Why people still print documents to sign them
Despite the widespread availability of digital signing tools, a surprising number of people still print documents, sign them by hand, scan them, and email the scan back. This workflow persists partly out of habit, partly because people are unsure whether digital signatures are legally valid, and partly because the alternatives have historically required paid accounts or complicated software.
In 2025, all three of these barriers have been removed. Digital signatures are legally binding in most countries. Free, account-free tools are widely available. And the process takes less time than finding a printer and loading paper. Here are five methods, from the simplest to the most feature-rich.
Method 1: Use a browser-based tool (fastest, no install)
The quickest method for most people is a browser-based signing tool that requires no account and no software installation. Signvert is one such tool — go to signvert.com, upload your document, draw or type your signature, place it on the page, and download the signed PDF. The entire process takes under 60 seconds and works on any device with a browser.
The key advantage of this method is privacy: Signvert processes your document locally in your browser, so the file is never uploaded to a server. For sensitive documents — contracts, NDAs, financial agreements — this matters.
Method 2: Use Apple Markup on iPhone or Mac
If you are on an Apple device, the built-in Markup tool lets you sign PDFs without any third-party software. On iPhone, open the PDF in the Files app or Mail, tap the Markup icon (pencil tip), tap the plus (+) button, and choose "Signature". On Mac, open the PDF in Preview, click the Markup toolbar, and use the Signature tool to draw with your trackpad or capture a signature using your iPhone's camera.
This method is convenient for quick signatures on simple documents. Its main limitation is that it does not support typed signatures, and the output is sometimes an annotated image rather than a PDF with a proper embedded signature layer.
Method 3: Use Google Docs or Microsoft Word
If the document you need to sign is a Word file or Google Doc, you can insert a signature directly without converting to PDF first. In Google Docs, go to Insert → Drawing → New, draw your signature, and insert it as an image. In Microsoft Word, use Insert → Pictures to add a scanned or photographed signature image.
This works well for documents you are creating or editing. It is less suitable for signing a PDF you have received, since converting PDF to an editable format and back can sometimes alter the layout.
Method 4: Use a dedicated e-signature platform
For more formal signing workflows — where you need to send a document to multiple parties, track who has signed, and receive a legally certified audit trail — a dedicated e-signature platform is the right tool. DocuSign, HelloSign (now Dropbox Sign), and SignWell all offer free tiers that allow a limited number of documents per month.
These platforms are more powerful than browser-based tools but require account creation and are typically overkill for simple one-off signatures. They are best suited for business contracts, real estate transactions, and HR documents where an audit trail is important.
Method 5: Use your phone's camera and a signature image
If you have a handwritten signature you want to use digitally, the simplest approach is to sign a piece of white paper, photograph it with your phone, and save it as a PNG with a transparent background (using a free background remover tool). You can then upload this image as your signature in Signvert or any other signing tool, placing it on documents exactly as you would a drawn signature.
This method gives you a signature that looks exactly like your handwriting, which some people prefer for formal documents. The signature image can be reused indefinitely.
Are digital signatures legally valid?
In most countries, yes. The United States recognises electronic signatures under the ESIGN Act (2000) and UETA. The European Union has the eIDAS Regulation. The United Kingdom has the Electronic Communications Act 2000. India has the Information Technology Act 2000. Australia has the Electronic Transactions Act 1999. For everyday documents — freelance contracts, rental agreements, consent forms, internal HR documents — a simple electronic signature is legally sufficient in all of these jurisdictions.
Frequently asked questions
Can I sign a PDF without converting it to Word first?
Yes. Tools like Signvert work directly with PDF files — you do not need to convert to Word or any other format. Upload the PDF, add your signature, and download the signed PDF.
What if the document is sent as a Word file?
Use Signvert's Word to PDF converter to convert it to PDF first, then sign it. The conversion preserves the layout, fonts, and formatting of the original document.