How to Sign a PDF: Electronic, Digital, and Multi-Signer Workflows

The important distinction is not how the signature looks. It is what must happen after the mark is placed. A visible electronic signature records approval on the page, a certificate-based digital signature can reveal later document changes, and an online signature request controls who signs which field and in what order.

That distinction matters when a one-page approval form becomes a contract for three departments. Choosing the correct workflow before anyone signs prevents the two most expensive mistakes: locking the file too early and changing a PDF after a digital signature has already protected its current state.

Part 1. Which PDF Signing Workflow Do You Need?

Your situation	Recommended path	What it provides	Main limit
You need to place your own signature on a local PDF quickly	UPDF electronic signature	A visible typed, drawn, or image signature	It does not automatically include a signing certificate or sender-side audit trail
You need certificate information and a way to detect later document changes	UPDF digital signature with a Digital ID	Certificate properties and document-integrity verification	Editing or reorganizing the PDF after signing can invalidate the signature
The PDF is complete and recipients should not normally edit, copy, or print it	UPDF permissions password	Restrictions on selected PDF actions	Reader apps must enforce the restrictions; this is not redaction or certificate verification
You need one or more other people to sign assigned fields	UPDF Sign	Recipient routing, signing order, email delivery, and status tracking	It is an online, separately licensed product rather than the local UPDF editor

Part 2. How to Add an Electronic Signature to a PDF with UPDF? (3 Ways)

Electronically signing means adding handwritten or image-based signatures to your PDF. If you’re looking to sign a document that is not legally binding, an electronic signature is the way to go. UPDF gives you three easy solutions for it.

Let’s explore these below!

Way 1. Via Creating Signature

UPDF's signature tool lets you sign PDFs using your mouse, keyboard, or images. You can also customize and upload your signature to the cloud for easy access across platforms.

Here’s how to sign a PDF using this method.

Step 1: Launch UPDF and click “Open File” to import your PDF.

Step 2: Click “Comment” from the "Tools". Then select “Signature” from the top and click “Create.”

Step 3: Select a method to create a signature from the popup.

• Handwritten Signature: Select “Mouse” from the top and choose the signature’s color and thickness. Then, draw it using your mouse/trackpad.

• Typed Signature: Select the "Keyboard" option. Then, write your name and customize its color using the option in the bottom right.

• Image-based Signature: Select the "Image" option and click "Choose File" to upload your signature. Then, crop it and click "Create" to add it to the PDF.

Step 4: Click "Save to Cloud" at the bottom left to store and sync your signature across platforms.

Let’s explore another way to sign your PDFs!

Way 2. Via Pencil

You can also create a handwritten signature using the Pencil tool in UPDF. Here’s how to sign a PDF using it.

Step 1: Open your PDF with UPDF. Then, select the “Pencil” icon in the “Comment” toolbox.

Step 2: Select the pencil's color, opacity level, and thickness as needed.

Step 3: Use your mouse to draw the signature in the relevant field to sign the PDF.

Keep reading for another solution to sign PDFs!

Way 3. Via Adding Image

If your signature is saved in a transparent image format, you can upload it and add it to your PDF. This can be useful for various scenarios, such as adding a consistent signature to a large volume of documents or reusing a signature for routine documents.

Here’s what to do.

Step 1: Download the UPDF via the below button firstly. After importing your PDF in UPDF, select “Edit PDF” from the left. Then click “Image” from the top.

Step 2: Click where you need to add the signature and import your image.

Step 3: Drag the borders to resize the signature, or use the toolbar to crop, rotate, or replace it.

So, that’s how to electronically sign a PDF! Now, let’s see how to add digital signatures.

Also Read: Electronic Signature vs. Digital Signature: Unraveling the Key Differences

Adding a signature to a PDF is a crucial step in contract signing and document approval. Return to How to Annotate PDF to learn how the signature feature works alongside other annotation tools—such as stamps and sticky notes—to create a more comprehensive signing workflow.

Part 3. How to Digitally Sign a PDF?

Unlike electronic signatures, digital signatures are more secure and legally recognized. They show the signer’s identity and ensure the document has not changed. UPDF lets you digitally sign a PDF with and without a signature field. Let’s see how.

Way 1. With Signature Field

Do you need to fill out an interactive PDF form with a fillable signature field? With UPDF, you can digitally sign it in just a few steps.

Here’s how to digitally sign a PDF with a signature field.

Step 1: Open your PDF with UPDF. Then, click the signature field. This will open a popup. From here:

• Import a Digital Signature: Click the “Import” button. Then, click “Browse” to import your ID. Type its password and click “Save.”
• Add a New ID: Click the “Create” button. Enter your name, email, and organization details. Then click “Create” and proceed.

Step 2: Select a location to save your ID and add a six-digit password to protect it. Once you've done this, click "Save”.

Step 3: Your digital signature will be created. Click “Sign” to add it to the PDF.

Way 2. Without Signature Field

Do you have a static PDF form or contract without fillable fields? UPDF lets you create a signature field to sign the PDF digitally.

Here’s how it’s done.

Step 1: Launch UPDF and click “Form” from the "Tools".

Step 2: Select “Digital Signature” from the top. Then click anywhere to add the signature field.

Step 3: Resize the signature field and enable “Properties” from the top right. Click the “Sign Here” box. Then, create or import your digital ID.

So, that’s how to digitally sign a PDF! Signing is just one of the many capabilities of UPDF. Watch the video below or read this review to explore everything you can do with it.

So try it out yourself!

Also Read: How to Add Signature to PDF in Microsoft Edge? (Easy Guide)

Part 4. Sign PDF Online and Send for Signatures

For users needing to collect multiple signatures and track signing status anytime, anywhere, UPDF Sign is the perfect solution. It’s an online platform that lets you send, sign, and track PDF documents with ease. You can send up to 50 PDFs to up to 50 recipients at once and monitor the signing process on any device. If you already have a UPDF account, simply log in to UPDF Sign without any additional registration to enjoy a free trial. Click the button below to get started.

Try UPDF Sign Now >>

For the following section, we will show you how to sign PDFs using UPDF Sign:

Step 1. Access to UPDF Sign website and log in to it.

Step 2. From the homepage, click the "+" icon and upload the documents you need to send for signature.

Step 3: Enter the details of the first signer in the "Recipient 1" section. To add more signers, click "Add Recipient" and enter their information.

Step 4: Choose "Set Signing Order" if the document needs to be signed in a specific sequence, or select "Just Need My Signature" if you are the only signer.

Step 5: Provide a document name and write a custom message for the recipients. Click "Continue."

Step 6: Drag and drop signature fields onto the document for the first signer.

Step 7: Switch to the next signer from the top left corner and customize their signature fields. Ensure fields do not overlap.

Step 8: Click "Finish" when done. Review the document and click "Send." You can track the signing process on the home page.

Step 9: Recipients will receive an email with a "Review Document" button. They need to click the link to access the document.

Step 10: Recipients can sign using one of three options: Font, Draw, or Upload. Click "Confirm" to complete the signing process.

Part 5. Electronic Signature vs. Digital Signature vs. UPDF Sign

Signing path	What appears in or around the PDF	Identity and integrity evidence	Local or online	Routing and tracking	Best fit	Main limit
UPDF electronic signature	A typed, drawn, or image-based visible signature	Shows a signature mark and apparent intent; no certificate is implied	Local desktop workflow	No sender-managed routing	Signing your own local PDF quickly	A visible mark alone does not provide Digital ID verification
UPDF digital signature	A signed field linked to a Digital ID	Certificate properties and checks for changes after signing	Windows and Mac	Multiple prepared fields are possible, but no email-request dashboard	Certificate-based signing of a controlled PDF revision	Later edits can invalidate verification; acceptance policies vary
UPDF Sign	Assigned signature fields plus an online request record	Sender-managed recipient, field, completion, and workflow records	Online web service	Sequential or simultaneous delivery and status tracking	Collecting signatures from one or many people	Separate product and license; documents are uploaded for the online workflow

In the United States, the federal ESIGN framework generally prevents a contract or signature from being denied legal effect solely because it is electronic. That principle does not mean every typed name, signature image, Digital ID, or platform workflow satisfies every rule. Enforceability and the required signature level can depend on the jurisdiction, document type, intent, consent, attribution, record retention, and the receiving organization's policy. This article is operational guidance, not legal advice.

FAQs

Conclusion

The right way to sign a PDF depends on who signs and what must be proven or controlled afterward. Use UPDF's Signature tool for your own visible electronic signature. Use a Digital ID when certificate details and later-change detection matter. Add permissions only after the file is complete. Use UPDF Sign when other people need assigned fields, delivery, signing order, and status tracking.

For a local PDF that still needs preparation, signing, or final protection, UPDF keeps those steps in one desktop workflow. Download UPDF for free to sign and protect your PDF — installation is free, and Pro removes the trial watermark from exported files.

For a document that must move between several signers, open UPDF Sign and build the recipient workflow before the first request is sent.