Document Signing with E-Signatures

Domavia supports legally binding electronic signatures for documents required in visa applications, property transactions, and legal agreements. This guide covers how to sign documents using PAdES (PDF Advanced Electronic Signatures) standard.

What is PAdES?

PAdES (PDF Advanced Electronic Signatures) is a set of standards for creating legally binding electronic signatures on PDF documents.

Types of Electronic Signatures

1. Simple Electronic Signature (SES):

• Basic signature (typed name, scanned image)
• Low legal weight
• Not suitable for official documents

2. Advanced Electronic Signature (AdES):

• Unique to signer
• Under signer's sole control
• Detects tampering
• Legal Weight: Admissible in most courts

3. Qualified Electronic Signature (QES):

• Meets AdES requirements PLUS
• Created with qualified certificate (from accredited provider)
• Uses qualified signature creation device
• Legal Weight: Equivalent to handwritten signature (eIDAS regulation)

PAdES Levels

Domavia supports four PAdES levels:

PAdES-B (Basic):

• Basic electronic signature
• Signer's certificate embedded
• No timestamp

PAdES-T (with Timestamp):

• PAdES-B + trusted timestamp
• Proves signature existed at specific time
• Protects against certificate expiration

PAdES-LT (Long-Term):

• PAdES-T + validation data
• Includes certificate revocation information (OCSP/CRL)
• Verifiable after certificate expiry

PAdES-LTA (Long-Term Archive):

• PAdES-LT + document timestamps
• Maintains validity for decades
• Archive-grade preservation

Recommendation: Use PAdES-LT for most official documents (visa applications, contracts).

When to Use E-Signatures

Visa Applications

Suitable For:

• Supporting letters (employment, financial)
• Declarations and affidavits
• Power of attorney documents
• Consent forms (parental, spousal)

Not Accepted:

• Government-issued documents (birth certificates, police clearances)
• Apostilled documents (must be original)
• Some consular applications (check requirements)

Property Transactions

Suitable For:

• Purchase offers and counter-offers
• Preliminary contracts (CPCV in Portugal)
• Rental agreements
• Property management contracts

Not Suitable:

• Final deed (escritura) - usually requires notarization
• Mortgage documents - bank may require wet signature

Legal Agreements

Suitable For:

• Service contracts (lawyers, accountants)
• Non-disclosure agreements (NDAs)
• Independent contractor agreements
• Partnership agreements

Check First:

• Some jurisdictions require notarization
• Corporate documents may need board resolutions
• Estate planning (wills, trusts) often needs witnesses

Document Signing Workflow

Step 1: Upload Document

Navigate to Documents � Sign Document or click Sign on an existing document.

Upload Requirements:

• Format: PDF only
• Size: Maximum 25 MB
• Pages: Maximum 500 pages
• Not already signed (or you're adding counter-signature)

Document Preview:

• Review document before signing
• Verify all pages loaded correctly
• Check for any OCR errors if document was scanned

Step 2: Choose Signature Type

Signature Certificate Options:

1. Domavia Certificate (Included):

• Level: Advanced Electronic Signature (AdES)
• Cost: Free (included in Navigator and higher plans)
• Use For: Internal documents, preliminary agreements
• Legal Status: Legally binding in EU under eIDAS

2. Qualified Certificate (Premium):

• Level: Qualified Electronic Signature (QES)
• Cost: $49/year (certificate from qualified TSP)
• Use For: Government submissions, final contracts, official documents
• Legal Status: Equivalent to handwritten signature

3. Import Your Own Certificate:

• Upload your existing certificate (.p12 or .pfx file)
• Enter certificate password
• Use For: Corporate certificates, existing qualified certificates

Recommendation: Start with Domavia certificate. Upgrade to qualified if required by counterparty or jurisdiction.

Step 3: Position Signature

Visual Signature Placement:

Choose Location:

• Automatic: System places at common signature location (bottom right, last page)
• Manual: Click and drag to position signature box

Signature Box Contains:

• Your name (from profile)
• Signing date and time
• Optional: Your signature image (upload in Profile � Signature)
• Optional: Company logo
• Certification indicator (AdES or QES)

Customize Appearance:

• Font style and size
• Text color
• Background color or transparency
• Border style

Multiple Signatures: If document requires multiple signers:

• Place multiple signature boxes
• Invite co-signers via email
• Track signing order (sequential or parallel)

Step 4: Add Timestamp (Recommended)

Timestamp Authority (TSA):

• Free TSA: FreeTSA.org (included)
• Premium TSA: Sectigo, DigiCert ($0.10 per signature)
• Corporate TSA: Your organization's TSA (if applicable)

Why Add Timestamp?:

• Proves signature existed at specific moment
• Protects against certificate expiration
• Required for PAdES-T, PAdES-LT, PAdES-LTA
• Adds legal weight to signature

Select TSA or use default (FreeTSA).

Step 5: Add Validation Data (Optional)

For PAdES-LT Signatures:

• Include OCSP Response: Certificate revocation check
• Include CRL: Certificate Revocation List
• Embed Certificate Chain: Full certificate path (increases file size)

Benefits:

• Document remains verifiable after certificate expires
• No internet required for future verification
• Meets long-term archiving requirements

Trade-off: Larger file size (+50-200 KB)

Step 6: Review and Sign

Final Review:

• Document: Correct file
• Signature Position: Properly placed
• Certificate: Correct type
• Timestamp: TSA selected
• Validation: LT options configured

Security Verification: Before signing, Domavia may require:

• 2FA Code: If enabled on your account
• SMS Verification: One-time code to mobile
• Biometric: Face ID or Touch ID (mobile only)
• Certificate Password: If using imported certificate

Click "Sign Document".

Signing Process:

1. Generate signature hash (SHA-256)
2. Sign hash with your private key
3. Embed signature in PDF
4. Request timestamp from TSA
5. Embed timestamp in PDF
6. Optionally add OCSP/CRL for LT
7. Save signed document

Progress:

Signing document...
 Hashed document (SHA-256)
 Signed with your certificate
 Timestamp added from FreeTSA
 OCSP response embedded
 Document signed successfully

Step 7: Download Signed Document

Download Options:

• Signed PDF: Final document with embedded signature
• Signature Certificate: Your public certificate (for verification)
• Signing Report: PDF with signature details and validation results

Signed Document Shows:

• Signature indicator (blue ribbon in Adobe Reader)
• Signature details (signer, date, certificate)
• Timestamp information
• Validation status (valid, expired, revoked)

Verifying Signatures

In Adobe Reader

1. Open signed PDF in Adobe Reader
2. Blue ribbon at top indicates signature
3. Click Signature Panel (left sidebar)
4. Click signature to see details:
   • Signer identity
   • Signing time
   • Certificate validity
   • Timestamp details
   • Revocation status

Validity Indicators:

• Green Checkmark: Signature valid, certificate trusted
• Yellow Triangle: Signature valid, certificate not in trust list
• Red X: Signature invalid or tampered

In Domavia

Navigate to Documents � Signed Document � Verify:

Verification Results:

• Signature Valid: Yes / No
• Document Tampered: No / Yes
• Certificate Valid: Yes / No / Expired
• Timestamp Valid: Yes / N/A
• Trust Chain: Complete / Incomplete

Signature Details:

• Signer: John Silva
• Email: [email protected]
• Signed: 2026-01-18 14:32
  UTC
• Certificate Issuer: Domavia CA
• Certificate Expires: 2027-01-18
• Timestamp Authority: FreeTSA
• Signature Level: PAdES-LT

Co-Signing and Counter-Signing

Co-Signing (Multiple Signers)

Use Case: Contract requires multiple parties to sign (buyer and seller, employer and employee).

Workflow:

1. First signer uploads document
2. First signer places their signature
3. First signer invites co-signers via email
4. Each co-signer receives link
5. Each co-signer places their signature
6. Document fully executed when all signed

Signing Order:

• Parallel: All signers can sign simultaneously
• Sequential: Each signer must wait for previous signer

Tracking:

• Domavia shows signing status for each party
• Email notifications when your turn or when complete

Counter-Signing

Use Case: Lawyer or authority counter-signs to certify signature.

Workflow:

1. Original signer signs document
2. Counter-signer adds their signature
3. Counter-signature certifies the original signature

Example: Notary counter-signs a power of attorney to certify your signature.

Mobile Signing

Use the Domavia mobile app for on-the-go signing:

Mobile Features

Biometric Signing:

• Face ID (iOS)
• Touch ID (iOS)
• Fingerprint (Android)
• No password required (if biometric enabled)

Camera Integration:

• Scan paper documents
• OCR text extraction
• Sign immediately after scanning

Offline Signing (Premium):

• Download document
• Sign offline (signature queued)
• Auto-upload when online

Mobile Workflow

1. Open Domavia app
2. Navigate to Documents � Sign
3. Select document or scan new
4. Tap where you want signature
5. Authenticate with biometric
6. Tap Sign
7. Document signed and uploaded

Common Issues

"Certificate Not Trusted"

Cause: Recipient's PDF reader doesn't trust Domavia CA. Solution:

• Send signature certificate separately
• Recipient adds certificate to trusted list
• Or upgrade to qualified certificate (automatically trusted)

"Signature Expired"

Cause: Signing certificate expired before document opened. Solution:

• If PAdES-LT: Should still validate (validation data embedded)
• If PAdES-B: Signature technically invalid (timestamp missing)
• Recommendation: Always use PAdES-LT for important documents

"Document Has Been Modified"

Cause: Someone edited PDF after signing. Solution:

• Request original signed version
• Any changes invalidate signature (by design)
• If changes needed, re-sign after changes

"Timestamp Server Unavailable"

Cause: TSA temporarily unreachable. Solution:

• Wait 5 minutes and retry
• Or select different TSA
• Or sign without timestamp (not recommended for official docs)

Best Practices

For Official Documents

1. Use PAdES-LT: Always include timestamp and validation data
2. Qualified Certificate: Upgrade for government submissions
3. Archive Original: Keep unsigned version separately
4. Multiple Copies: Sign multiple copies if required
5. Verify Before Sending: Open in Adobe Reader to check validity

For Contracts

1. Review First: Don't sign without reading
2. Counter-Sign: Have lawyer counter-sign for high-value deals
3. Sequential Signing: Use ordered signing for chain-of-custody
4. Store Securely: Keep signed contracts in encrypted vault
5. Audit Trail: Domavia maintains complete signing log

For Bulk Signing

Batch Signing (Premium feature):

• Upload multiple documents
• Apply same signature settings
• Sign all at once
• Useful for: repetitive forms, mass mailings, standardized contracts

Pricing

Compliance

eIDAS (EU)

Domavia signatures comply with eIDAS Regulation (EU) No 910/2014:

• Advanced Electronic Signatures (AdES): Legally binding
• Qualified Electronic Signatures (QES): Equivalent to handwritten

ESIGN Act (USA)

Complies with ESIGN Act and UETA:

• Intent to sign
• Consent to electronic records
• Association of signature with record

Country-Specific

Portugal: Accepts PAdES signatures for most official submissions Spain: Requires qualified certificates for some government forms France: Strong preference for RGS (Référentiel Général de Sécurité) compliant signatures Germany: Accepts qualified signatures widely

Check requirements in Help � Signature Requirements by Country.

Getting Help

Support:

• Email: support@domavia.app
• Knowledge Base: Document Signing Guide

Professional Services:

• Certificate Setup Assistance
• Bulk Signing Configuration
• Custom TSA Integration
• Qualified Certificate Procurement

Related Topics:

• Document Services - Manage your documents
• Document Vault - Store signed documents
• Legal Services - Find lawyers for document review