How to Sign a PDF Online: A Practical Guide for Signers and Senders

Signing a PDF used to mean printing it, signing it with a pen, scanning it and emailing it back. Today you can do the whole thing in a browser in a few minutes, on a computer or a phone. This guide covers both sides of the process: signing a PDF that someone sent you, and sending a PDF for other people to sign.

Two different jobs: signing and sending#

• Someone sent you a PDF to sign. You're the recipient. Your job is to read the document, fill in what's asked and add your signature.
• You need other people to sign a PDF. You're the sender. Your job is to prepare the document, decide who signs and in what order, and end up with a completed copy that everyone can rely on.

How to sign a PDF someone sent you#

If the document was sent to you through Signkoi, you'll receive an email with a link. You don't need an account, and there's nothing to install.

1. Open the link in the email. The document opens in your browser on a computer, tablet or phone, in the language of your choice.
2. Confirm your identity if asked. The sender may have set an access code (which they'll share with you separately) or a one-time code that is sent to your email address.
3. Read the whole document. Scroll through every page before you sign, not just the pages with fields on them.
4. Agree to sign electronically. You'll be asked to confirm that you agree to use an electronic signature.
5. Fill in your fields. The fields that need your input are highlighted, for example your signature, initials, a date or a text box.
6. Add your signature. Draw it, type it or upload an image of it.
7. Finish and keep a copy. Once everyone has signed, you can download the completed, sealed PDF and its certificate of completion.

If someone simply emailed you a PDF to "sign and send back", you can still skip the print-and-scan routine: upload the PDF to Signkoi, add yourself as the signer and the person who sent it as a copy (CC) recipient. When you've signed, you both receive the completed copy.

How to send a PDF for others to sign#

Step 1: Create a free account#

Sign up for the free plan. You need an account to send documents, but the people who sign them don't.

Step 2: Upload your PDF#

Upload the final version of the document. Make sure it's complete and correct before you send it, because fields lock once it has been signed.

Step 3: Add your recipients#

Add each person by name and email address, and choose a role for each one:

• Signer — fills in their fields and signs.
• Approver — reviews and approves the document, without filling in fields.
• In-person signer — signs on your device while you're together, for example at a front desk.
• Viewer — must open the document, but doesn't sign it.
• Copy (CC) recipient — receives a copy of the completed document.

Step 4: Set the signing order#

Decide whether everyone can sign at the same time or one after another. A sequential order is useful when, for example, a manager should approve a contract before it goes to the customer.

Step 5: Place the fields#

Drag signature fields, and any other fields you need such as dates or text, onto the pages. Assign each field to the right recipient.

Step 6: Add security and deadlines#

For important documents, ask signers to confirm their identity with an access code or a one-time code sent by email. Turn on automatic reminders so the request doesn't get forgotten, and set an expiry date if the document shouldn't stay open indefinitely.

Step 7: Send and track#

Send the document and follow its status on your dashboard as recipients open, approve and sign it. When the last person finishes, everyone receives the completed PDF.

Sending the same kind of document often? Save it as a template so the roles and fields are ready next time, and share it with your team. Signkoi works in 12 languages on the web and on Android.

Tips for a smooth signing process#

• Check the document first. Read every page and confirm that names, dates, amounts and attachments are correct.
• Use the signing order on purpose. Put internal approvals before external signatures, and the signature that "closes" the agreement last.
• Turn on reminders. Most delays happen because a signing email got buried; a polite automatic reminder usually solves it.
• Set a sensible expiry. Offers, quotes and other time-limited documents shouldn't stay open for signature forever.
• Send to the right person. Double-check email addresses, and share any access code through a different channel, such as a phone call.
• Keep the signed copy and the certificate. Download the completed PDF and its certificate of completion, and store them with your records. Keep the original file: re-saving or printing it to a new PDF creates a different file.

What makes an electronic signature trustworthy?#

An electronic signature isn't just a picture of your handwriting. What gives it weight is the process around it. Courts and regulators in many countries commonly look for:

• Intent to sign. The signer took a deliberate action, such as drawing or typing their name and confirming it.
• Consent to sign electronically. The people involved agreed to deal electronically. Some consumer transactions need extra disclosures before that consent counts.
• Association with the record. The signature is clearly connected to the specific document that was signed.
• Attribution. You can show who signed, for example through the email address used and any identity check.
• An audit trail and retention. A record of what happened and when, and an accurate copy that can be reproduced later.

Signkoi records this evidence for you. Each signer agrees to sign electronically before their signature is accepted. The finished PDF carries a tamper-evident seal and a trusted timestamp, so any later change can be detected. An audit trail logs events such as sending, opening and signing, and the certificate of completion summarises it. Anyone who holds the PDF can check that it's authentic and unchanged at signkoi.com/verify.

Whether an electronic signature is right for a particular document still depends on where you are and what you're signing. Our e-signature legality guide gives an overview by country.

FAQ#

Do I need an account to sign a PDF?#

No. Recipients sign in their browser from the link in their email. Only the sender needs a Signkoi account.

Can I sign a PDF on my phone?#

Yes. The signing page adapts to phones and tablets, and you can draw your signature with your finger. Signkoi also has an Android app for preparing and sending documents.

Is an electronic signature legally binding?#

In many countries, electronic signatures are recognised for a wide range of everyday agreements. But every country has its own rules and exceptions: wills and some property documents, for example, often still need wet ink or a notary. See our legality overview, and ask a qualified lawyer about your situation.

How can I check that a signed PDF hasn't been changed?#

Drop it onto signkoi.com/verify. The check tells you whether the file is exactly the document Signkoi sealed, or whether it has been changed since.

Is a Signkoi signature a qualified electronic signature?#

No. Signing with Signkoi creates a simple electronic signature, the most common type for everyday agreements. If a document legally requires an advanced or qualified signature, use a provider and process designed for that level.