Best Way to Sign Documents Online: 7 Top PDF Signing Tools

The best way to sign documents online is by using a simple, secure tool to apply an e-signature or digital signature. These wet signature alternatives are becoming increasingly important because work now happens across locations and devices.

Documents are often shared, reviewed, and legally signed remotely, so using online signing tools is a faster and more practical option than printing and scanning. In this guide, we will cover the top seven tools you can use to sign documents online and provide tips on how to do it securely.

Key Takeaways

• Signing documents online involves typing, drawing, or inserting a signature into a file and saving or sending it electronically; in most cases, the document is a PDF.
• PDF.net offers one of the best ways to sign documents online, as it doesn’t require registration right away and has an incredibly intuitive interface.
• Other PDF signing tools to consider include Adobe Acrobat Sign, DocuSign, HelloSign, Smallpdf e-Sign, and airSlate SignNow.
• To sign documents online securely, you should password-protect them, avoid using public Wi-Fi, store your signed files in protected folders, and save a copy for recordkeeping.

What Does “Signing Documents Online” Actually Mean?

“Signing documents online” usually refers to both electronic signatures and digital signatures. However, they aren’t exactly the same.

An electronic signature, or e-signature, is any electronic way of showing intent to sign a document; for example:

• Typing your name at the end of an email
• Drawing your signature with a mouse
• Clicking “I agree” on a website
• Inserting an image of your signature into a document

It is easier to dispute than a digital signature, which offers robust identity verification and tamper detection. Therefore, it is considered more secure and is commonly used for legal, financial, and compliance documents.

Both types of signatures can be legally valid under the ESIGN Act and UETA in the United States. They regulate and recognize these signatures’ legality as long as there is affirmative consent from the signer and reliable recordkeeping of signed documents that are legible and reproducible.

However, certain documents, such as wills, codicils, and testamentary trusts, may require wet signatures or additional formalities depending on state law, so electronic signing is not universally accepted for these documents.

In the context of signing documents online, the PDF format is the most common because it preserves formatting and is widely supported across devices and platforms.

Why Use an Online PDF Signing Tool?

Online PDF signing tools are useful for creating electronic signatures and digital signatures. Here are a few reasons why you might want to use them:

• They let multiple signers review the same documents conveniently.
• They allow documents to be signed by people in different locations.
• They don't require any software and work across devices and operating systems.
• They are more cost-effective since they reduce printing, scanning, mailing, and document handling expenses.

Overall, the best PDF signing tools simplify your signing workflows by providing you with a single space to upload, sign, send, and track documents. They also have notifications for reminders and status updates, along with audit trails and certifications.

7 Best PDF Signing Tools

These are the top seven tools that you can use to sign PDFs online based on features and ease of use:

#1. PDF.net

PDF.net is a fully browser-based editor. It is the ideal e-signature solution for students, freelancers, small businesses, and everyday users. You can use it on any device, as long as there is an internet connection.

The PDF editor offers the following features:

• Three e-signature styles to choose from
• Option to save the e-signature for future use
• Option to resize and reposition the e-signature easily when placed on the PDF
• Option to adjust the color and opacity of the e-signature

Aside from signing PDFs, you can use PDF.net’s full suite of tools to create fillable forms and collect others’ signatures. Aside from downloading, everything is available for you to use without registering for an account or purchasing a plan.

However, like every tool, PDF.net has its pros and cons. Here’s a quick overview:

Overall, PDF.net offers one of the best ways to sign documents online when you are tight on time and just want a fast, no-fuss tool. With three pricing plans starting at $1.45 weekly for limited access, $1.95 weekly for full access, and $19.95 per month annually, it is a great option if you are concerned about affordability.

#2. Adobe Acrobat Sign

This digital signature software caters to medium and large-sized businesses, with plans starting from $23.99. It is best known for streamlining workflows with features such as:

• Integrations with Microsoft Word, Teams, Workday, Salesforce, and more
• PDF links for sharing quickly and easily, especially on the go
• Live status updates and notifications for tracking
• Acrobat Adobe Cloud for organizing PDFs
• Reusable forms and templates with the option to apply custom branding

Adobe Acrobat Sign’s strong security standards make it suitable for enterprise users as well. It certifies PDFs, manages users’ identities, maintains audit trails, encrypts documents and assets at rest with AES 256-bit, etc.

That said, let’s quickly examine Adobe Acrobat Sign’s advantages and disadvantages:

Generally, if you are already working within Adobe Acrobat’s ecosystem, it makes sense to opt for this digital signature software. It can handle high volumes of documents and complex processes easily.

#3. DocuSign

DocuSign is an agreement management platform that started as a tool for signing documents online. It has over one million customers and is widely adopted by Fortune 500 companies. The platform includes features like:

• Document generation and creation with 20+ tags and fields
• Five routing options and seven authentication options
• Signing support in 44 languages
• Open APIs and integrations to customize your flow of signing and collecting signatures

However, despite several advantages, DocuSign has its disadvantages as well. Here’s a quick overview:

All in all, DocuSign is an excellent option if you want a scalable way to sign PDFs digitally. You can integrate it with third-party software such as Salesforce, Workday, SAP, Oracle, as well as extension apps such as HubSpot, Slack, Monday.com, Asana, Jira, etc.

#4. HelloSign

HelloSign, now Dropbox Sign, is another option you can consider when looking for the top e-signature tools. It allows you to:

• Request signatures
• Create templates
• Add signer fields to documents
• Embed signer fields into websites
• Make PDFs interactive with radio buttons, dropdowns, and more

To ensure secure e-signatures, this tool provides a non-editable audit trail that thoroughly tracks and timestamps every action taken on a document. You can also manage team permissions and settings from a centralized dashboard, so everything stays safe.

Now, let’s see some of the pros and cons of HelloSign:

If you and your team already use Dropbox for managing documents, you should choose this e-signature solution; it is more convenient and cost-effective this way. However, be ready to spend some money, as the less expensive Essential ($15 per month) and Standard ($25 per month) plans are both rather limited in terms of features.

#5. Smallpdf e-Sign

Smallpdf offers a free PDF signer that works on Mac, Windows, iOS, Android, and Linux. However, with their free plan, you are limited in the number of documents you can sign per month. If you want unlimited access to Smallpdf e-Sign, you can subscribe to Pro ($108 per year), Team ($216 per month) with minimal 2 users, and Business plans.

With e-Sign, you get the following features:

• Multiple signing options
• Documents are automatically deleted after one hour
• Integration with Google Workspace, Microsoft OneDrive, and Dropbox

Despite being free at first, Smallpdf e-Sign has other pros, as well as drawbacks:

Smallpdf e-Sign is worth considering if you want to sign one-off documents online. It is designed to be simple, so you won’t have to worry about overcoming a steep learning curve. However, without a subscription, it is not the best PDF signer for businesses.

#6. airSlate SignNow

This is another e-signature solution that you can consider when seeking the best way to sign documents online. It stands out with an exclusive CRM where you can manage all your contacts and documents. It provides the following key features:

• Options to add signature fields to documents, request attachments, set notifications, and create customized signing invitations
• Kiosk mode options for collecting signatures on iPads and iPhones
• Four authentication methods and a document ID for each PDF
• Ready-to-use templates for notarization

Now, let’s examine the pros and cons of airSlate SignNow:

SignNow from airSlate is a good option if you are seeking an e-signature solution for your small to mid-sized business. However, it can be an overkill for students, freelancers, and professionals who work with lower volumes of signed documents.

#7. Built-in (Preview, Edge, etc.)

Built-in options like Preview for Mac, Edge for Windows, and Chrome PDF Viewer for ChromeOS can be used to sign documents. All of these options are convenient for one-time signatures, as you don’t have to install additional software.

However, these built-in options are designed for basic use only. You won't get audit trails, multi-signer capabilities, or tracking notifications, so you should reserve them for informal approvals.

Here’s a quick overview of their advantages and disadvantages:

If you need to electronically sign a PDF quickly for informal use or when you don’t have a reliable Internet connection and can only work offline, built-in tools are your best bet. However, these are only recommended for occasional signing of documents that don’t require legal compliance.

Best Ways to Sign Documents For Windows

The best ways to sign documents for Windows include:

• Using Microsoft Edge
• Inserting a signature in Microsoft Word and converting it to a PDF for sharing or storage
• Using an online editor like PDF.net
• Using browser extensions or add-ons

Best Ways to Sign Documents For Mac

The best ways to sign a document on Mac include:

• Preview as the best PDF signer for Mac
• Signing documents directly from email using markup features
• Typing a signature in a document, then converting it to PDF for sharing
• Inserting a saved signature image into a document, then exporting it as a PDF
• Online options like PDF.net, Smallpdf e-Sign, DocuSign, etc.

4 Tips for Secure Online Signing

To sign documents online securely, keep these four tips in mind:

1. Password-protect documents before or after signing. This helps prevent unauthorized viewing, editing, or tampering once the document is sent. If you need to share the password with someone else, you should do so through a separate channel, preferably a call.
2. Avoid signing documents on public Wi-Fi. These connections are often unsecured and can expose your documents to interception. If you need to sign something right away, it is best to use a trusted private network or a mobile hotspot instead.
3. Store your signed files in protected folders to reduce the risk of unauthorized access. This is especially important if your device is shared, misplaced, or compromised. You should set your security settings carefully and apply encryption to further protect your e-signatures.
4. Save a copy of the signed document and any confirmation for your records. This helps you verify what was signed and provides proof if questions or disputes come up later. It also supports compliance with e-signature laws, such as the ESIGN Act.

Final Thoughts

The best way to sign documents online depends on how often you need to do this, how much you are willing to spend, and the type of documents you need to sign. For example, if you don’t want to install software for signing, browser-based options like PDF.net and Smallpdf e-Sign are preferable.

If you are part of a team that handles high volumes of documents with complex processes, tools with enterprise-level capabilities, such as Adobe Acrobat Sign, DocuSign, and airSlate SignNow, are more suitable. Meanwhile, built-in editors like Preview and Edge are convenient for one-off signing offline.

Overall, the simplest solution that offers a seamless experience along with a balance of security and affordability is PDF.net. You can give our online editor a try without purchasing a plan and registering for an account right away.

Best Way to Sign Documents Online FAQs

#1. Are online e-signatures legally binding?

Online e-signatures are legally binding under the ESIGN Act, UETA, and ESRA in the U.S. if they meet legal requirements such as clear intent to sign, consent from all parties, and proper record retention.

#2. Can I sign a PDF on my phone?

Yes, you can sign a PDF on your phone. PDF.net is a good option to do so since it’s fully browser-based. You can upload, sign, and save documents directly from your phone or tablet’s browser without downloading an app.

#3. Is it safe to sign documents online?

It is safe to sign documents online when you use trusted tools, secure Internet connections, and basic file protection practices. Therefore, you should avoid public Wi-Fi, protect your signed documents, and retain copies for your records to reduce risk.

#4. How can I check or clarify PDF documents after signing them?

After signing a document, you can use tools like Chat PDF to upload the file and ask questions about clauses, obligations, or timelines, which is especially helpful for long contracts.