How to Create an Online Signature and Sign a PDF
By Ali Hamza · Published · 5 min read
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To sign a PDF without printing it, create a signature image (draw it with your mouse or finger, or type your name in a handwriting font), download it as a transparent PNG, then place it on the PDF with a PDF editor and save. With ToolMany you can do both in the browser: the Signature Maker creates the PNG and the PDF Editor places it on the page.
Before you start, know what kind of signature this is, because it matters for some documents.
Image signatures vs digital signatures
People use "e-signature" and "digital signature" interchangeably, but they're different:
| Signature image (what you create here) | Certificate-based digital signature | |
|---|---|---|
| What it is | A picture of your signature placed on the page | Cryptographic data tied to a verified identity |
| How it's made | Drawn, typed or scanned | Issued through a certificate provider or e-signature platform |
| Detects later changes? | No | Yes: the document shows as modified if edited |
| Common uses | Everyday forms, letters, invoices, leases, internal approvals | Contracts requiring high assurance, government filings, regulated industries |
In many countries, including the US (ESIGN Act) and the EU (eIDAS "simple electronic signature"), a typed or drawn signature can be legally valid for many everyday agreements if both parties intend to sign electronically. Some documents, such as certain property, court or notarised papers, need stricter methods or wet ink. If a document matters, check what the recipient accepts. Our Disclaimer covers this too.
Step 1: Create your signature
Open the Signature Maker and choose a mode:
- Draw: sign with a mouse, trackpad, stylus or finger. On a phone or tablet, a finger or stylus gives the most natural result. Pick the pen colour; dark blue or black looks best on documents.
- Type: enter your name and choose a cursive font. It's quick and consistent, and fine for informal documents. Some people prefer drawn signatures for anything formal.
- Upload: use a photo or scan of your signature on white paper as the starting point.
Then choose the background: transparent (recommended) or white. Download the PNG.
Tips for a clean signature
- Sign larger than you need. Scaling down looks sharp; scaling up looks jagged.
- Use one confident stroke rather than slow, careful lines, which come out wobbly.
- If you upload a photo of a pen signature, use plain white paper, good light and a dark pen, and photograph it straight on.
- Keep the PNG somewhere safe, and don't share the file widely. Anyone with it could paste your signature.
Step 2: Place it on the PDF
- Open the PDF Editor and load the PDF.
- Go to the page that needs signing.
- Add your signature PNG as an image, then drag and resize it onto the signature line. A typical signature is 4–6 cm (1.5–2.5 inches) wide on an A4 or Letter page.
- Add the date with the text tool if the document asks for it.
- Export the signed PDF and open it to check the signature sits correctly on every page you signed.
The editor places your signature on top of the page. It doesn't change the original wording, and it doesn't add a certificate-based digital signature. To make pages editable, it turns each imported page into an image background, so the text in the signed copy may no longer be selectable or searchable. Keep the original PDF if you'll need to copy text from it later. The editor also has a Sign tool for drawing a signature directly on the page, if you prefer not to make a separate image.
Signing forms and documents you create
If you're producing the document yourself, you can add the signature as you build it:
- The Receipt & Cash Memo Maker lets you type or draw a signature on the receipt before exporting.
- For an invoice from the Invoice Generator, export the PDF first, then add your signature image with the PDF Editor as above.
- In Word or Google Docs, insert the PNG like any picture and set text wrapping to "In front of text" so it can sit over the signature line.
Keeping your signature safe
- Don't post your signature image publicly. Avoid social media and public websites.
- Send signed PDFs, not the signature file. The recipient needs the signed document, not your PNG.
- Add a "Signed for [purpose]" note near the signature on sensitive documents. It makes the image harder to reuse convincingly elsewhere.
- Use a proper e-signature platform for high-value contracts. They record who signed, when and from where, and create an audit trail.
Common problems and fixes
- White box around the signature: you downloaded with a white background. Re-export with the transparent option.
- Signature looks pixelated: it was drawn small and scaled up. Draw it larger, or place it smaller on the page.
- Signature too thin or faint: increase the pen thickness, or use a darker colour.
- Typed signature looks too "computer-made": try a different cursive font, or switch to drawing it.
Frequently asked questions
Is a drawn signature on a PDF legally binding?
For many everyday agreements, yes, in jurisdictions such as the US and EU, as long as both parties agree to sign electronically. Certain documents need stricter methods. Check with the recipient or a legal adviser for anything important.
Why should I use a transparent PNG?
A transparent background lets the signature sit naturally over signature lines and text, like ink. A white background shows as a white box covering part of the page.
Can I sign a PDF on my phone?
Yes. Draw the signature with your finger in the Signature Maker, download the PNG, then place it with the PDF Editor in your mobile browser.
Is my signature uploaded to ToolMany?
No. The signature is created on a canvas in your browser and downloaded straight to your device.
Can someone tell my PDF was signed with an image?
Yes. An image signature doesn't include the identity or tamper-evidence data of a certificate-based digital signature. If the recipient needs that, use a dedicated e-signature service.
