Struggling to digitally sign a PDF? Keep reading to learn everything you need to secure your documents.
Digital signatures use advanced software and algorithms to add an extra layer of protection to your PDFs.
This makes them mandatory in certain fields like law, banking, or government, and in some countries, it's required by law.
But before you can digitally sign a PDF, you'll need a digital certificate which acts as a digital form of identification.
If this sounds confusing, then you're not alone.
That's why we've created this guide to give you all the tools and information you need to secure your PDFs with a digital signature.
The terms "digital signature" and "electronic signature (e-signature)" are often used interchangeably, but they're actually different things.
E-signing refers to writing your signature on a document like you would sign a paper document. Typing, drawing, and pasting an image of your signature are the most common ways to e-sign a PDF.
The drawback to e-signatures is that anyone with a copy of your signature could sign documents like you; there's no way to verify that the correct person signed.
Digital signatures, on the other hand, use digital certificates, special software and algorithms to verify the identity of the sender, so the receiver can trust that the signature is authentic.
Because of these additional layers of security, digital signatures are more secure than electronic signatures.
Digital signatures act like a unique fingerprint for the document being signed.
Each time a document is signed, even by the same person, a new, unique, digital signature is generated based on the content of the document, and when it was signed.
This ensures that each digital signature is unique and verifiable.
Digital signatures use Public Key Infrastructure (PKI), which involves a series of steps, hardware, and software designed to securely send information.
PKI works by creating two unique keys:
These two keys are used together to verify the authenticity of the signer.
When you digitally sign a document, the signature and a digital certificate (containing the public key) are embedded in it.
The public key corresponds to a private key that is unique to the signer.
Anyone who receives the document can use the public key from the digital certificate to verify the authenticity of the document and the signature.
If the document has been altered after it was signed or if the signature can't be verified, the signature is deemed invalid.
But, before you can digitally sign a PDF, you'll need to obtain a digital certificate.
Digital certificates are like digital ID cards that prove your identity online.
They include your public key (a part of online security) and personal details like your name or email address.
Trusted organizations called Certificate Authorities (CAs) issue digital certificates, similar to how notaries validate documents. Common CAs include DigiCert, GlobalSign, and GoDaddy.
Digital certificates give the receiver of the document confidence that the document and signature are valid.
Common benefits of digitally signing PDFs include:
Improved Security
Digital signatures use advanced methods to verify who signed the document, when they signed it, and whether the file has been modified.
This enhances trust and validity in the document, and allows the receiver to easily verify the document.
Legal compliance
Digital certificate signatures are mandatory in specific industries and countries, depending on the type of document or transaction.
They're commonly required in industries like legal, healthcare, financial services, and government transactions to enhance security and comply with privacy standards.
For example, in the European Union, digital certificate signatures may be legally required to meet eIDAS standards.
Convenience
Digital certificates are reusable. You do not need a new digital certificate each time you want to digitally sign something. Once you have a digital certificate, you can use it to sign multiple documents until the certificate expires or is revoked.
Traceable
Digital certificates are traceable. They can be traced back to the issuing Certificate Authority (CA) and to the individual or organization to whom they were issued.
Cost-saving
Digital certificates can significantly reduce costs by minimizing the need for physical documents and streamlining identity verification and security processes.
While the initial setup and maintenance may incur costs, the ability to reuse certificates for multiple transactions and the enhanced security they provide generally result in overall cost savings for organizations that need them.
Time-saving
Digital certificates make it faster to verify identities, sign documents, and keep communications secure. This reduces the need for manually checking and verifying paper documents.
This not only speeds up transactions and daily tasks but also cuts down on routine administrative work, saving time and thus money.
Environmentally friendly
Digital certificate signatures are environmentally friendly because they cut down on paper use and reduce the need for transporting documents, which lowers emissions.
Use a digital signature when you're legally required to or when you want to add extra security to your documents.
Remember that obtaining a digital certificate can incur additional costs, and the recipient might need a PDF editor that can validate digital signatures to fully benefit from it.
For less critical situations where additional security isn't necessary, a regular electronic signature (e-signature) will suffice. E-signatures are perfect for signing forms, invoices, and doctor's notes.
Before you begin digitally signing a PDF, make sure you install a valid digital certificate from a trusted Certificate Authority.
You'll need a PDF editor that can digitally sign documents.
For Windows users, we recommend PDF Pro, our all-in-one PDF editor, converter, OCR, and security tool.
PDF Pro makes it easy to digitally sign PDFs, add passwords to PDFs, convert files, and more.
Adobe Acrobat DC is a powerful PDF editor for both Windows and Mac users.
While Acrobat is also known for its steep price tag and high learning curve, its powerful and modern tools are great for those who need the highest levels of security for their documents.
Digital signatures use advanced software and algorithms to add an extra layer of security and trust to PDFs.
Once you have a digital certificate from a Certificate Authority, you'll need to use a PDF editor to digitally sign your PDF.
For Windows users, we recommend PDF Pro, our all-in-one PDF editor, converter, security tool, and more.
PDF Pro makes it easy to protect and secure PDF documents, sign PDFs, and recognize text in PDFs.
Other things PDF Pro can help you with:
You'll need a digital certificate from a trusted Certificate Authority.
Then you'll need to use a PDF editor like PDF Pro to digitally sign your PDF by using your digital certificate.
While there may be online tools that can help you create your own digital certificate and digitally sign PDFs, official or legal documents will likely require that the digital certificate is from a reputable Certificate Authority like DigiCert, GlobalSign, and GoDaddy.
Once you have a digital certificate, use a PDF editor like PDF Pro to digitally sign your PDF. Steps: Open your PDF in PDF Pro > Secure tab > Certify Document > Manage button in the "Sign document" dialog box > Add in the "Digital Certificates" dialog box > follow the prompts on your screen to install your digital certificate > Sign > choose a Location and Name for your PDF > Save.
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Once you have a digital certificate, use a PDF editor like PDF Pro to digitally sign your PDF. Steps: Open your PDF in PDF Pro > Secure tab >
