{"id":7270,"date":"2021-06-04T02:05:16","date_gmt":"2021-06-04T02:05:16","guid":{"rendered":"https:\/\/www.boardroomlimited.com\/my\/?p=7270"},"modified":"2024-10-02T15:38:25","modified_gmt":"2024-10-02T07:38:25","slug":"digital-signature-malaysia","status":"publish","type":"post","link":"https:\/\/www.boardroomlimited.com\/my\/2021\/06\/04\/digital-signature-malaysia\/","title":{"rendered":"Digital vs Electronic Signatures in Malaysia: a Guide"},"content":{"rendered":"<div class=\"wpb-content-wrapper\"><p>[vc_row full_width=&#8221;stretch_row&#8221; css_animation=&#8221;fadeInLeft&#8221; el_class=&#8221;business-insights-content&#8221;][vc_column][vc_row_inner el_class=&#8221;m-t-50&#8243;][vc_column_inner][vc_column_text]When a face-to-face meeting is impossible, paperless signatures are a practical option for your business in Malaysia. They are fast, convenient and environmentally friendly.<\/p>\n<p>However, you need to carefully consider the legal implications of using digital or electronic signatures over the traditional \u2018wet-ink\u2019 variety. While the terms \u2018electronic\u2019 and &#8216;digital\u2019 are often used interchangeably to refer to paperless signatures, each one is a separate legal concept under Malaysian law.<\/p>\n<p>In this article, we cover the differences between electronic and digital signatures in Malaysia, and explain when they are legally binding, and where you can use them.[\/vc_column_text][\/vc_column_inner][\/vc_row_inner][vc_row_inner el_class=&#8221;m-t-50&#8243;][vc_column_inner][vc_custom_heading text=&#8221;What you need to know about electronic signatures in Malaysia&#8221; font_container=&#8221;tag:h4|text_align:left&#8221; use_theme_fonts=&#8221;yes&#8221; el_class=&#8221;m-b-30&#8243;][vc_column_text css=&#8221;.vc_custom_1622724278491{margin-left: 0px !important;}&#8221;]An electronic signature is defined by the\u00a0<em>Electronic Commerce Act 2000<\/em>\u00a0(\u201c<strong>ECA<\/strong>\u201d) as:<\/p>\n<p style=\"text-align: center;\"><em>\u00a0\u201cany letter, character, number, sound or any other symbol or any combination thereof created in an electronic form adopted by a person as a signature.\u201d<\/em><\/p>\n<p>[\/vc_column_text][vc_single_image image=&#8221;7287&#8243; img_size=&#8221;large&#8221; alignment=&#8221;center&#8221; css=&#8221;.vc_custom_1623159773666{margin-top: 20px !important;}&#8221;][\/vc_column_inner][\/vc_row_inner][vc_row_inner css=&#8221;.vc_custom_1622725618755{margin-top: 30px !important;}&#8221;][vc_column_inner][vc_custom_heading text=&#8221;Are electronic signatures legally binding in Malaysia?&#8221; font_container=&#8221;tag:h5|text_align:left&#8221; use_theme_fonts=&#8221;yes&#8221; el_class=&#8221;m-b-20&#8243;][vc_column_text css=&#8221;.vc_custom_1622725251213{margin-left: 0px !important;}&#8221;]The ECA legally recognises electronic signatures used in commercial transactions either:<\/p>\n<ul>\n<li>to fulfill legal requirements; or<\/li>\n<li>to facilitate commercial transactions through electronic means.<\/li>\n<\/ul>\n<p>In Malaysia, electronic signatures are typically used for simple contracts and agreements (such as the ones outlined below) where the risk of legal disputes around document validity is low.<\/p>\n<p>Electronic signatures are legally binding under Malaysian law, where they fulfil the ECA requirements, being:<\/p>\n<ol>\n<li><span>that the signature is attached to, or logically associated with, an electronic message;<\/span><\/li>\n<li><span>the signer and their approval of the related information can be adequately identified; and<\/span><\/li>\n<li><span>the signature is as reliable as is appropriate, given the purpose and circumstances for which the signature is required.<\/span><\/li>\n<\/ol>\n<p>To be considered \u2018reliable\u2019, electronic signatures must also fulfill these ECA requirements:<\/p>\n<ol>\n<li><span>the means of creating the electronic signature is linked to, and under the control of, that person only;<\/span><\/li>\n<li><span>any alteration made to the electronic signature after signing is detectable; and<\/span><\/li>\n<li><span>any alteration made to that document after signing is detectable.<\/span><\/li>\n<\/ol>\n<p>Some grey areas surround these requirements as they have largely been untested in Malaysia Courts. However, we recommend that companies adopt internal guidelines relating to the use of electronic signatures that outline the approvals process, digital security measures, electronic record keeping policies and compliance and internal audit team procedures. These guidelines can be used to provide evidence that the ECA requirements have been met. Companies may consult their lawyers or corporate secretarial agents for assistance in this regard.[\/vc_column_text][vc_single_image image=&#8221;7289&#8243; img_size=&#8221;large&#8221; alignment=&#8221;center&#8221; css=&#8221;.vc_custom_1623159843563{margin-top: 20px !important;margin-bottom: 20px !important;}&#8221;][vc_column_text css=&#8221;.vc_custom_1727854694899{margin-left: 0px !important;}&#8221;]<strong>Common electronic signature applications<\/strong><\/p>\n<p>There\u2019s a reasonably broad scope when it comes to applying electronic signatures in Malaysia to execute documents. For example, case law suggests that even a text message can be considered a legally binding electronic signature under the ECA.<\/p>\n<p>More typically, electronic signatures are commonly used in:<\/p>\n<ul>\n<li><strong>HR documents<\/strong>: Employment contracts, benefits paperwork and new employee onboarding processes;<\/li>\n<li><strong>Commercial agreements <\/strong><strong>between corporate entities<\/strong>: Non-disclosure agreements, procurement documents and sales agreements;<\/li>\n<li><strong>Commercial real estate<\/strong><strong>documents<\/strong>: Lease agreements, and sales and purchase contracts; and<\/li>\n<li><strong>Minutes and resolutions:<\/strong>(subject to the company\u2019s constitution).<\/li>\n<\/ul>\n<p>When deciding whether to use an electronic signature in Malaysia, it is important to note that while electronically signed documents are legally enforceable, wet-ink signatures may still be required for stamping and some filing and registration procedures. Some financial institutions may also require wet-ink signatures.[\/vc_column_text][\/vc_column_inner][\/vc_row_inner][vc_row_inner css=&#8221;.vc_custom_1622725605203{margin-top: 30px !important;}&#8221;][vc_column_inner][vc_custom_heading text=&#8221;Where you can\u2019t use electronic signatures&#8221; font_container=&#8221;tag:h5|text_align:left&#8221; use_theme_fonts=&#8221;yes&#8221; el_class=&#8221;m-b-20&#8243;][vc_column_text css=&#8221;.vc_custom_1622724553616{margin-left: 0px !important;}&#8221;]In Malaysia, electronic signatures are not allowed in:<\/p>\n<ul>\n<li>Power of Attorney documents as per section 2 (2) of the ECA;<\/li>\n<li>Wills, codicils and trusts as per section 2 (2) of ECA;<\/li>\n<li>Negotiable instruments, bills of exchange, and promissory notes as per section 2 (2) of the ECA;<\/li>\n<li>Any instrument dealing with properties under the\u00a0<em>Malaysian National Land Code<\/em>; and<\/li>\n<li>Statutory Declarations under the\u00a0<em>Statutory Declarations Act 1960<\/em>.<\/li>\n<\/ul>\n<p>The documents listed above cannot be executed via e-signature or digital signature because they require notarisation or attestation before a public notary or commissioner of oaths. As such, wet-ink signatures are required for these documents.[\/vc_column_text][\/vc_column_inner][\/vc_row_inner][vc_row_inner el_class=&#8221;m-t-50&#8243;][vc_column_inner][vc_custom_heading text=&#8221;What you need to know about digital signatures in Malaysia&#8221; font_container=&#8221;tag:h4|text_align:left&#8221; use_theme_fonts=&#8221;yes&#8221; el_class=&#8221;m-b-30&#8243;][vc_column_text css=&#8221;.vc_custom_1623159980188{margin-left: 0px !important;}&#8221;]Digital signatures are considered a subset of electronic signatures in Malaysia and are governed by the Digital Signatures Act 1997 (&#8220;<strong>DSA<\/strong>&#8220;).<\/p>\n<p>A digital signature is defined by the<em>\u00a0<\/em>DSA as:<\/p>\n<p style=\"text-align: center;\"><em>\u201ca transformation of a message using an asymmetric cryptosystem such that a person having the initial message and the signer\u2019s public key can accurately determine:<\/em><\/p>\n<p style=\"padding-left: 10px;\"><em>a. whether the transformation was created using the private key that corresponds to the signer\u2019s public key; and<\/em><br \/>\n<em>b. whether the message had been altered since the transformation was made.\u201d<\/em><\/p>\n<p>[\/vc_column_text][vc_single_image image=&#8221;7290&#8243; img_size=&#8221;large&#8221; alignment=&#8221;center&#8221; css=&#8221;.vc_custom_1623160028679{margin-top: 20px !important;margin-bottom: 20px !important;}&#8221;][vc_column_text css=&#8221;.vc_custom_1623159994656{margin-left: 0px !important;}&#8221;]Electronic signature software providers like DocuSign and HelloSign use certificate-based digital IDs to authenticate each signer\u2019s identity, providing a higher level of security and assurance. Each digital signature is bound to the document via encryption to provide proof of signing, and is validated by licensed certification authorities.<\/p>\n<p>In Malaysia, it is the role of licensed certification authorities to act as a trusted third party in verifying the identity of both the signer and the recipient of electronically signed documents.<\/p>\n<p>Think about it this way, a digital signature requires a process, whereas an electronic signature can be implied &#8211; such as in the case of a text message.[\/vc_column_text][\/vc_column_inner][\/vc_row_inner][vc_row_inner css=&#8221;.vc_custom_1622725605203{margin-top: 30px !important;}&#8221;][vc_column_inner][vc_custom_heading text=&#8221;Are digital signatures legally binding in Malaysia?&#8221; font_container=&#8221;tag:h5|text_align:left&#8221; use_theme_fonts=&#8221;yes&#8221; el_class=&#8221;m-b-20&#8243;][vc_column_text css=&#8221;.vc_custom_1622727906751{margin-left: 0px !important;}&#8221;]A digital signature that meets the DSA\u2019s validity requirements is as legally binding in Malaysia as a handwritten signature, an affixed thumbprint or any other mark.<\/p>\n<p>When the law requires a seal to be affixed to a document, a digital signature must be used.[\/vc_column_text][\/vc_column_inner][\/vc_row_inner][vc_row_inner css=&#8221;.vc_custom_1622725605203{margin-top: 30px !important;}&#8221;][vc_column_inner][vc_custom_heading text=&#8221;Where you can\u2019t use digital signatures&#8221; font_container=&#8221;tag:h5|text_align:left&#8221; use_theme_fonts=&#8221;yes&#8221; el_class=&#8221;m-b-20&#8243;][vc_column_text css=&#8221;.vc_custom_1622727938668{margin-left: 0px !important;}&#8221;]In Malaysia, like electronic signatures, digital signatures are also are not allowed in:<\/p>\n<ul>\n<li>Power of Attorney documents as per section 2 (2) of the ECA;<\/li>\n<li>Wills, codicils and trusts as per section 2 (2) of ECA;<\/li>\n<li>Negotiable instruments, bills of exchange, and promissory notes as per section 2 (2) of the ECA;<\/li>\n<li>Any instrument dealing with properties under the\u00a0<em>Malaysian National Land Code<\/em>; and<\/li>\n<li>Statutory Declarations under the\u00a0<em>Statutory Declarations Act 1960<\/em>.<\/li>\n<\/ul>\n<p>[\/vc_column_text][\/vc_column_inner][\/vc_row_inner][vc_row_inner css=&#8221;.vc_custom_1622725605203{margin-top: 30px !important;}&#8221;][vc_column_inner][vc_custom_heading text=&#8221;Digital signatures must be validated by select authorities in Malaysia&#8221; font_container=&#8221;tag:h5|text_align:left&#8221; use_theme_fonts=&#8221;yes&#8221; el_class=&#8221;m-b-20&#8243;][vc_column_text css=&#8221;.vc_custom_1622727969892{margin-left: 0px !important;}&#8221;]Currently, there are no foreign certification authorities recognised in Malaysia. Digital signatures can only be validated with one of the following licensed certification authorities:<\/p>\n<ul>\n<li>Post Digicert Sdn Bhd;<\/li>\n<li>MSC Trustgate Sdn Bhd;<\/li>\n<li>Telekom Applied Business Sdn Bhd;<\/li>\n<li>Rafcomm Technologies Sdn Bhd;<\/li>\n<\/ul>\n<p>[\/vc_column_text][\/vc_column_inner][\/vc_row_inner][vc_row_inner el_class=&#8221;m-t-50&#8243;][vc_column_inner][vc_custom_heading text=&#8221;Optimise your business with digitisation&#8221; font_container=&#8221;tag:h4|text_align:left&#8221; use_theme_fonts=&#8221;yes&#8221; el_class=&#8221;m-b-30&#8243;][vc_column_text css=&#8221;.vc_custom_1622728023247{margin-left: 0px !important;}&#8221;]A smart way to optimise your business processes is to use electronic and digital signatures, particularly when face-to-face meetings are not practical or possible. But \u2013 as we covered in this article \u2013 you need to fulfill specific legislative requirements in Malaysia to ensure that paperless signatures are legally binding.<\/p>\n<p><span><a href=\"https:\/\/www.boardroomlimited.com\/my\/contact-us\" target=\"_blank\" rel=\"noopener\">Get in touch<\/a>\u00a0with our experts today to learn more about how they can help you implement innovative technological solutions to empower your business.\u00a0<\/span>[\/vc_column_text][\/vc_column_inner][\/vc_row_inner][\/vc_column][\/vc_row][vc_row full_width=&#8221;stretch_row_content_no_spaces&#8221; css_animation=&#8221;fadeIn&#8221; el_class=&#8221;seperator-container common-spacing&#8221;][vc_column][vc_row_inner][vc_column_inner][vc_separator color=&#8221;custom&#8221; border_width=&#8221;2&#8243; accent_color=&#8221;#e9e6ee&#8221;][\/vc_column_inner][\/vc_row_inner][\/vc_column][\/vc_row][vc_row full_width=&#8221;stretch_row&#8221; css_animation=&#8221;slideInLeft&#8221;][vc_column][vc_row_inner][vc_column_inner][vc_custom_heading text=&#8221;Related Business Insights&#8221; font_container=&#8221;tag:h3|text_align:center&#8221; use_theme_fonts=&#8221;yes&#8221;][\/vc_column_inner][\/vc_row_inner][vc_row_inner el_class=&#8221;common-top-spacing business-insights-container&#8221;][vc_column_inner][vc_column_text]        <ul class=\"business-insights list-inline\">\n                            <li>\n                    <a href=\"https:\/\/www.boardroomlimited.com\/my\/2026\/04\/29\/digital-driven-boardroom-governance-strategies-for-smarter-leadership-and-decision-making\/\" class=\"post-image\">\n                        <img decoding=\"async\" src=\"https:\/\/www.boardroomlimited.com\/my\/wp-content\/uploads\/sites\/2\/2026\/04\/Smarter-Board-Governance-in-Malaysias-Digital-Age-BoardRoom-2.png\" alt=\"\" loading=\"lazy\" \/>\n                    <\/a>\n                    <div class=\"article-inner test\">\n                        <p class=\"date\">29 Apr 2026<\/p>\n                        <!-- <h5><a href=\"https:\/\/www.boardroomlimited.com\/my\/2026\/04\/29\/digital-driven-boardroom-governance-strategies-for-smarter-leadership-and-decision-making\/\">Digital-Driven Boardroom Governance [&hellip;]<\/a><\/h5> -->\n                        <h5><a href=\"https:\/\/www.boardroomlimited.com\/my\/2026\/04\/29\/digital-driven-boardroom-governance-strategies-for-smarter-leadership-and-decision-making\/\">Digital-Driven Boardroom Governance: Strategies for Smarter Leadership and Decision-Making<\/a><\/h5>\n                        <p>Across Malaysia, the landscape of corporate leadership is undergoing a profound shift. Boardrooms are no longer con &hellip;<\/p>\n                        <a href=\"https:\/\/www.boardroomlimited.com\/my\/2026\/04\/29\/digital-driven-boardroom-governance-strategies-for-smarter-leadership-and-decision-making\/\" class=\"common-btn\">READ MORE<\/a>\n                    <\/div>\n                <\/li>\n                            <li>\n                    <a href=\"https:\/\/www.boardroomlimited.com\/my\/2026\/04\/24\/malaysia-stamp-duty-faq\/\" class=\"post-image\">\n                        <img decoding=\"async\" src=\"https:\/\/www.boardroomlimited.com\/my\/wp-content\/uploads\/sites\/2\/2026\/04\/Malaysia-Stamp-Duty-FAQ-1.png\" alt=\"\" loading=\"lazy\" \/>\n                    <\/a>\n                    <div class=\"article-inner test\">\n                        <p class=\"date\">24 Apr 2026<\/p>\n                        <!-- <h5><a href=\"https:\/\/www.boardroomlimited.com\/my\/2026\/04\/24\/malaysia-stamp-duty-faq\/\">Malaysia Stamp Duty \u2013 FAQ<\/a><\/h5> -->\n                        <h5><a href=\"https:\/\/www.boardroomlimited.com\/my\/2026\/04\/24\/malaysia-stamp-duty-faq\/\">Malaysia Stamp Duty \u2013 FAQ<\/a><\/h5>\n                        <p>The Malaysian stamp duty framework is undergoing significant change as the Inland Revenue Board (IRB) moves towards &hellip;<\/p>\n                        <a href=\"https:\/\/www.boardroomlimited.com\/my\/2026\/04\/24\/malaysia-stamp-duty-faq\/\" class=\"common-btn\">READ MORE<\/a>\n                    <\/div>\n                <\/li>\n                            <li>\n                    <a href=\"https:\/\/www.boardroomlimited.com\/my\/2026\/03\/27\/sustainability-reporting-in-malaysia-why-it-is-time-to-take-it-seriously\/\" class=\"post-image\">\n                        <img decoding=\"async\" src=\"https:\/\/www.boardroomlimited.com\/my\/wp-content\/uploads\/sites\/2\/2026\/03\/Sustainability-Reporting-in-Malaysia-Why-It-Is-Time-to-Take-It-Seriously.png\" alt=\"\" loading=\"lazy\" \/>\n                    <\/a>\n                    <div class=\"article-inner test\">\n                        <p class=\"date\">27 Mar 2026<\/p>\n                        <!-- <h5><a href=\"https:\/\/www.boardroomlimited.com\/my\/2026\/03\/27\/sustainability-reporting-in-malaysia-why-it-is-time-to-take-it-seriously\/\">Sustainability Reporting in Malaysi [&hellip;]<\/a><\/h5> -->\n                        <h5><a href=\"https:\/\/www.boardroomlimited.com\/my\/2026\/03\/27\/sustainability-reporting-in-malaysia-why-it-is-time-to-take-it-seriously\/\">Sustainability Reporting in Malaysia: Why It Is Time to Take It Seriously<\/a><\/h5>\n                        <p>Sustainability is no longer just a Corporate Social Responsibility (CSR) initiative or a section in the annual repo &hellip;<\/p>\n                        <a href=\"https:\/\/www.boardroomlimited.com\/my\/2026\/03\/27\/sustainability-reporting-in-malaysia-why-it-is-time-to-take-it-seriously\/\" class=\"common-btn\">READ MORE<\/a>\n                    <\/div>\n                <\/li>\n                    <\/ul>\n        [\/vc_column_text][\/vc_column_inner][\/vc_row_inner][\/vc_column][\/vc_row]<\/p>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>[vc_row full_width=&#8221;stretch_row&#8221; css_animation=&#8221;fadeInLeft&#8221; el_class=&#8221;business-insights-content&#8221;][vc_column][vc_row_inner el_class=&#8221;m-t-50&#8243;][vc_column_inner][vc_column_text]When a face-to-face meeting is impossible, paperless signatures are a practical option for your business in Malaysia. They are fast, convenient and environmentally friendly. However, you need to carefully consider the legal implications of using digital or electronic signatures over the traditional \u2018wet-ink\u2019 variety. While the terms \u2018electronic\u2019 and &#8216;digital\u2019 are [&hellip;]<\/p>\n","protected":false},"author":4,"featured_media":7284,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[39,2,40],"tags":[],"class_list":["post-7270","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business","category-business-insights","category-corporate-secretarial"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.8 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Digital vs Electronic Signature in Malaysia | BoardRoom<\/title>\n<meta name=\"description\" content=\"Are digital signatures legal in Malaysia? And are they different to electronic signatures? 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