E-Signature vs. Scanned Signature. What’s the Difference and Which Is Legally Valid?

Why it’s important to know the difference

In today’s digital documents, two signature types appear most often – scanned signatures and electronic signatures. While both may look like a “signed document,” their legal status couldn’t be more different.

Understanding this distinction matters because:

• The wrong type of signature can invalidate your document.
• Insecure signing methods put you at risk of identity theft.
• Choosing the right e-signature streamlines workflows and strengthens document security.

What is a scanned signature, and how is it used?

A scanned signature is simply a digital copy of a handwritten signature, usually in JPEG, PNG, or PDF format, inserted into a document. While it visually resembles a signature, it’s essentially just an image with no built-in security or authenticity verification.

• informal agreements;
• Internal company documents;
• Low-risk situations where both parties fully trust each other.

Key drawbacks:

• Easily forged: Anyone can copy or manipulate the image.
• No identity verification: You can’t prove who signed it or when.
• Limited legal weight: Courts often reject scanned signatures due to a lack of authenticity proof.
• Security gaps: If your signature file is leaked, it can be misused for fraud.

What is an electronic signature, and why is it superior?

An electronic signature (e-signature) is a digital equivalent of a handwritten signature, backed by cryptography, certificates, and identity verification. It doesn’t just “mark” a document; it ensures that:

• The signature belongs to a specific individual.
• The document hasn’t been altered after signing.
• All actions carry legal evidentiary weight.

Under the EU eIDAS Regulation, e-signatures are classified as:

1. Simple Electronic Signature: Minimal security (e.g., clicking a button or typing your name). Suitable for low-risk actions but with weak legal standing.
2. Advanced Electronic Signature: Verifies identity and ensures document integrity. Good for more complex agreements, though recognition may vary.
3. Qualified Electronic Signature: The highest standard – fully compliant with eIDAS and legally equivalent to a handwritten signature across the EU.

Are scanned signatures recognized by law?

According to EU eIDAS Regulation (2016/679):

• Qualified e-signatures are legally equivalent to handwritten signatures.
• Scanned signatures are not considered electronic signatures unless paired with reliable identity verification.

Courts often reject scanned-signature documents because they can’t confirm who signed them or when.

How to protect your identity

• Scanned Signature: If stolen, it can be reused without your consent.

• Electronic Signature: Secured with passwords, PIN codes, two-factor authentication, and government-issued certificates.

Which should you choose – electronic or scanned signatures?

If you want to sign documents quickly, securely, and with full legal protection – choose an electronic signature.

Scanned signatures are merely a visual imitation, without real legal force. They’re fine for casual agreements but not for situations involving financial risk, legal liability, or corporate reputation.

Haven’t tried electronic signatures yet? Now might be the perfect time! Try ZebraSign for yourself or get in touch, and we’ll find the best solution for your organization.

Frequently asked questions

Are scanned signatures legally valid?

Scanned signatures are not considered electronic signatures under the EU eIDAS Regulation (2016/679) unless paired with reliable identity verification. Courts often reject them due to the inability to confirm who signed or when, making them unreliable for legal purposes.

Why are electronic signatures considered better than scanned signatures?

Electronic signatures use advanced cryptography, identity verification, and certificates to ensure the signature belongs to a specific person, the document remains unaltered, and it holds legal evidentiary weight. They are secure, legally binding, and compliant with regulations like eIDAS.

What is the main difference between a scanned signature and an electronic signature?

A scanned signature is a digital image of a handwritten signature (e.g., in JPEG or PNG format) inserted into a document, with no security or authenticity verification. An electronic signature is a secure digital equivalent backed by cryptography, identity verification, and certificates, ensuring legal validity and document integrity.