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SignSafe

Documents in the legal sector: engagement letters and client declarations signed without a visit

Documents in the legal sector call for precision and care with data. SignSafe is a tool for electronic document workflow and for collecting signatures from a law firm’s clients: the client gets a document on their phone, fills in their details and signs with a finger in a minute. Where a qualified signature is required, we can connect one.

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SignSafe is a tool for electronic document workflow and collecting signatures that, in the legal sector, is used to sign engagement letters, consents, clauses and client declarations. The firm sends a PDF, the client signs it with a finger on the phone screen without creating an account, and the firm tracks the status. Where a qualified electronic signature is required, we can connect one in SignSafe.

Documents in the legal sector require a high level of security and precision. With online tools such as SignSafe, law firms can sign and organise documents quickly, reducing the risk of errors and saving time. Digitising processes helps protect client data and makes the firm’s work more efficient. The scope of use depends on the type of document; if in doubt, consult a lawyer.

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

Using a document workflow tool in the legal sector gives you speed and more efficient processes, because you remove paper formalities. We store data on servers in the European Union, and automating the workflow saves time and lowers operating costs. You can focus on the services you provide.

Organised documents

The signed PDF lands in your account with a signature summary page: you can see who signed, when and from which device. Signatures allow forensic comparative verification of handwriting; we do not guarantee the outcome of a dispute.

Fewer errors

Templates with fields and automated sending reduce the risk of human error in recurring documents.

Client convenience

Remote signing saves time for the firm and for the client, who does not have to travel or print anything.

What usually gets in the way

The client is in another city and the engagement letter awaits a signature

A paper process by post or courier delays the start of the matter and billing, and the firm cannot see where the document stands.

Many small documents around one matter

Declarations, information clauses, consent to email contact and to data processing. Each is a separate exchange of messages with the client.

The client has no way to print and sign a document

A foreigner, an older person or a client without a qualified signature often puts the matter off. A phone and a finger are enough, so there are no excuses.

What you get

From a phone

the client signs the engagement letter, consents and declarations without a visit

One status

the firm sees who has opened and signed a document

1 minute

all the client needs: a phone, internet and a finger

How it works

You save document templates

You save the engagement letter, clauses and declarations as a template with fields for the client to complete.

You send the client a link

You pick the client from your contact list and send the document to their email address.

The client fills in and signs

They open the link in the phone browser, complete the fields and sign with a finger on the screen. No account.

The firm receives the PDF

An email notification announces the new signature and the finished document is on the account. The status is visible in real time.

What you can do

  • Legal engagement letters and client instructions
  • Declarations by clients and counterparties
  • Consents to contact and data processing, and information clauses (GDPR)
  • Acknowledgements of the firm’s terms or the terms of cooperation
  • Non-disclosure agreements (NDA) with clients and associates
  • Annexes to engagement letters
  • Powers of attorney and consents signed from an e-mail with a one-time code, no password

Who it is for

  • Law firms, barristers’ and solicitors’ chambers and advisory practices
  • In-house legal teams collecting declarations and consents from employees or counterparties
  • Lawyers working with clients in other cities or abroad
  • Firms serving many clients on a recurring basis, for example under ongoing legal support

What SignSafe is for in a law firm

SignSafe is a tool for document workflow and for collecting signatures from people who find it hard to sign in the traditional way: clients abroad, older people, people without a qualified signature. You send a document to anyone, and the client signs it with a finger on a phone in a minute.

According to a legal opinion from Gałecki and Associates dated 21 August 2023, a SignSafe signature is a handwritten signature that meets written form (Art. 78 of the Civil Code). Where a qualified electronic signature is required, we can connect one in SignSafe. The scope of use depends on the type of document; if in doubt, consult a lawyer. This summarises an opinion and is not legal advice. Details: legal security.

Which law firm documents you can sign in SignSafe

Below are examples of use in a law firm.

  • Engagement letters. You send them to the client’s phone, and they complete the details and sign, with no visit to the firm.
  • Declarations. Short client declarations made within a matter.
  • Consents and clauses. Consent to email contact, consent to data processing or an information clause as a separate document.
  • NDAs. A confidentiality agreement with a client or associate.
  • Annexes. A change of scope or fee under ongoing support.

We describe similar uses for companies in signing contracts online.

Data and evidence in a law firm’s document workflow

For a lawyer two things matter: where the data is kept and what the signature proves. On data, SignSafe stores documents on servers in the European Union (OVH hosting) and signs a data processing agreement with business customers. On proof, signatures allow forensic comparative verification of handwriting according to a handwriting expert’s opinion of 2024, and their evidential value is assessed freely by the court like any other evidence. We do not say that the signature guarantees authenticity or confirms identity.

See legal security for the opinions and handwritten e-signature for how it works.

A law firm’s day with electronic document workflow

A new client calls from another city and wants to start working with you. After the call you send them the engagement letter, an information clause and a consent to email contact in one set. The client opens the link on a phone, fills in their details and signs with a finger.

In the panel you see which documents are signed and which are waiting. When the set is complete, the PDFs are on your account. You know when you can formally move on to the matter.

For regular clients you can save templates once and send them repeatedly. Firms with their own system can also automate sending through the API.

Four ways to sign for law firms

A law firm's client does not always have an account or time to create one. SignSafe offers four ways to sign: e-mail with a one-time code, no password; e-mail with an account password; signing on a device at a point with no login; and signing on a courier's or supplier's tablet. You can also prepare a document as a template with fields for the other party to fill in. These are examples of use.

Bulk signing: if you sign many documents, you select the ones you want and sign them all at once. It helps in a law firm where many letters and powers of attorney wait for a signature.

Precision and fewer errors: automating recurring documents

Many documents in a law firm are recurring: the engagement letter, the information clause, the consent to contact. Saved as a template with fields for the client to fill in, they always go out in the same shape, and the client enters their own details. This cuts manual retyping and the slips that come with it.

The team therefore spends less time on administration and more on the services it provides. Before rollout it is worth agreeing with a lawyer which of the firm’s documents may be concluded this way, because the scope depends on the type of document.

Security and legal basis

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

For business customers we sign a data processing agreement.

A SignSafe signature is a handwritten signature and, according to a legal opinion from Gałecki and Associates dated 21 August 2023, meets the written form requirement (Art. 78 of the Civil Code). Where a qualified electronic signature is required, we can connect one in SignSafe. The scope of use depends on the type of document; if in doubt, consult a lawyer.

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)

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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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
“With SignSafe we can sign real-estate brokerage agreements and reservation agreements with clients remotely, which speeds the process up considerably. Confirming terms with prospective buyers is quick and convenient, even with people abroad. It is one of the few tools that lets you sign a reservation agreement online, removing the need for in-person meetings.”
Dorota R.Property Gold — real-estate sales agent
“SignSafe has revolutionised how we manage documents in our restaurant. Suppliers can sign contracts and orders remotely, which greatly speeds up procurement. Employees easily accept schedules and regulations, and clients sign reservation and event agreements online, saving time and making things more convenient for everyone.”
Kamila F.Restauracja Mimosa — catering and restaurant business

Reviews are translated from Polish.

See also

Legal securitySign contracts onlineHandwritten e-signatureStartups and tech companiesAPI integration

Frequently asked questions

Can SignSafe be used in a law firm?

Yes. SignSafe is for document workflow and collecting client signatures: engagement letters, consents, clauses, declarations and confidentiality agreements. The scope of use depends on the type of document; if in doubt, consult a lawyer.

Is there a secure digital signature for lawyers?

SignSafe offers a handwritten signature on a PDF, with data stored on servers in the European Union and a data processing agreement for business customers. It allows forensic comparative verification of handwriting, but it does not guarantee authenticity or confirm identity. Where a qualified signature is required, we can connect one.

Can a law firm use SignSafe for client engagement letters?

Yes. The firm sends a PDF, and the client fills in the fields and signs with a finger on a phone, with no account. According to a legal opinion the signature meets the written form. The scope of use depends on the type of document; if in doubt, consult a lawyer.

Can I use a qualified signature in SignSafe when one is needed?

Yes. Where a qualified electronic signature is required, we can connect one in SignSafe as a separate function. A SignSafe handwritten signature is a handwritten signature that, according to a legal opinion, meets written form (Art. 78 of the Civil Code). This summarises an opinion and is not legal advice.

Can a law firm’s client sign an engagement letter on a phone?

Yes. The client opens a link in a browser, completes the fields and signs with a finger on the screen, with no account and no app. A phone and internet are enough.

What can a law firm use SignSafe for?

For engagement letters, consents, information clauses, client declarations and confidentiality agreements. It gives fast remote signatures and finished PDFs on the account.

Does SignSafe provide proof of a signature’s authenticity?

According to the handwriting expert’s opinion from Pracownia Grafologiczna dated 29 August 2024, SignSafe signatures allow forensic comparative examination of handwriting, ending in non-categorical or categorical conclusions that a court assesses freely like any evidence. Some motor features, such as pressure and tempo, cannot be verified. SignSafe does not guarantee how a dispute will be decided and does not confirm the signer’s identity. The expert recommends full, legible signatures. Opinion: <a href="/dokumenty/opinia-grafologiczna-pracownia-grafologiczna-2024.pdf">download</a>.

Where are law firm client documents stored?

We store service data on servers in the European Union (OVH hosting). For business customers we sign a data processing agreement.

How much does SignSafe cost for a law firm?

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

Does a SignSafe signature meet written form?

According to the legal opinion from Gałecki and Associates dated 21 August 2023, yes: the signature is handwritten, and a declaration of intent signed in the app meets the written form requirement (Art. 78 of the Civil Code). The scope of use depends on the type of document; if in doubt, consult a lawyer.

What ways of signing does SignSafe offer?

Four: e-mail with a one-time code and no password, e-mail with an account password, signing on a device at a point with no login, and signing on a courier's or supplier's tablet. The scope depends on the type of document; if in doubt, consult a lawyer.

Can I sign many documents at once?

Yes. You select the documents you want to sign and sign them all at once. We do not state a limit on the number of documents.

Does electronic document workflow reduce the risk of errors in a law firm?

Yes, for recurring documents. A template with fields for the client to fill in and sending from the contact list limit manual retyping of data. It does not remove the need for a lawyer to check the content of the document.

Updated: 2026-10-05

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