E-signature for logistics: what drivers can sign on a phone

An e-signature in logistics lets a driver sign, for example, protocols and confirmations on a phone, and lets a company conclude carrier contracts without an office visit. In SignSafe the signer does not create an account or install an app and signs with a finger in the browser. Documents needing a special form and employment-law matters (Art. 29 § 2 of the Labour Code) must be checked with a lawyer.

An e-signature in logistics lets a driver sign a document on their own phone and lets the company close formalities without office visits. In SignSafe the driver does not create an account or install an app; they open the document in a browser and sign with a finger. Below are examples of documents that logistics firms ask about most, with honest legal caveats. This summarises opinions and examples and is not legal advice.

What can a driver sign on a phone?

These are examples of use, not a description of specific customers. Typical documents that can be prepared as a PDF and signed on a screen:

• protocols (for example vehicle handover, damage, receipt of goods),
• delivery and receipt confirmations,
• statements and policies (for example acknowledging an instruction),
• consents and employee documents, where the law allows it (see below),
• contracts and orders with subcontractors and carriers.

A document can be prepared as a template with fields to fill in (date, order number, remarks) so the driver enters data and signs in one step. Once everyone has signed, SignSafe sends the ready PDF to the sender’s e-mail, and status is visible in the document list.

What does a transport customer say?

Inter-Trans, a transport company, describes its experience like this: “SignSafe has simplified our processes by letting drivers sign contracts and protocols remotely, without unnecessary trips to the office. Clients also sign contracts online, which speeds up formalities and makes things more convenient for both sides.” (Wiktoria K., Inter-Trans). This is a customer’s opinion, not a promise of the same result in every company.

What does signing on a phone look like in practice?

The driver receives the document by e-mail, opens it in the phone browser, fills in the fields and signs with a finger on the screen. Nothing to download and no account to log in to. The office sees the status dot change in the list, and the signed document arrives in the sender’s e-mail. A recipient can also sign on the courier’s or driver’s tablet, for example to confirm receipt, without logging in. If a driver has weak coverage, test the process on a typical route first and agree a fallback rule (for example paper or signing after return).

How do you automate this from a transport system?

With many orders, manual sending soon stops being enough. SignSafe offers automation through a REST API: sending a document from your system, retrieving the recipient’s data and returning the signed file to the right place (customer profile, driver, order, subcontractor). Scope and price are agreed individually, and support covers every stage of implementation. More under API integration.

Which documents need caution?

Not every logistics document is an ordinary contract. Check with a lawyer:

• transport documents with special requirements from legislation or international agreements, because we do not claim that a signature on a screen replaces each of them,
• a notarial deed, which requires a notary and is not possible in SignSafe, and the electronic form of Art. 78¹ of the Civil Code, which requires a qualified signature (a SignSafe handwritten signature is not a qualified one, but where it is required we can connect a qualified signature),
• requirements of the recipient or insurer, who may expect a specific document form.

According to a legal opinion by Gałecki and Associates dated 21 August 2023, a signature in SignSafe is handwritten and meets written form. Details on the legal security page.

What about drivers’ employment contracts?

According to legal information from Gałecki and Associates from 2021, there is no obstacle to concluding employment and civil-law contracts via SignSafe with Polish citizens and with foreigners whose status equals Polish citizens as regards the right to work, and written form is met. There are caveats:

• the employer should confirm to the employee in writing that an employment contract was concluded and its terms before work starts (Art. 29 § 2 of the Labour Code),
• in permit proceedings and labour inspection checks, authorities may read “written form” as a paper document,
• a foreigner must be given a translation of the contract into a language they understand.

According to a legal analysis prepared for SignSafe, archiving employee records in electronic form additionally requires a digital copy with the employer’s qualified signature or seal. Where a qualified signature is required, we can connect one in SignSafe.

Where should a transport company start?

1. Pick one document, such as a protocol or confirmation.
2. Make a PDF template with fields.
3. Test on several drivers’ phones.
4. Decide where signed files go and who checks status.
5. Only then add contracts and automation.

What next

• See the pages on e-signature for transport companies and e-signature for deliveries.
• Learn about API integration and legal security.
• Read customer reviews or contact us.