A contract with a candidate at the other end of the country, signed on their phone

You send the contract as a link, and the candidate or new hire signs with a finger on their phone, wherever they live. No office visit, no printer and no account. You see the status in real time, even with a dozen or several dozen people at once.

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Signing an employment contract with a remote candidate in SignSafe means sending the contract and accompanying documents as a link to the candidate’s email, where they fill in the fields and sign with a finger on a phone, with no visit, printer, account or app. The company sends to many people at once, sees each status in real time and can bulk-sign on its side.

The candidate lives hundreds of kilometres from your company, and the contract needs signing quickly. Instead of a courier, scans and a visit, you send a link. Below we describe how it works in practice, from one person to a whole group of new hires, and what SignSafe does not do.

What changes when the candidate signs on a phone

You do not wait for the candidate to travel, print and post the paper back. The document lands on their phone, and the moment of signing depends only on them.

No travel

The candidate does not come to your head office just to give a signature.

No printer

A phone, internet and a finger are enough. Nobody on the candidate’s side prints or scans anything.

A whole group at once

One send covers many people from your contact list, and you see the status of each.

Less retyping

In a template the candidate enters their own details, so you do not retype them from messages.

What usually gets in the way

The contract must be signed, and the candidate is far away

A visit, a courier or a scan-and-print loop pushes back the start date. The longer paper circulates, the more likely the candidate is to change plans.

Each of twenty contracts means a printer and a queue to sign

Someone prints the sets, someone chases signatures, someone scans and labels the files. With a bigger group this takes people whole days.

Contracts come back after a week and nobody knows who is still missing

Once documents have gone out by email, you check status by phone and a manual list. The risk grows that somebody gets overlooked.

What you get

0 visits

the candidate signs where they live, on their own phone

One screen

the document list shows who has signed and who has not

One send

the document goes to many people at once from a contact list or group

How it works

Prepare the documents

Upload your own PDF (A4 portrait) and mark where to sign, or choose a template with fields the candidate fills in, such as first name, surname, PESEL or an identifier, and a date.

Send to one person or a whole group

Pick recipients from your contact list or a whole contact group. Before sending, the system asks you to confirm.

The candidate opens the link on a phone

They receive an email, open the document with a one-time code, no password and no account, tick the consent, fill in the fields and draw a signature with a finger.

Track the status

The colour of the dot next to a document shows whether nobody, some or everybody has signed. For those who delay, you can manually resend the invitation.

Sign on your side

If the contracts need your signature too, select many documents and sign them all at once. The finished PDF goes to the sender and every signer.

What you can do

Service contracts, contracts for specific work and employment contracts as examples of documents sent to candidates
New employee declarations
Policies and confirmations of having read the rules
Contract amendments
Consents to personal data processing
Templates with fields for the candidate to fill in
Sets of documents for a dozen or several dozen people at the same time

Who it is for

HR teams and business owners who hire people living in other cities
Staffing agencies and companies with field branches that start work with whole groups of people
Teams whose contracts come back signed after a week because each one goes through a printer and the post
Seasonal and project-based firms that hire a dozen or several dozen workers in a short time

The candidate is at the other end of Poland and the contract must be signed today

SignSafe cuts the document’s journey to the minimum: you send a link, and the candidate opens it on a phone and signs with a finger. There is no courier, no scanner and no visit. Exactly when the contract is signed still depends on the candidate: if they pick up the message and sign today, you get the finished document today. We do not promise hours or timings, because we do not decide when someone reaches for their phone.

Keep that in mind when planning a first day of work. Instead of waiting for the post, you check the status on the document list and, if needed, manually resend the invitation. There are no automatic reminders today, so nudging is one click on your side.

Twenty new hires and one printer: handling it from a phone

When a group of new people starts together, the paper logistics eat the most time. In SignSafe you save people in your contact list or in a group, choose a contract template and send it to everyone at once. Each person receives their own link and fills in their own details, and you see the state of each document on the list.

On the company side, if you sign all the contracts, you select the documents and sign them in bulk, without opening them one by one. Signing from the candidate’s side is described in signing a document, and sending in submitting documents for signature.

A dozen employees in different cities: what changes with more contracts

With a dozen or several dozen documents the biggest difference is one shared view: a single list, keyword search and colour status (nobody signed, some, everybody). Instead of checking each person’s inbox, you see at once who is left to nudge. We do not state a limit on recipients or documents, because we have no public figure to give. If you plan a very large send, write to us before you start.

If contracts are issued by a system you already use, sending and returning signed files can be automated through the REST API, described in API integration.

Which HR documents to send to candidates: examples

These are examples of use, not a list of HR requirements. In practice companies send candidates service contracts, contracts for specific work or employment contracts, declarations, policies with a confirmation of having read them, amendments and consents. Whether a given document can be signed this way depends on its type, and if in doubt it is worth consulting a lawyer.

The specific caveats for employment contracts and foreign nationals are in e-signature for employment contracts, and staffing agency processes are in e-signature for staffing agencies. We do not promise compliance with HR or accounting regulations: that is for your adviser to decide.

What the law says about signing a contract on a phone

This is a summary of opinions, not legal advice. According to the legal opinion of the law firm Gałecki and Associates of 21 August 2023, a signature made with a finger in SignSafe is a handwritten signature and meets the written form requirement. For staffing agencies the firm also prepared legal information from 2021, which notes that in some proceedings the authorities may read “written form” as a paper document. Both opinions can be downloaded on the legal security page.

A signature in SignSafe is not a qualified signature. Where a qualified electronic signature is required, we can connect one.

Security and legal basis

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

Every signed document comes with a signature summary page: who signed, when, from which IP address and device, plus a unique SignSafe certificate identifier.

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). It is not a qualified signature, but 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)

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

“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.

Frequently asked questions

Where can I get a service so a candidate in another city signs a contract today?

In SignSafe you send the contract as a link to the candidate’s email, and they sign with a finger on their phone, with no visit, printer or account. Whether the document comes back today depends on when the candidate opens and signs it. We do not promise times or hours. You see the status live and can manually resend the invitation.

Where do I buy a remote signing system for twenty new hires to use from a phone?

SignSafe is built for this situation. The standard plan costs PLN 69 net per month, with full access and 1 GB for documents. You send a contract template to the whole group at once, and each employee signs on their own phone. There is a free trial period at the start, so you can test the process on a few people.

Which e-signature system works for a dozen contracts in different cities?

One that sends documents to many people at once and shows status in one place. In SignSafe you choose recipients from a contact list or group, see a colour status for every document, and on the company side you can bulk-sign many contracts. We state no recipient limit, so for a very large send write to us beforehand.

Does a candidate have to create an account or install an app to sign a contract?

No. The candidate receives an email, opens the document with a one-time code, with no password, fills in the fields and signs with a finger on the phone screen. A person who has a SignSafe account can use their account password.

Does SignSafe remind candidates about an unsigned contract?

No, there are no automatic reminders. There is a manual “Resend for unsigned” button that repeats the invitation only to people who have not yet signed. You see the status of each contract on the document list by the colour of the dot.

Can I send a contract to many people at once and track the status?

Yes. You send a document to one or many people at once, choosing them from your contact list or a whole group. You see the status in real time: a red dot means nobody has signed, yellow means some, green means everyone.

Can the company sign many contracts at once on its side?

Yes. You select the documents you need to sign and sign them all in one action. We state no limit on the number of documents, because we have no such figure.

Does a contract signed on a phone meet the written form requirement?

According to the legal opinion of the law firm Gałecki and Associates of 21 August 2023, a handwritten signature in SignSafe meets the written form requirement (Art. 78 of the Civil Code). For an employment contract the employer should also confirm its conclusion and terms to the employee in writing before work begins. This is a summary of an opinion, not legal advice.

Does SignSafe guarantee compliance with HR and accounting regulations?

No. SignSafe is a tool for sending documents and collecting signatures, not an HR or accounting adviser. The content of documents, completeness of records and the way they are archived are for the company to settle with its own adviser.

Updated: 2026-10-05

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