PDF Signature Guide: Sign Documents Clearly and Share Them Safely

Once a document is signed and shared, changes can create confusion or invalidate signatures.

Flatten Forms When Needed

PDF forms may contain editable fields. If the final document should not be edited, flattening can turn form fields into regular page content.

Use PDF Flatten when the workflow requires a fixed final copy.

Be careful: flattening can affect interactive fields and signature behavior. Keep a copy of the original.

Signature Placement

A signature should be:

• On the correct page.
• Inside the designated field.
• Large enough to read.
• Not covering text.
• Paired with date or printed name when required.

Zoom in before exporting. A signature that looks fine in preview may overlap a line at full size.

File Naming

Name signed files clearly:

Avoid:

Clear file names reduce version confusion.

Security and Privacy

Signed PDFs often contain sensitive information. Before sending:

• Remove unnecessary pages.
• Redact private data if needed.
• Check metadata.
• Confirm recipient.
• Use secure delivery when appropriate.

Use PDF Redact for sensitive removal and PDF Metadata for metadata review.

Common Mistakes

Signing the wrong version. Keep version names clear.

Covering document text. Review placement.

Assuming a visual signature is cryptographic. It usually is not.

Editing after signing. This can invalidate digital signatures.

Sending without reviewing all pages. Hidden issues may remain.

Practical Workflow

1. Make a copy of the document.
2. Review all pages.
3. Fill required fields.
4. Add signature.
5. Add date if required.
6. Flatten or protect if needed.
7. Export final PDF.
8. Reopen and verify.
9. Send through the appropriate channel.

The Bottom Line

PDF signing should be deliberate. Know whether you need a visual signature or digital signature, review the document first, place the signature carefully, and keep signed versions organized.

A signed document is a commitment. Treat it that way.