How to electronically sign a PDF document

Printing a document to sign it by hand, then scanning the result back into a digital file, is one of the most persistent inefficiencies in modern office work. Electronic signatures remove both steps: you sign directly on the digital document and share the signed version immediately. Understanding what kinds of electronic signature exist — and when each is appropriate — helps you choose the right approach for every situation.

Electronic signature vs digital signature: what is the difference?

An electronic signature is any digital representation of intent to agree — a drawn signature image, a typed name, a checked box. A digital signature is a specific technical implementation using public-key cryptography, where a certificate authority verifies that the signature belongs to a confirmed identity and embeds a tamper-evident record in the document. For everyday commercial documents — supplier agreements, employment contracts, consent forms, freelance invoices — a visible electronic signature is legally recognised and widely accepted. For regulated financial instruments, notarised documents, or legally sensitive cross-border contracts, a certified digital signature from a qualified trust service provider may be required.

How to sign a PDF with PDF Editor

• Open the Sign PDF tool and upload the document you need to sign.
• Use the signature pad to draw your signature with a mouse, stylus, or touchscreen finger.
• Click 'Clear' and redraw if the first attempt does not look right.
• Drag and resize the signature to position it precisely on the correct field or line.
• Click 'Sign PDF' to embed the signature into the document.
• Download the signed PDF, ready to share.

Tips for a professional-looking result

• Sign on a touchscreen or with a graphics tablet for the most natural handwriting — mouse-drawn signatures often look shaky or disconnected.
• Keep the signature proportionate to the designated line — not so large it overlaps surrounding text.
• If the document has a date field next to the signature box, use the Add Text tool to fill it in before signing so the completed copy includes everything.
• Always sign in the space the document designates, not in a margin or over existing content.

Is an electronic signature legally valid?

In most jurisdictions, yes — for the majority of everyday commercial agreements. The United States E-SIGN Act, the EU eIDAS regulation, India's IT Act, and equivalent laws in the UK, Australia, and many other countries recognise electronic signatures as legally binding for most contract types. Common exceptions include wills, property transfers in certain jurisdictions, and some court documents, which may still require a wet ink signature or notarisation. If you are unsure whether a specific document type allows electronic signing, check with a legal professional in your jurisdiction.

Keeping a record

Download and save both the unsigned original and the signed version. Having both files — with their file system timestamps — demonstrates that content was not altered after the signature was applied, which can be important if a dispute ever arises. Keep signed documents in a clearly organised folder with a consistent naming convention that includes the date and the other party's name, so records are easy to find months or years later.