How to Sign a Word Document (3 Ways, Step by Step)
Short answer
To sign a Word document, go to Insert > Pictures to add an image of your handwritten signature, draw it on the Draw tab, or use Insert > Signature Line. Save the file, ideally as a PDF, then send it.
Join the Kwalify waitlist to get documents signed on WhatsApp
How do I put my signature on a Word document?
Here are three ways to do it.
- Insert a picture. Sign on white paper and scan it as a JPG or PNG. In Word, go to Insert > Pictures and choose the file.
- Draw it. Open the Draw tab, pick a pen and draw your signature with a mouse, stylus or finger.
- Add a signature line. Go to Insert > Signature Line and complete the Signature Setup box.
No paper to hand? The free signature generator makes a signature image you can insert.
Can a Word document be electronically signed?
Yes. Word lets you add a signature to a document.
Under section 13(3) of the ECTA, where the parties require an electronic signature but haven’t agreed on the type, the requirement is met if the method identifies the person and shows their approval, and was as reliable as was appropriate for the purpose.
This is general information, not legal advice.
How can I sign a Word document without printing?
Insert or draw your signature in Word, save as PDF (File > Save As > PDF) so the layout can’t be casually edited, and email it.
If someone emailed you the document, save the attachment, sign it, save a copy and reply with the signed file. Keep the original too.
The signature-line route and its setup are described on the Microsoft Support page.
Which transactions does the ECTA not make valid?
According to section 4(4) and Schedule 2 of the ECTA, the ECTA does not make these transactions valid:
- an agreement for the alienation of immovable property (such as a sale of land)
- an agreement for a lease of immovable property for more than 20 years
- executing, keeping and presenting a will or codicil
- executing a bill of exchange
Check with an attorney before signing one of these electronically. This is general information, not legal advice.
How Kwalify helps: For documents that can be signed electronically, Kwalify gets the document signed. The signer confirms with a one-time code. Kwalify keeps an audit trail of who signed and when, and produces a sealed PDF with a public verify page. It is a standard electronic signature, and Kwalify sends reminders until the document is signed. It is not for land sale agreements, leases of more than 20 years, wills or bills of exchange. Join the waitlist
Which way of signing in Word should you use?
| Method | Where in Word | Best for | Limit |
|---|---|---|---|
| Picture of handwritten signature | Insert > Pictures | Quick sign-off on a quote or internal form | Doesn’t record who signed or when |
| Draw tab | Draw > pen | Touchscreen or stylus users | Harder to control with a mouse |
| Signature line | Insert > Signature Line | Formal layout with signer name and title | Slower to set up |
| Print, sign in ink, scan | Outside Word | People who prefer paper | Slower |
Need an image to insert? Make one with the free signature generator.
Checklist before you sign
- The signer’s name matches the name in the document.
- You have added the date.
- You have saved the file as a PDF.
- You have kept a copy.
- You have checked it isn’t a Schedule 2 transaction.
FAQ
How do I create a signature for a Word document?
Sign your name in dark pen on white paper, then photograph or scan it and save it as a JPG or PNG. You can also make one with the free Kwalify signature generator. Insert the image with Insert > Pictures.
Can you sign a document with Word?
Yes. Word lets you insert a signature picture, draw one on the Draw tab or add a signature line. It suits simple sign-offs more than contracts.
How do I digitally sign a document?
Add your signature on screen in Word, save the file as a PDF and send it. For a record of who signed and when, use a signing tool that keeps an audit trail. Kwalify does this with a one-time code and a sealed PDF.
How do I write my signature on a Word document?
Open the Draw tab, choose a pen and write your signature with a mouse, stylus or finger. Press Esc when you are done.
How do I insert my signature on a Word document?
Go to Insert > Pictures > This Device and choose your signature image. Then set Wrap Text to In Front of Text so you can drag it onto the signature line and resize it.