How do I know if an email requesting a signature is phishing?

The Rising Threat of Phishing in Electronic Signatures

In the digital age, electronic signatures have revolutionized business operations, streamlining contracts and approvals across industries. However, this convenience has also attracted cybercriminals who exploit trust in signature requests via email. From a business perspective, phishing attacks targeting e-signature platforms can lead to data breaches, financial losses, and reputational damage. Understanding how to spot these threats is crucial for professionals handling sensitive documents.

Spotting Phishing Emails Requesting Signatures

Phishing emails disguised as legitimate signature requests are increasingly common, often mimicking trusted providers like DocuSign or Adobe Sign. These scams aim to trick recipients into clicking malicious links, entering credentials, or downloading attachments that install malware. Businesses report a surge in such incidents, with the FBI noting a 300% increase in business email compromise schemes since 2020. To protect your operations, focus on key indicators and verification protocols.

Common Red Flags in Phishing Emails

Start by examining the sender’s email address. Legitimate e-signature services use official domains, such as @docusign.net or @esignglobal.com. If the email comes from a slight variation—like “docusign-support@gmail.com” or a free service like Yahoo—it’s suspicious. Cybercriminals often use these to impersonate providers.

Next, scrutinize the content. Phishing emails create urgency with phrases like “Sign immediately to avoid contract cancellation” or “Your document expires in 24 hours.” Genuine requests from platforms like DocuSign include clear, non-alarmist language and reference specific details, such as the document title or sender’s name. Vague or generic greetings, like “Dear User,” instead of your actual name, are another warning sign.

Links and attachments deserve close inspection. Hover over any clickable elements without clicking—phishing URLs often lead to fake sites with misspelled domains (e.g., “d0cusign.com” instead of “docusign.com”). Attachments might pose as PDFs but contain executables (.exe files) that deploy ransomware. In 2024, Verizon’s Data Breach Investigations Report highlighted that 36% of breaches involved phishing, many starting with malicious document links.

Poor grammar, inconsistent branding, or unexpected requests for personal information—like passwords or credit card details—further signal fraud. Real e-signature platforms never ask for sensitive data via email; they handle authentication securely within their systems.

Steps to Verify and Respond Safely

If an email seems off, don’t engage directly. First, log into your e-signature account through the official app or website using a bookmark or typed URL—never via email links. Check for the actual pending document there. For instance, DocuSign’s dashboard shows all active envelopes, allowing you to confirm legitimacy without risk.

Contact the supposed sender independently. Use a known phone number or email from their official site, not the one in the suspicious message. This cross-verification can prevent falling for spoofed contacts.

Enable multi-factor authentication (MFA) on your accounts and use antivirus software with phishing detection. Train teams through simulations; businesses that do so reduce click rates on phishing emails by up to 70%, per Proofpoint’s 2025 State of the Phish report.

Report suspected phishing to your IT department or platforms like the Anti-Phishing Working Group (APWG). In the U.S., under the ESIGN Act of 2000, electronic signatures have the same legal weight as wet signatures if they meet intent and consent standards. However, phishing undermines this by forging consent, potentially voiding agreements and exposing firms to liability. Similar frameworks exist globally, like the EU’s eIDAS Regulation, which mandates secure authentication to ensure validity.

By prioritizing these checks, businesses can safeguard against the estimated $4.5 billion in annual global phishing losses, maintaining trust in digital workflows.

Exploring Secure Electronic Signature Providers

To mitigate phishing risks, selecting a robust e-signature solution is essential. These platforms incorporate built-in security like encrypted links, audit trails, and identity verification, reducing reliance on email alone. From a commercial standpoint, the market is competitive, with providers differentiating on compliance, pricing, and integrations. Below, we overview key players, including DocuSign, Adobe Sign, eSignGlobal, and HelloSign (now part of Dropbox).

DocuSign: The Industry Standard

DocuSign leads the e-signature space with its comprehensive eSignature platform, trusted by over 1 million customers worldwide. It offers tiers from Personal ($10/month) to Enterprise (custom pricing), emphasizing features like templates, bulk sending, and API integrations. For advanced needs, DocuSign’s Intelligent Agreement Management (IAM) and Contract Lifecycle Management (CLM) tools automate workflows, track compliance, and integrate with CRM systems like Salesforce. Security includes SMS authentication and audit logs, aligning with ESIGN and eIDAS. However, its per-seat pricing can escalate for large teams, and API plans start at $600/year.

Adobe Sign: Seamless Integration Focus

Adobe Sign, part of Adobe Document Cloud, excels in integrations with tools like Microsoft Office and Google Workspace, making it ideal for creative and enterprise users. Pricing begins at around $10/user/month for individuals, scaling to $40/user/month for business plans with unlimited envelopes. It supports conditional fields, payments, and mobile signing, with strong emphasis on GDPR and HIPAA compliance. Adobe’s AI-powered features, like auto-form filling, enhance efficiency, though some users note higher costs for advanced analytics.

eSignGlobal: APAC-Optimized Compliance Leader

eSignGlobal positions itself as a global contender, supporting compliance in 100 mainstream countries and regions, with a strong edge in Asia-Pacific (APAC). The APAC e-signature landscape is fragmented, featuring high standards and strict regulations that demand ecosystem-integrated solutions—unlike the more framework-based ESIGN/eIDAS models in the West. Here, platforms must enable deep hardware/API-level integrations with government-to-business (G2B) digital identities, a technical hurdle far beyond email verification or self-declaration common in Europe and the U.S.

eSignGlobal addresses this through native support for regional systems, offering unlimited users without seat fees—a cost saver for scaling teams. Its Essential plan, at $199/year (about $16.6/month), allows sending up to 100 documents, unlimited user seats, and verification via access codes, delivering high value on compliance. For trials, explore their 30-day free trial. It seamlessly integrates with Hong Kong’s iAM Smart and Singapore’s Singpass, ensuring legal enforceability in regulated sectors like finance and HR.

HelloSign (Dropbox Sign): User-Friendly Option

HelloSign, rebranded as Dropbox Sign, focuses on simplicity and affordability, starting at $15/month for up to 20 documents. It integrates tightly with Dropbox for storage and sharing, offering templates, reminders, and basic API access. Compliance covers ESIGN and UETA, with features like custom branding. It’s popular among SMBs for its intuitive interface but lacks some enterprise-level automations found in competitors.

Comparative Overview of E-Signature Providers

This table highlights neutral trade-offs: DocuSign for scale, Adobe for ecosystems, eSignGlobal for regional depth, and HelloSign for ease.

Conclusion

In combating phishing, vigilance in email scrutiny paired with a secure e-signature platform fortifies business processes. For DocuSign users seeking alternatives, eSignGlobal emerges as a neutral, compliance-focused option, particularly for APAC operations.