A facsimile signature is a reproduced copy of a handwritten signature, applied by stamp, print, or scan rather than written by hand each time.
- A facsimile signature is a reproduced copy of a handwritten signature, applied by stamp, print, or scan rather than written by hand each time.
- A reproduced signature image does not by itself establish signer identity, consent, or the verification method used.
- Facsimile signatures have long been used on repetitive documents like checks, forms, and cover sheets, including ones sent by fax.
What Is a Facsimile Signature?
A facsimile signature is a reproduction of someone's handwritten signature, applied through a rubber stamp, a pre-printed image, or a scanned copy, rather than written by hand on each individual document. The word uses "facsimile" in its original sense, an exact copy, the same root behind the word facsimile itself.
Facsimile Signature vs. Electronic Signature
A facsimile signature describes the reproduced mark, not the complete signing process. A scanned signature image may form part of an electronic signing process, but the image alone does not establish how the signer was authenticated or what evidence was retained. Check the recipient's requirements for the document and submission method.
Facsimile Signatures and Faxed Documents
Documents carrying a facsimile signature, like pre-signed forms or stamped approvals, have long been sent by fax exactly as printed, the signature travels with the rest of the page since it's part of the document's image rather than a separate data field. Sending that same document through secure fax keeps it encrypted in storage without changing anything about how the signature itself is reproduced or read.
The receiving institution decides which signature method and submission route it accepts. Retirement distribution paperwork illustrates signature and fax-return checks that should be resolved before sending a reproduced copy.
A Common Case: A Pre-Signed Purchase Order
A supplier's accounting department stamps a facsimile signature onto routine purchase orders instead of signing each one by hand, since the same authorized signer approves every batch. Faxing that stamped order to a vendor sends the signature exactly as it appears on the page, no different from faxing any other printed document.
FAQs
Is a facsimile signature legally valid?
Acceptance depends on the document, recipient, and applicable requirements. Check which signature method and submission route are accepted before sending a reproduced signature. Do not assume that a copied signature is sufficient for every document.
Is a facsimile signature the same as an electronic signature?
The terms describe different aspects of signing. A facsimile signature is a reproduced handwritten mark; an electronic signing process may use such an image. The image alone does not establish identity checks, consent, or an audit trail. Check the requirements for the particular document and recipient.
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