When a PNG signature is enough
A lot of contracts don't need DocuSign. If you're sending an NDA, a freelance agreement, or a supplier contract by email — and both parties are fine with that — a transparent PNG of your signature inserted into a Word doc or PDF is perfectly valid. Under ESIGN in the US and eIDAS in Europe, placing an image of your signature intentionally on a document constitutes a basic electronic signature.
The key word is “intentionally.” You need to mean to sign it — which is obvious when you download a signature PNG and drop it on a contract. That's all the law requires for most everyday commercial agreements.
When you need something more
There are contracts where a PNG won't do. Know the difference before you sign:
- Notarized documents: require a witness and official seal. Not signable digitally without a notary service.
- Real estate transactions: most jurisdictions require wet signatures or qualified e-signatures with audit trails.
- Wills and power-of-attorney: same — strong legal requirements that vary by jurisdiction.
- Contracts that say "wet signature required": if the other party specifies this, don't substitute a PNG.
- EU qualified electronic signatures: eIDAS has three tiers. A PNG is the lowest tier (simple). For qualified signatures, you need a service with a certified digital certificate.
For everything else — which covers the vast majority of business contracts most people encounter — a transparent PNG is sufficient and accepted.
How to sign a Word contract
- Create your signature using the tool above.
- Click Download Transparent PNG.
- Open the contract in Microsoft Word.
- In the ribbon: Insert → Pictures → This Device.
- Select the PNG.
- Right-click the image → Wrap Text → In Front of Text.
- Drag the signature onto the signature line. Resize from the corners.
- File → Save As → PDF before sending. Never send the editable .docx to the other party once signed.
How to sign a PDF contract
The exact steps depend on which PDF editor you have. The most common:
- Adobe Acrobat (free Reader or paid Pro): Fill & Sign → Sign Yourself → Add Signature → Image tab → select your PNG → Apply → click where you want it on the page.
- Preview on macOS: Markup toolbar → Sign icon → Create Signature → Image → drag in your PNG → insert from the signature library onto the page.
- Foxit PDF Editor: Protect tab → PDF Sign → Create Signature → Import from File → pick your PNG.
Full step-by-step instructions for each editor at signature for PDF.
How to sign in Google Docs
- Download the transparent PNG.
- Open the contract in Google Docs.
- Insert → Image → Upload from computer.
- Click the image → set wrap to In front of text.
- Drag onto the signature line.
- File → Download → PDF Document before sending.
Countersigning: getting the other party's signature
Two common approaches when you need both signatures on one document:
Sequential:you sign first, export to PDF, email it to the other party. They open it in their PDF editor, add their signature using the same method, save it, and send it back. Works fine for two-party contracts where timing doesn't matter.
Platform-based: if you need both signatures timestamped in one workflow with an audit trail — especially for higher-value contracts or clients who prefer a formal process — use DocuSign, Adobe Sign, or PandaDoc. You both sign through their platform and get a completed, tamper-evident copy.
Protecting the signed document
Once you've exported the signed contract to PDF, save a copy somewhere you'll be able to find it. Contracts have a habit of being needed months or years later when the original is long forgotten. A folder per client with the signed PDF, the unsigned original, and any related correspondence is the minimum you need.
Your signature PNG is reusable on future contracts. Treat it the way you treat your handwritten signature: keep it somewhere private and don't share the file casually.