Documents & e-sign

Agents create the letter, clients sign it — no printing, no meeting, no courier — built on the same document family the industry already accepts (appointment letter → letter of confirmation → agreement → invoice → receipt → claim → payment voucher). The system generates the PDF, collects signatures with an OTP, and keeps a soft copy both sides can download or print later.

FLAGSHIP MODULE · SAMPLE DATA

Phase 1 scope: Letter of Appointment · Engine: SigningCloud (Malaysia) · Mode: the client chooses — digital signature (default) or PKI digital certificate for tenancy / high-value documents.

Letters this month
42
31 appointment · 11 confirmation · 9 receipt/invoice
Awaiting signature
7
2 landlord · 3 tenant · 2 buyer
Signed digitally
87%
13% chose print & upload
Stamping due ≤ 7 days
2
tenancy · LHDN 30-day rule

1 How a letter travels

Try the client side: the signing screen a landlord, tenant or buyer sees on their phone — review, one-time code, consent, signature, certificate, soft copy. Open the signing demo → (also: jump to the finished certificate)
1 · Agent createsPick template, fill the property and parties. Fields auto-fill from the deal record. < 2 minutes.
2 · System generatesNumbered PDF (ZTH-LOAR-000123), timestamp, SHA-256 hash, QR verification block.
3 · Parties signWhatsApp / email link in signing order. OTP confirms identity. Each signature is stamped with time, IP and device.
4 · Completed & filedCompletion certificate issued, bundle saved for 7 years, soft copy sent to every party.

2 Document family — one transaction, one chain

Every deal produces a numbered chain. All documents share a single transaction ID, which is how the agency, the client, the lawyer and the auditor trace money back to a real property (the anti-pyramid guardrail).

ZTH-LOAR-000123
Appointment letter (rent)→ ZTH-LOCR-000125
Letter of confirmation→ ZTH-TA-000127
Tenancy agreement→ ZTH-IVS-2026-00045
Invoice (8% SST)→ ZTH-OR-2026-00088
Official receipt→ ZTH-CLAIM-000201
Commission claim→ ZTH-PVS-000512
Payment voucher
TypePrefixWho creates itTriggerNeeds e-sign?
Appointment letter — rentZTH-LOAR-######AgentOwner appoints the agencyYes — owner + agent
Appointment letter — saleZTH-LOAS-######AgentVendor appoints the agencyYes — vendor + agent
Letter of confirmation — rentZTH-LOCR-######Tenant (agent prepares)Tenant offers to rentYes — tenant + landlord
Letter of confirmation — saleZTH-LOCS-######Buyer (agent prepares)Buyer offers to buyYes — buyer + vendor
Tenancy / sale agreementZTH-TA-######Agent (template) / lawyerAfter confirmation is signedPKI recommended
InvoiceZTH-IVS-YYYY-#####SystemAgreement signedNo — computer generated
Temporary / official receiptZTH-RCPT-DDMMYYYY-N · ZTH-OR-YYYY-#####SystemDeposit received · funds clearedNo
Commission claimZTH-CLAIM-######AgentDeal completed + fee dueInternal approval
Payment voucherZTH-PVS-######System (after approval)Claim approvedTwo documents: commission + marketing bonus

3 Document board

Document IDTypePropertyPartiesSignaturesExecution dateSoft copy
ZTH-LOAR-000123Letter of Appointment (rent)18-3, Jalan Seri Harmoni 2/5, Kajang Landlord · Agent2 / 212 Sep 2026AVAILABLE
ZTH-LOCR-000124Letter of Confirmation (rent)18-3, Jalan Seri Harmoni 2/5, Kajang Landlord · Tenant · Agent2 / 3pendingPARTIAL
ZTH-LOOF-000125Letter of Offer (sale)56A, Jalan Aman Heightss S/1, Kajang Buyer · Agent1 / 2pendingPARTIAL
ZTH-LOTA-000126Tenancy agreement (2 years)B-12-3, Residensi Aman, Cheras Landlord · Tenant0 / 2pendingAWAITING
ZTH-LOAR-000127Letter of Appointment (sale)22, Jalan Mawar 4, Seri Kembangan Owner · Agency Head2 / 208 Sep 2026AVAILABLE

4 Inside a letter

Letter of Appointment — ZTH-LOAR-000123

Zentra Property Group · appointment to act as estate agent
Date: 12 Sep 2026 · Ref: ZTH-0001
FieldValue
OwnerNoraini binti Hassan
Property18-3, Jalan Seri Harmoni 2/5, 43000 Kajang
Monthly rentRM1,000
Professional feeRM1,100 + RM88 SST = RM1,188
Fee scale referenceSchedule 7(C)(2), Rule 48(a) VAEA Rules 1986 — max 1.25 months gross rental up to 3 years
SignedOwner ✅ · Agent ✅
StatusCOMPLETED

Signing order & verification

#PartyChannelVerifiedStatus
1Noraini binti Hassan (landlord)WhatsApp linkOTP · MyKadSIGNED
2Zahiruddin (Agency Head) (Agency Head)Email linkOTPSIGNED
3TenantWhatsApp linkOTP (pending)AWAITING

Fallback: a client who prefers paper taps Print & upload — the system produces a print set, then accepts a photo/scan and keeps the same audit trail.

5 Evidence pack (what protects the agency)

EvidenceCaptured
Timestamp (every action)2026-09-12 14:07:31 (+08)
IP address175.x.x.x (Kuala Lumpur)
Device / browseriPhone · Safari 18
OTP verifiedSMS to 6012-xxx 0119
Document hash (SHA-256)3f9a…c21b
Consent to sign electronicallyRECORDED

Completion certificate

One page attached to the bundle: parties, method used, execution date and document hash. This is the page a lawyer or bank looks for.

LetterZTH-LOAR-000123 + Completion certificate1 page = Bundle for all partiesPDF · 7-year archive

6 Stamping tracker (tenancy)

AgreementExecutedDeadline (30 days)Days leftDuty (est.)Status
ZTH-LOTA-000126————NOT DUE YET
ZTH-LOTA-00011802 Sep 202602 Oct 202617RM10 minPENDING
ZTH-LOTA-00010130 Aug 202629 Sep 202614RM24PENDING
ZTH-LOTA-00009212 Aug 202611 Sep 20260RM10STAMPED

The 30-day clock starts on the date the last party signs — the system reads that timestamp from the signing log, so nobody has to remember it. Late stamping costs RM50/10% then RM100/20%.

7 What the system refuses to e-sign

  • Blocked by law: power of attorney · wills and codicils · trusts · negotiable instruments
  • Blocked by land registration: Memorandum of Transfer (Form 14A) · charges · registered leases — these must be signed in wet ink and registered; the system hands them to the panel lawyer
  • Allowed: letter of appointment · letter of offer · letter of confirmation · tenancy agreement (unregistered) · booking forms

Zentra Realty prototype · Documents & e-sign
Legal validity: Electronic Commerce Act 2006 (s.6, s.9, s.13) · Digital Signature Act 1997 · e-Duti Setem via MyTax (30-day rule)