The world of Requests for Proposals (RFPs) and tender submissions keeps moving, no matter where you or your team are. Paper-driven processes, on the other hand, slow everything down, introduce countless risks, and even miss valuable opportunities. Now, with the way Irish and European regulations are evolving, e-signatures are edging closer to being more than just a nice-to-have, they’re rapidly becoming the new standard.
Maybe you’ve already experimented with electronic signatures for internal approvals. But shifting your entire RFP or public tender workflow to digital? That can seem daunting at first. However, more and more procurement professionals are choosing e-signature solutions like CloudSign.ie because they enable secure, legally valid document execution in any environment, remote, hybrid, or office-based, while meeting compliance requirements.
Digital signatures help you move faster and safer, even across borders.
Why e-signatures matter for RFP and tender processes
Upgrading to e-signatures isn’t just a modern business trend. It is, in the words of the National Public Procurement Policy Framework, a proven way to promote transparency, accuracy, and time savings across electronic procurement processes. Old habits like printing, signing, scanning, and emailing documents can hold your bid back while your competitors get ahead.
- Speed: E-signatures slash the turnaround time for approvals and submissions. No more running to the printer or arranging couriers.
- Security: Tamper-proof audit trails, encryption, and secure storage mean your documents are protected, traceable, and always available.
- Legality: E-signatures are fully legal and enforceable in Ireland under the Electronic Commerce Act 2000, as long as the technology used meets the requirements.
- Cost savings: Reduce paper, postage, and admin costs, sometimes more than you expect. Digital records mean less risk of lost documents.
- Transparency and compliance: Each step and signoff is recorded, making it easier to audit or defend decisions.
According to data from the Central Statistics Office, more than 70% of Irish businesses now use electronic methods for document exchange. Public bodies and companies alike benefit from easier tracking and a reduced burden of paperwork.
How e-signatures fit into the tender process
Let’s walk through a typical RFP or tender bid, as it happens now with e-signatures.
- Preparing the documentation:
- Generate your application forms or contract drafts digitally.
- Assign who needs to sign, are there multiple internal signatories, or is it only the managing director?
- Sending for signature:
- Upload the file to CloudSign.ie (or, if you are already using another provider, consider the advantages CloudSign.ie offers with its modern interface and AI-driven workflows).
- Set the order: do all must sign at once, or does one person review before the rest?
- Add signature fields and notifications.
- Tracking progress and reminders:
- E-signatures let you see in real time who has viewed, signed, or rejected a document. If someone is delayed, send an automatic reminder.
- Submission to the contracting authority:
- After all required signatures, download the signed file. It contains embedded proof of signing (metadata, timestamps, and an audit record).
- Upload via the designated procurement portal (eTenders, for instance), confident that your signatures meet both legal and procedural thresholds.
- Long-term storage and compliance:
- Store documents securely in your digital repository. If there are any disputes or audits in the future, retrieving the signed copy is effortless.
Legal acceptance: What you need to know
The short answer: e-signatures are completely legal for RFPs, tenders, and contracts, provided you use a trustworthy platform and meet the technical standards set out in Irish and EU law. Under the Electronic Commerce Act 2000 and the EU eIDAS regulation, “advanced” and “qualified” electronic signatures have the same legal effect as handwritten ones in almost all situations.
For public procurement, the Institute of Public Administration’s Procurement Guidelines confirm that e-signatures can and should be accepted, unless a specific law or regulation requires a different approach. Is that the case? Almost never, especially for tenders in Ireland.
For a more detailed walkthrough on what makes a signature legally binding, take a look at this plain-language guide to legally binding signatures. The difference between electronic and digital signatures is especially clear there.
Choosing the right e-signature solution for tenders
E-signature app choices can feel confusing at first. “Which one is the most secure?” “Which is easiest to learn?” You will see familiar names (DocuSign, Dropbox Sign, PandaDoc) in your research. However, CloudSign.ie stands out by making sure you never have to choose between simplicity, affordability, and compliance.
- Free plan forever: Perfect for individuals or small businesses. One sender, 21 envelopes per month, that's hard to match.
- AI document management: Not just signatures, our platform flags risks, suggests contract improvements, and even looks for opportunities hidden in agreements.
- Irish and EU legal focus: Compliance with Irish law is baked into every workflow, and eIDAS standards are respected at every step.
- Integrations: Smooth connections with Google Drive, Slack, CRM tools, and more.
- Support for all business sizes: Whether you're an independent consultant or a large firm, CloudSign.ie adjusts to your needs, and you can start for free.
Choose an e-signature solution designed for your compliance and speed, not someone else’s.
Best practices when using e-signatures for tenders
- Read the tender requirements: While e-signatures are legal, occasionally a tender will specify the type required or ask for “qualified” signatures only. Check for technical annexes or instructions.
- Keep your audit trail: Always use a platform that records who signed, when, and with what method.
- Communicate with your team: Make sure all approvers and signatories are trained before rushing to deadline.
- Stay within expiry dates: Some e-signatures have timestamp expirations, especially when based on digital certificates. Double-check before submitting.
- Follow GDPR and privacy rules: Especially important with sensitive or personal data. CloudSign.ie helps by encrypting and storing data within the EU.
To refresh yourself on simple steps for safe online signing, see our simple guide to fast, secure signing and this breakdown of e-signature laws in Ireland for 2024.
Taking the next step
Shifting your RFP and tender process into the digital age isn’t about fancy features. It’s about meeting modern expectations, speeding up your bidding, and protecting your business. With CloudSign.ie, the process is designed to be simple, secure, and always compliant.
If the prospect of getting rid of paper for good, or sending your next public tender from anywhere, sounds like progress, give CloudSign.ie a try today. See for yourself how much smoother your next submission can be, without losing sleep over the details. Sign up and take control of your tendering process.
Frequently asked questions
What is an e-signature in tenders?
An e-signature in the context of tenders is a digital method of signing documents required during an RFP or public procurement process. Rather than using a handwritten signature, involved parties sign with a secure, legally valid digital stamp, usually via a trustworthy e-signature platform. This can include typed names, stylus signatures, or digital certificates that authenticate the signer’s identity.
How to use e-signatures for submissions?
To use e-signatures for RFP and tender submissions, first prepare your digital documents and determine everyone who must sign. Upload your files to a reliable e-signature platform like CloudSign.ie, assign signature fields, and send signing requests to all parties. After everyone signs, the final signed document (with audit trails and timestamps) can be submitted directly via the procurement portal or by email, as the bid instructions require.
Are e-signatures legally accepted for RFPs?
Yes, e-signatures are considered fully legal and valid for tenders and RFPs in Ireland and across the EU, as long as the platform and process comply with the Electronic Commerce Act 2000 and EU eIDAS regulations. Most public and private sector contracts now accept them for digital submissions.
Which platforms support e-signatures in tenders?
Several platforms support e-signatures for tender processes, including CloudSign.ie, which is especially suitable for Irish law, compliance, and integrations. While global providers like DocuSign and Dropbox Sign exist, CloudSign.ie offers features tailored for local procurement needs, such as Irish legal compliance and a permanently free individual plan ideal for those starting out.
Is it safe to use e-signatures?
Yes, using e-signatures is very safe when you select a trusted provider. Platforms like CloudSign.ie secure documents with encryption, maintain full audit trails, and comply with all privacy and data protection requirements. This protects your tender submissions from unauthorized access, fraud, or loss. For extra tips on digital document safety, our digital signature safety guidelines might be useful.