How to Sign a PDF Document

Simplicity and convenience in signing PDFs digitally

The need for quick, efficient, and eco-friendly methods of document signing is more significant than ever. Traditional printing, signing, and scanning are becoming obsolete with the emergence of electronic signatures. All forms of documents, including Word or PDF can be signed electronically.

Let’s delve deep into how you can electronically sign a PDF - one of the most commonly used formats.

How to Sign a PDF?

Signing a PDF document is straightforward.

  1. Start by opening the PDF document you need to sign on your device. You can access the file through various means, such as email attachments, cloud storage apps, or document management systems.
  2. Once the PDF is open, locate the signature field where you need to add your signature. A "Sign Here" tag or something similar will highlight the field.
  3. Use your finger, click, or draw (depending on the device you are using) to create your signature directly on the screen. Or you can choose to upload a photocopy of your "wet signature."
  4. After drawing your signature, you can adjust its size and position to fit perfectly within the designated signature field. Once you are satisfied, tap "Confirm" or "Done" to save your signature.
  5. Save the signed PDF document.

How to Send a PDF Document for Electronic Signature?

Here's how you can do it:

  1. Choose an Electronic Signature Service: There are various electronic signature services available. Some advanced eSignature solutions allow you to send documents for electronic signatures without worrying about privacy, error-free completion, and automated reminders to recipients. It is equally important to keep the recipient's ease of use in mind. Choose the one that suits your needs best.
  2. Upload the PDF: Upload the prepared PDF document to the electronic signature service of your choice. Rearrange the needed input fields and dependencies, or request recipients to upload documents before submitting the signed ones.
  3. Add Recipient's Email: Provide the recipient's email address to whom you want to send the document for signing. Most services will allow you to add multiple recipients if needed. You can also choose to set the signing order in case of a special workflow requirement.
  4. Send for Signature: Once everything is set, hit the "Send" button to deliver the document to the recipient's email inbox. They will receive a notification or link to access the document and add their electronic signature.

Pro tip: You can save the document just created as a template if it has repeated use. This will save time and improve efficiency within the organization.

Why Should You Sign PDFs Electronically?

  1. Time-Saving: With electronic signatures, signing a document takes only a few seconds. There's no need to print, scan, or physically deliver the document. You can sign it right on your iPhone or iPad, saving valuable time and effort.
  2. Eco-Friendly: Going paperless is not only beneficial for your productivity but also for the environment. By reducing paper usage, you contribute to conserving trees and reducing waste.
  3. Security and Authentication: Electronic signature services utilize advanced encryption and security measures to ensure the authenticity and integrity of the signed documents. Digital signatures are more secure than physical signatures. This occurs because one can trace them back to the signer and they are challenging to forge.
  4. Legal Validity: Electronic signatures are legally recognized in many countries and regions, including the United States, the European Union, and various Asian countries. The ESIGN Act and eIDAS Regulation have established the legal framework for electronic signatures.

Signing a PDF on iPhone and iPad

If you own an iPhone or iPad, you are just a few taps away from signing PDFs without hassle.

  1. Open the PDF document you need to sign on your iPhone or iPad.
  2. Locate the signature field.
  3. Use your finger or an Apple Pencil to create your signature directly on the screen. Or you can choose to upload a photocopy of your "wet signature."
  4. Adjust the signature’s size and position so it fits perfectly within the designated signature field. Tap "Confirm" or "Done" to save your signature.
  5. Save your signed PDF and share it through email, messaging apps, or cloud storage.

To enhance your signing experience on iPhone and iPad, here are some tips and tricks:

  • If you own an Apple Pencil, you can achieve more precise and natural-looking signatures compared to using your finger. 
  • Leverage electronic signature tools that let you select from pre-saved fonts instead of drawing your signature.
  • If you have a photo of your wet signature, a transparent background may not appear clear on a PDF. Consider using a white background for your signature for better visibility.


Q: Are electronic signatures legally binding?

Many countries, including the United States and the European Union, legally recognize electronic signatures. As long as they meet certain requirements, we consider them legally binding.

Q: Can I sign PDFs offline on my iPhone or iPad?

Some PDF signing apps offer offline functionality, allowing you to sign documents even without an internet connection. Examine the features of the app you choose to determine if it supports offline signing.

Q: What file format is best for electronic signatures?

PDF is the most commonly used file format for electronic signatures due to its universal compatibility and preservation of document formatting.

Q: Can I sign PDFs using third-party apps like Gmail or Dropbox?

While some apps like Gmail and Dropbox allow basic annotation features, they may not offer full-fledged electronic signature capabilities. For a more comprehensive signing experience, it's best to use dedicated signing tools.