Insert a signature in Word by typing your name, drawing it, adding a scanned image of it, or using Word’s built-in digital signature feature.

To insert a signature in Word, you can type your name as a signature, handwrite your signature, insert a scanned image of it, or use Word’s built-in signature line feature to add a professional, printable signature block. The right method depends on how simple or professional you need the signature to be.

This article will walk you through step-by-step instructions for each approach, explain when Word documents require signatures, and highlight the limitations of using Word for this purpose.

Word documents can require signatures for approvals, agreements, authorizations, and acknowledgments, such as consent forms, contracts, deals, leases, etc.

In Word, you can add a signature by typing your name, drawing it by hand, uploading a scanned image, or using the built-in signature line feature.

Signatures in Word documents are not always legally binding, and there is a risk of forgery and reuse, as well as limited compatibility.

Signing in PDFs is better than doing so in Word because this format ensures compatibility, preserves formatting, can be certified, and can include an expiration date for security.

When Do Word Documents Require Signatures?

Word documents require signatures when they 

serve as formal agreements, authorizations, or acknowledgments

 that need verification of identity and intent. This includes 

contracts, such as employment agreements, service deals, or leases

where all parties must confirm they accept the terms.

They are also required for official correspondence, business letters, and financial documents such as invoices, purchase orders, or loan agreements to validate authenticity and responsibility.

Additionally, Word documents may require signatures for 

approvals, consent forms, or acknowledgments

, ensuring that actions are authorized and commitments are legally or professionally recognized.

How to Insert a Signature in Word: 4 Methods

There are four ways to add a signature: type your name, draw it by hand, insert a scanned image, or use Word’s signature line tool. Let’s look at the specific steps for each.

Signing a Word document by typing your name is 

. To do this, place your cursor where the signature should appear, then type your full name in a clear font. For a more authentic look, you can choose a 

 or script-style font to mimic a handwritten signature.

 to add context. This method is quick and works well for situations where a simple acknowledgment is sufficient.

#2. Draw or Handwrite Your Signature in Word

Here is how to sign a document in Word by drawing or handwriting your signature:

tab in the toolbar. If it is not visible, enable it via 

Click the drop-down menu to adjust the stroke's thickness.

Draw your signature directly on the document.

 to make your signature selectable; then, you can resize and reposition it as needed.

This method provides you with a digital signature that has the same personal touch as a 

 and is suitable for contracts, formal letters, or official documents.

#3. Insert a Scanned Image of Your Signature

You can also add a signature in Word via a scanned image if you follow these steps:

Sign on paper using a pen to create your signature.

Scan the signature and save it as an image file (

Open your Word document and place the cursor where the signature should appear.

Resize and reposition the image so it fits neatly on the signature line.


 to eliminate any unwanted white space.
b. Apply 

 to make the signature clearer or darker.
c. Use 

 if you need to freely move the signature over the line.

Here is how to save this as a signature block that you can reuse for future documents:

Select the digital signature in Word along with any text you want to include, such as your title.

Quick Parts > Save Selection to Quick Part Gallery

 dialog box:
a. Give it a name you will remember, like “My Signature.”
b. Choose 

Whenever you need this signature in a new document:
a. Go to 

b. Select your saved signature block, and it will be inserted exactly as saved.

Adjust the placement if necessary, then save your document.

: When you close the Word Document, click 

 if a dialog box appears (“Do you want to save changes to “Building Blocks”?).

Unlike typing your name or drawing it manually in Word, a scanned signature 

 exactly as it appears on paper. This makes it 

 if you need to sign several documents digitally.

#4. Use Microsoft Word’s Built-In Feature

 feature that allows you to add a signature line to your document, and then click on it to sign. This method is 

ideal for contracts, official forms, or any document where authentication is important.

Place your cursor where you want the signature to appear.

Insert > Text > Signature Line > Microsoft Office Signature Line

Enter your details in the dialog box that appears.

Double-click the signature line to sign the document digitally.

 box, choose your signing certificate. If you are unsure, click 

. Select it, and in the lower box, you should see 

. If these values appear, the certificate is valid. Click 

 to view other certificates. Repeat the check until you find the right one.

Once the correct certificate is selected, click 

, insert it into the reader, enter your PIN, and click 

 Once you electronically sign a document in Word, any edits made afterward will automatically remove the signature, which ensures the integrity of the signed version. If you need to make changes, simply finish your edits, then reapply your Word electronic signature.

While signing Word documents is convenient, there are several limitations to consider:

Although digital signatures are legal under the 

, for certain high-stakes contracts, a wet signature or a certified digital signature might be required. Relying solely on Word signatures could leave agreements unenforceable.

. Simple typed signatures or scanned images can be copied or altered by others. This makes it easier for someone to impersonate the signer without detection. Therefore, additional verification measures are a must for sensitive documents.

. Some organizations or legal processes may only accept the 

 or other secure formats. Word signatures may not be recognized in courts or by certain companies; this can require extra steps to convert or re-sign documents.

. Storing scanned or typed signatures for repeated use is convenient but risky. If someone accesses the file without permission, they could misuse the signature, so you need to be rather cautious in order to protect these digital assets.

Why You Should Sign Documents in PDFs Instead

across organizations, legal entities, and software platforms. Moreover, unlike Word, PDFs 

, so your signature stays in the correct place and the document looks professional.

 also locks the document, so any changes made afterward will invalidate the signature. This 

 and provides assurance that the content has not been tampered with.

Additionally, some PDF platforms also allow you to 

 once that date passes. Once it happens, the document can no longer be opened, and the signature is treated as invalid, which is especially useful for 

time-sensitive contracts, offers, or compliance documents.

Here is a brief Word vs. PDF signatures breakdown:

Sign, Convert, and Share Files with PDF.net

 rather than doing so in Word, you should use our handy browser-based tool to do it quickly and securely. We offer three simple options (for you to type, draw, or upload your signature), and you can export the signed document with ease.

However, if you still want to sign in Word but keep the professional look and reliability of PDF afterward, our 

 makes it simple to get a satisfying result. Once you use our tool to turn your Word document into a PDF, it will preserve formatting and share signed documents without worrying about layout shifts.

Finally, if you receive a PDF that needs to be signed and you want to do so in Word, we can still help with our 

 and make the conversion process much easier!

Adding a signature in Word is quick, whether you type it, draw it, insert a scanned image, or use a designated digital signature feature within the app. Each option comes with its own strengths and limitations, so the best choice depends on the purpose of your document.

For casual approvals or internal use, Word signatures are usually enough. However, for contracts, official agreements, or time-sensitive documents, PDFs with certified digital signatures provide stronger security, better authenticity, and wider acceptance.

#1. Are signatures in Word legally binding?

, but this depends on the type and the legal requirements in your jurisdiction. Typed or scanned signatures may not hold up in court, while digital signatures with certificates carry stronger legal weight.

To create a digital signature in Word, go to 

. Enter your details, then click the signature line to sign.

#3. Is typing my name in a document the same as a signature?

, but it is not always legally enforceable. It is fine for internal approvals or informal agreements.

For official contracts, a handwritten or certified digital signature is usually required.

How to Add a Signature in Word: 4 Easy Methods Explained

To sign PDFs digitally, you need secure software like PDF.net that will allow you to create a digital signature and add it to your document.

that will allow you to create a digital signature and add it to the document. Once you’ve signed the file and downloaded it, it won’t be stored on our database, so you won’t have to worry about any data leaks.

With the convenience and ease of use of digital signatures, more and more companies and institutions are resorting to paperless documents. Because of this, it’s recommended to have a secure and reliable tool you can use to sign PDFs online. Today, we will explain how you can do so using PDF.net and share some of our software’s key features.

How to Sign PDFs Digitally Using PDF.net Tool

To sign PDFs digitally using PDF.net, all you have to do is 

upload your document to our tool, create a signature, and add it to your file

. The software also offers a more secure and convenient way to 

 electronically with ease, as it’s protected by end-to-end encryption.

If you’re unfamiliar with using a PDF editor, here’s a 

The first step to signing PDFs digitally is to 

prepare your file and make sure that it can be signed 

in the first place. Fortunately, it’s easy to make a PDF signable; simply use our PDF editor to add a signature field to it.

Once you’re satisfied with the specifications and position of the signature field, make sure that the file isn’t set to read-only mode. When done, you can save and download your document.

, then select the document you want to sign.

can’t sign multiple PDFs digitally using our tool

. However, PDF.net allows you to process each document in seconds, so you can efficiently e-sign several files in no time.

Wait for the tool to process the file, and once it has fully loaded, you can choose the 

 to create a signature and sign the PDF digitally.

To place or add a signature to the PDF, you can select one of the signature options from our tool. You can either choose to 

create a digital signature on the spot or upload an existing one

, then position it on the signature field.

save your file with the digital signature and download the PDF 

directly after paying a one-time fee. Since PDF.net doesn’t save any of your files on our servers, you can be confident that any information on the files won’t be compromised.

. When done, you can save your signature to your device and include it in other PDFs when necessary.

Since digital signatures are legally binding and unique to every document, you can’t just follow the same process for making an electronic signature, which is merely a copy of your signature.

3 Crucial Mistakes to Avoid When Signing PDFs Digitally

Since digital signatures are becoming more common, it’s important to familiarize yourself with the 

common mistakes you should avoid when signing PDFs digitally

. When signing documents that contain private information, you should use secure digital signature tools like PDF.net; otherwise, you may risk leaking sensitive data.

. Your digital signature is legal, so it’s important to use the verified version when signing PDFs digitally, too. Using a different signature may nullify the validity of the document and render any contracts or agreements void.

. You can’t just upload an image of your handwritten signature and use it as a digital signature. Digital signatures are encrypted to ensure that they cannot be forged, so simply using an image will make its authenticity questionable.

3 Key Benefits of Signing PDFs Electronically

compared to handwritten signatures, such as:

. One of the best advantages of digital signatures is their improved convenience, as they allow you to add a signature to a PDF on any device at any time.

. When you sign documents online, you can receive and send the file back on the same day that you receive the request, regardless of where you are. Meanwhile, adding your handwritten signature to a physical copy of the document can require days of waiting for the document to arrive and be sent back to the receiver.

. Since the files will only be seen by the intended recipient, paperless document signing also offers better security than traditional methods. Plus, digital signatures often include encryption and audit trails, so you can be assured of the document’s authenticity.

Why You Should Use PDF.net to Sign Your PDF Documents

From its user-friendly design to safe and secure software, there are 

several advantages to using PDF.net’s online PDF editor 

Some software require multiple steps to sign PDFs digitally, but with PDF.net’s 

, you can easily add your digital signature in seconds. All you have to do is upload your file, create or add your digital signature, and download the document.

to keep our platform safe so you can be assured that you are making secure PDF signings and that your information won’t be compromised in any way. Moreover, once you’re done using our tool, your files won’t be stored on our database to completely reduce the risk of data breaches.

available and can be accessed on all devices 

as long as you have an internet connection. This offers a highly convenient way for signing PDFs digitally since you don’t have to download any additional software or set up complicated programs.

#1. Is a digital signature legally binding?

digital or electronic signature is legally binding 

in states covered by federal law as long as it meets the requirements of the ESIGN Act. In states where federal law doesn’t apply, digital signatures may still be legally binding if they meet the 

you can sign PDFs on mobile devices using PDF.net

. As cloud-based software, you can easily sign PDFs digitally on our tool as long as you have a stable internet connection. Simply open the PDF editor on your mobile browser and add your signature.

#3. Why is my PDF not allowing a digital signature?

If your PDF does not allow a digital signature, it’s likely because the 

file has no signature fields or is set to read-only mode

. This is why it’s important to prepare the document before requesting any signatures.

How to Sign PDFs Digitally: Fast and Easy With PDF.net Tool

A signatory authority allows a person to legally sign documents for another person or an organization, with specific types, benefits, and liabilities.

What Is Signatory Authority: Definition, Types, and How to Get It

the legal power given to an individual to sign documents on behalf of another person or an organization

. It ensures that only approved people can enter into legal or financial agreements, which, in turn, prevents fraud.

In this guide, we will take a closer look at what a signatory authority involves, along with its key benefits and types, and how it differs from a power of attorney. We will also cover authorized signatory liability and the general steps to becoming an authorized signatory.

Signatory authority gives an individual the

 legal right to sign documents and make binding decisions

 on behalf of another person or organization.

: full (unrestricted), limited (restricted by scope or amount), and joint (requiring multiple signers).

—the former is tied to a role and limited in scope, while the latter grants broader, often continuing legal powers.

: review policies, get approval, document it in writing, notify stakeholders, update legal/banking records, and maintain proper documentation.

A signatory authority allows an individual to legally sign documents for another person or an organization. As a result, they can enter into agreements and approve transactions. Examples of people who can hold signatory authority include:

Government officials or agency representatives

A finance manager at a corporation signs off on payment agreements to guarantee timely operations.

The head of marketing signs a contract with an advertising agency to launch a new campaign.

A company director signs a strategic partnership agreement with another company to enter a new market.

 of a family trust signs documents to authorize the sale of trust property.

A procurement officer at a government agency signs a service contract with a private contractor to build a new facility.

When assigning signatory authority, organizations can create a clear chain of responsibility and ensure the right people are handling critical legal and financial matters. This minimizes the risk of unauthorized actions and facilitates quicker decision-making.

An authorized signatory may be held liable if they act outside the scope of their authority or breach legal or fiduciary duties. While signing on behalf of an organization usually protects the person from personal liability, that protection still depends on them acting in good faith, within their assigned powers, and in compliance with laws and internal policies.

3 Benefits of Having a Signatory Authority

Having a signatory authority provides a clear structure for who can act on behalf of a person or organization and ensures decisions and commitments are made by the right people. It also offers the following benefits:

Designated signatories can act without waiting for approval, which streamlines processes, especially across different sectors.

Restricting who can sign documents helps prevent unauthorized actions and misuse of resources. As part of best documentation practices, it also creates a clear record of who approved what.

With clear roles and responsibilities from the authorized signatory, the chances of signing mistakes or miscommunication are greatly reduced, lowering legal and financial risks.

The three types of authorized signatories differ in terms of the level of power granted and the type of decisions being made. Distinguishing these signatory rights enables individuals, organizations, and government bodies to assign authority appropriately.

Full signatory authority grants a person complete power to sign any legal, financial, or official document on behalf of the person or organization that they represent. Usually, it applies to high-level roles that need broad decision-making power, like CEOs and directors.

Limited signatory authority restricts the person's authority to specific actions, such as signing unilateral contracts below a certain dollar amount or only within a certain department. It is assigned to mid-level staff, project managers, or government officers working within specific scopes.

Joint signatory authority requires two or more people to sign a document together. Generally, bilateral contracts are used in nonprofit and government settings to ensure checks and balances. This signatory authority level also helps build trust in the approval process.

What Is the Difference Between a Signatory Authority and a Power of Attorney?

The difference between a signatory authority and a power of attorney is that the former is narrower in terms of scope, while the latter often has wider legal responsibility.

Typically, signatory authority is limited to signing documents within a defined role, such as for a company or government agency. It is also usually tied to a person’s role and expires when that role changes or ends.

 is a broader arrangement in which the “agent” is authorized to make financial, legal, or medical decisions on behalf of the “principal.” POA is granted through a legal document and, depending on the type, can continue even if the principal becomes incapacitated.

The process for getting signatory authority 

varies slightly depending on the type of organization

, but the steps below generally apply. These can also be followed when revoking or updating signatory validity.

#1. Read Company or Organizational Policies

Start by reading your company or organizational policies, such as bylaws, board resolutions, or procedural handbooks. These will let you know who is eligible to hold signatory authority, what documents they can sign, any monetary limits, and the required 

Next, obtain approval from decision-makers by submitting a formal request to your board of directors, a senior executive, or a department head. In public or nonprofit sectors, there may also be compliance requirements or procurement rules that must be followed.

The approval you have obtained needs to be in writing; for example, recorded in an official appointment letter, a board resolution, or similar. It serves as legal confirmation and is often required by banks, legal institutions, and auditors later down the road to validate actions taken by the authorized signatory.

After formal approval, you should notify all the stakeholders who rely on signature validation. This can include internal departments, external partners, and relevant government agencies. If you don’t update your stakeholders, there could be many delays and disputes.

You should provide your new signatory details to the organization’s bank and update the necessary government or regulatory filings. Typically, banks require specimen signatures, copies of the authorizing document, and identity verification. This prevents unauthorized access and ensures processing is smooth.

Lastly, store all your signatory records, including copies of appointment letters, resolutions, updates, or revocations, in a secure location. Proper 

 helps with audits, internal reviews, and disputes over who had authority at a given time.

Streamline Your Document Edits with PDF.net

After the signatory authority has been granted or changed, you will likely need to update your 

 for board resolutions, appointment letters, or internal approvals.

 directly in your browser, so you can quickly replace names, insert dates, or add digital signatures. It is a secure way to keep your paperwork accurate and up to date without needing to start from scratch.

Signatory authority plays a key role in ensuring legal, financial, and operational decisions are handled by the right people. Clearly defining who can sign what prevents confusion, unauthorized actions, and costly mistakes.

E-Signature

How to Add a Signature in Word: 4 Easy Methods Explained

How to Sign PDFs Digitally: Fast and Easy With PDF.net Tool

What Is Signatory Authority: Definition, Types, and How to Get It

ESIGN Act: Digital Signature Laws in America Explained

Do Banks Accept Electronic Signatures? All You Need to Know

Who Keeps the Bill of Sale? Buyer & Seller Obligation Explained

How to Sign Documents on Android (PDFs, Word, and More)

Differences Between Electronic & Digital Signature + Usage Tips

How to Sign a PDF on Mac: Preview, iPhone, and Online Tools

How to Make an Electronic Signature: 4 Easy Methods Explained