signed online?

Yes. An amendment, a declaration or a consent is a PDF document sent the same way as a contract. The scope depends on the type of document; if in doubt, consult a lawyer.

Can a contract with a foreign national also be signed in SignSafe?

According to legal information from the law firm Gałecki and Associates from 2021 there is no obstacle for foreign nationals whose status is equal to that of Polish citizens as regards the right to work. A translation of the contract into a language the foreign national understands must be provided. In the PESEL field a person without one ticks “None” and enters an identifier.

Can the employee sign first and the employer second?

Yes. You can set a fixed signing order: the next person receives the document only after the previous one. You can also choose any order, in which case everyone is notified at the same time.

Can HR or accounting see a contract without signing it?

Yes. You can add an observer who neither signs nor sends the document but sees it and receives notifications.

Is SignSafe suitable for archiving employee records?

Partly. SignSafe keeps signed documents in your account, but according to a legal analysis archiving employee records in electronic form requires a digital copy with the employer’s qualified signature or seal. Where a qualified signature is required, we can connect one in SignSafe.

How much does signing employee contracts in SignSafe cost?

The standard plan costs PLN 69 net per month, with full access and 1 GB for documents. There is a free trial period at the start and you can cancel at any time.

Where do I buy a remote signing system that twenty new employees can use from a phone?

SignSafe is built for this: you send a contract template to the whole group at once, and each employee signs with a finger on their own phone, with no printer, account or app. The standard plan costs PLN 69 net per month, with a free trial at the start. Details are on the page about signing a contract with a remote candidate (/en/sign-employment-contract-with-remote-candidate/).

How do I sign a large number of contracts when each one goes through a printer and a queue to sign?

You send contracts to many people at once from your contact list or a group, and you see the status of each on the document list. On the company side you select many documents and sign them all at once. We state no limit on the number of documents; for a very large send, write to us beforehand.

Updated: 2026-10-05

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