How to add signature in Google Forms?

Before we look at how to use these options with Google Forms, let’s quickly review the basic requirements for legal validity and enforceability of an agreement. There are four key requirements.

Clear notice for informed consent

You must include a clear notice that details the nature, scope and purpose of the agreement. You can add these terms and conditions directly in your google form or add a hyperlink to the webpage with the details. Simply put, make it easier for the form respondents to review and understand the terms before they provide consent.

Affirmative action to indicate intent to sign / accept terms

Form respondents must explicitly agree to the terms for it to be legally valid. This can be achieved by requiring the users to click on a “I agree” button, tick a checkbox answer choice “I have read and agree to the terms” or sign the form before submitting their response. Since these actions are voluntary, it establishes a clear intention to be bound by the terms of agreement.

Securely store and maintain record of agreements

You must maintain a record of the form response, including the terms, date and time of consent, and the identity of the user. This record is essential for enforcement and dispute resolution. When the user fills the form and submits it, the response is recorded in Google Forms along with the date and time of the form submission. You should sync the Google Forms responses to Google Sheets so that you have a backup. Additionally, you should set up confirmation emails with a copy of the form response including the terms to be sent to the form respondents for their reference.

Comply with local jurisdictions of the electronic signature laws

You must ensure that the method used to get consent complies with any applicable electronic signature laws and regulations in your jurisdiction. Different regions may have specific legal requirements for electronic contracts and signatures. For example, UETA, ESIGN act in the US, eIDAS in the EU, PIPEDA in Canada, ETA in Australia etc.

Google Forms does not have a built-in signature field, but there are several ways to collect consent and signatures from your respondents.

1.  Include checkboxes for consent
2.  Use a short answer question for typed name or initials
3.  Add a file upload question for signature images
4.  Integrate signature platforms such as DocuSign or HelloSign
5.  Collect signatures using a Google Workspace addon such as Formesign

This is the simplest method to get consent in Google Forms. The checkbox option is often used for online agreements such as terms of service, obtaining consent in registration forms, getting user consent for email opt-in and newsletters in membership forms.

• Add a checkbox question with a clear title and “I accept” or “I have read and agree to the terms” as the answer choice

• Add the terms in the description or add a link to the webpage with the terms and clearly state that checking the answer choice indicates consent to the terms

• Mark this question as required in Google Forms

Pros

• Easy to set up and use

• Widely used and legally binding if the checkboxes are set up properly

• Cost effective as there are no additional costs

Cons

• Anyone can tick the box without reading the terms

• Not suitable for high-stakes agreements or situations where a recognisable signature is required

Google Forms allows you to add a short answer question in the form to let users provide a text response. You can use this option to add a textbox where users can enter their initials or full name to provide consent. This method is useful for simple agreements such as photo release, liability waiver and consent for participation in events, workshops, sports etc.

• Add a short answer question with “Initials” or “Full name” as the title

• Add a description that clearly defines the purpose of this field. For example, "By entering your name below, you confirm that you have read and agree to the terms stated in this form"

• Mark this question as required in Google Forms

Pros

• Easy to set up and use for basic compliance

• Cost effective as there are no additional costs

Cons

• Legal validity depends on the jurisdiction and this option is not suitable for high-stakes agreements

Google Forms file upload question allows you to collect files from your users. You can use the file upload question to let respondents upload an image of their signature and submit their response. However, this option requires respondents to login using their Google account before they can view, upload files and submit the form, which makes it unsuitable for audiences who do not have a Google account.

• Add a file upload question with the title “Upload signature”

• Update the settings for the file upload question to allow only png or jpg files

• Include a description that clearly indicates the the purpose of the signature image

• Mark this question as required in Google Forms

Pros

• Native Google Forms feature that is easier to set up

• No external costs that is associated with specialized signature platforms and Google Workspace addons

Cons

• Google Forms file upload requires respondents to login and hence will not work for users who don’t have a google account

• File upload option to collect signatures may not meet the legal requirements for electronic signatures in certain jurisdictions

Unlike the previous methods, this approach uses Google Forms only to collect the initial details. When the user submits the form in Google Forms, an automated workflow generates a document and sends it to the respondent via a dedicated signature platform such as DocuSign or HelloSign for signing. This option is suitable for high-stakes agreements and contracts.

• Create a form in Google Forms to collect the necessary details

• Customize the confirmation message to inform the user that the agreement will be emailed to them for signatures

• Link your Google Forms with Google Sheets to automatically sync responses whenever a user submits the form

• Use Apps Script or integration tools such as Zapier to automatically generate a document using DocuSign or HelloSign and send it to the respondent for signatures.

Pros

• Legally binding and compliant with electronic signature laws

• Signature platforms support advanced approval workflow and automated routing

• Suitable for complex and high-stakes agreements

Cons

• Poor user experience as the users have to submit the form and then access the document via email to sign it

• Requires expertise to integrate Google Forms and signature platforms such as DocuSign

• Specialized signature platforms are expensive

You can use the Formesign addon for Google Forms to add a signature field to your form. Unlike DocuSign and HelloSign integration, where respondents sign a separate document received via email, Formesign collects the signature as part of the form submission itself. Respondents sign when they fill out the form, not after. Formesign automatically generates a signed PDF for your records, which can be saved directly to Google Drive.

Formesign offers two signature options: 

• Simple signature: Add a signature field anywhere in the form. Respondents draw their signature to sign. No Google account required. 
• Verified signature: Collect the respondent's name, email, and signature with identity verification. Requires the respondent to log in, similar to how Google Forms' verified email option works.

Simple signature is suitable for liability waivers, consent forms, membership agreements, and code of conduct forms across industries such as healthcare, fitness, recreation, and event management. Verified signature is suitable for patient intake forms, authorization for medical records, employment agreements, and any situation where confirming the respondent's identity is important.

There are two ways to get started with Formesign:

Option 1: Use the Formesign addon

• Create your form in Google Forms to collect the necessary details

• Ensure that you have included the relevant terms in the form

• Install the Formesign Signature addon and configure your form to add signatures

• Share the Formesign link with the respondents to collect signatures in the form 

• Responses and signatures are automatically recorded in Google Forms and a signed PDF is generated for your records
  

Pros

• Easy to set up signatures in your forms

• Legally binding and compliant with electronic signature laws

• Signed PDF automatically generated and saved to Google Drive

• Provides a streamlined signing experience within the context of form submissions

Cons

• Requires a subscription compared to the free Google Forms option