How to Create a PDF Template and Make It Reusable & Fillable

Learning how to create a PDF template helps you build reusable documents for invoices, contracts, reports, resumes, and more. In return, these offer consistency, accuracy, and efficiency for businesses, educators, and professionals by eliminating the need to write documents from scratch each time.

If you want to make your own PDF forms you can customize and use whenever needed, this guide covers the best tools and tips to help you do so quickly. Let’s get right into it!

What Is a PDF Template?

A PDF template is a reusable document designed to maintain a consistent structure and styling every time it is used. It allows you to add or change content, such as names, dates, and numbers.

Unlike a standard PDF, which is typically used for sharing or archiving finalized information, a PDF template is meant to be duplicated, reused, and customized; for example, as a PDF invoice that you update for each new client.

Some common PDF template examples are:

• Quotes and estimates
• Purchase orders
• Receipts
• Invoices
• Project proposals
• Client onboarding forms
• Daily/weekly planners
• Habit trackers

These templates can be:

1. Static, which is a non-interactive one and typically serves as a visual guide. It often works well for planners, worksheets, branded proposals, and printable checklists.
2. Dynamic, which is interactive and includes fields that users can type into, so it can be digitally completed, saved, or submitted. These PDF templates are commonly used for invoices, contracts, application forms, and reports.

4 Tools You Can Use to Create PDF Templates

The four tools you can use to create PDF templates are PDF.net, Microsoft Word, Google Docs, and Canva. Let’s look at each in more detail:

#1. PDF.net

PDF.net is one of the best PDF editors with a full suite of tools for creating PDF templates. It works directly on your browser and uses encrypted connections to protect your information. You can upload your file, rearrange the pages, and then edit the text directly. For formatting, you can change the fonts, add images, and highlight specific sections.

Additionally, if you are working with PDF bills of sale or contracts, it is also easy to turn your PDF into a fillable form for eSignatures recognized under the ESIGN Act. Many professionals, like HR coordinators, small business owners, and digital product creators, use templates created by PDF.net to streamline their workflows.

PDF.net’s intuitive interface also allows you to save reusable PDF layouts without any technical expertise. So, it is entirely possible to make a PDF document layout from scratch in just a few minutes, even if you don’t consider yourself tech-savvy. Plus, after saving your file, there’s also an option to optimize it for web use before publishing or share it via email safely.

#2. Microsoft Word + PDF Export

With Microsoft Word, you can create multi-column layouts, insert tables, add branding elements like logos, and adjust the headers, footers, and page numbers, all within a familiar interface.

By making it simple to apply consistent formatting with built-in styles, Microsoft Word is excellent for business documents, reports, resumes, and other forms of official communication.

Once the PDF template’s design is ready, export the document as a PDF (File > Save As > PDF). You can use a tool like PDF.net to add fillable fields, as Word’s form fields created with the Developer tab often do not carry over cleanly when exported to PDF.

#3. Google Docs + PDF Format

Google Docs enables real-time collaboration while designing a PDF template, allowing multiple users to work simultaneously from a laptop, tablet, or phone. Every edit is automatically saved and synced with Google Drive, so you never lose progress.

Besides the basics like paragraph styles, tables, charts, and images, you can add building blocks, including meeting notes, email drafts, and simple decision logs. These are great for recurring internal templates, client communications, and project documentation.

If you have a Google Workspace Premium account, you can add eSignatures; otherwise, you can export the file as a PDF (File > Download > PDF Document) and use PDF.net to add fillable fields or finalize it for reuse.

#4. Canva

Canva offers a visually intuitive way to create PDF templates online.

You can start by choosing from the many free or Pro templates, or design from a blank page using drag-and-drop elements, such as text boxes, icons, and shapes. It’s possible to add logos and fonts for consistent branding, as well as some of Canva’s built-in alignment tools for a tidy appearance.

Unlike the previous methods, you have more creative freedom with Canva since you can play around with graphics, text effects, and layered elements to make eye-catching documents, such as resumes, brochures, and branded documents.

Once you are happy with your PDF template design, you should:

1. Click Share in the top-left corner, and then Download.

2. Under File type, select PDF standard or PDF print.

3. Tick the Flatten PDF box to ensure you won’t encounter PDF missing text issues.

4. Click Download.

Note that if you use Canva Pro elements in your reusable PDF layout, you will have to pay for them upon downloading; otherwise, they will be watermarked.

Which Tool Should I Use?

Here is a quick breakdown to help you pick the right tool for the job:

How to Create a PDF Template using PDF.net in 3 Steps

PDF.net makes it easy to create a reusable, fillable PDF template, even if you have never edited a file like this before. Here is how to create a PDF template online:

#1. Design the Layout

Start by uploading your base document or starting from scratch inside PDF.net. You can add text by selecting Text in the toolbar at the top of the page.

Change its size and style to create a hierarchy and insert visuals by clicking Image or Draw in the same toolbar.

• For the Image, upload PNG or JPG files, and then resize and position as needed.

• For Draw, choose between a marker and highlighter from the left-side panel, use the slider to set the stroke’s thickness, and pick a color. Then, draw anywhere on the document.

Titles, headers, logos, lines, and static text can build the foundation of your PDF; this layout will remain consistent across every reuse.

For longer templates, you have the option to add page numbers automatically. These are the general steps:

1. Click Page numbers in the toolbar.

2. Set your page number range.

3. Decide where you want the page number to be.

4. Adjust the margins using the slider.

5. Choose between four page number formats.

6. Change the font and its color, size, and style as needed.

7. Preview what it looks like on the left-side panel.

8. Click Save & Close to complete the insertion.

#2. Add Fillable Fields if Needed

Click on Fields in the toolbar, and then anywhere on the document to create fillable PDF forms.

As a PDF form builder, PDF.net offers:

• Buttons
• Text widgets
• Radio buttons
• Checkboxes
• Dropdown menus
• List boxes
• Signature lines
• Date pickers

Drag the desired field into place; each field can be resized, labeled, and customized for consistent formatting. More specifically, you can adjust the:

• Fill color
• Border color, style, and width
• Opacity
• Rotation

In addition, you can change the font, size, color, and alignment of the Text Style.

#3. Save or Export as a PDF Template

Once the layout and fields suit your needs, save your PDF as a template. Click the blue Download button in the top-right corner.

Choose the PDF format and select Download PDF.

It’s also possible to share your PDF with others by posting it on Instagram or on Facebook, sending it via email, embedding it on your website, or attaching it to internal systems.

How to Reuse or Edit a PDF Template

To reuse or edit a PDF template, start by saving it as a master file. This way, it will stay untouched, so you can duplicate it anytime without losing your original layout. For each new use, simply make a copy of the master file and rename it appropriately (e.g., “BillOfSale_JohnDoe_July”) to keep your PDFs organized.

Then, open the copy in a PDF editor like PDF.net to update or fill out the content. If your editable PDF document includes fillable fields, you can enter new information directly without adjusting the layout. To digitally sign a custom PDFform, follow these steps:

1. Click Sign in the toolbar at the top of the page.
2. Choose from three eSignature options:
   1. Type
   2. Draw
   3. Upload
3. Customize your eSignature style by changing the color and font.
4. Click Place in PDF.

When finished, export the updated version and share it wherever or with whoever you need.

If your PDF won’t open, disable any temporary pop-up blockers and check if you have a strong Internet connection. If the issue persists, re-export the PDF once more; something could have interrupted the initial exporting process.

4 Best Practices for Creating PDF Templates

Keep these best practices for creating PDF templates in mind to make the most of them:

• Stick to 1–2 easy-to-read fonts throughout your template. Use font sizes and styles, like bold or italic, to create hierarchy, but don't go overboard. Consistency ensures readability and helps you maintain professionalism.

• Use form fields sparingly but strategically. Too many inputs can overwhelm users or slow down workflows, so include only fields that are absolutely necessary. Make sure you label fields clearly and group them logically to make filling out the PDF intuitive.

• Optimize for both physical and digital use. This includes using high-resolution images and avoiding light colors or contrasts. For digital use, ensure clickable links, fillable fields, and a file size that loads quickly by compressing bulky PDFs.

• Test your template across devices. To do this, open your PDF on desktops, tablets, and phones before sharing. Check if your formatting, form fields, and visuals display properly. If your PDF will be filled out digitally, be sure everything works on mobile, too.

Build and Reuse PDFs With Ease—Try PDF.net

PDF.net makes it easy to create professional templates that you can fill out repeatedly. Thanks to this set of tools, you can add text boxes, images, and fillable fields to your template to make it interactive, then export to a polished PDF, all without technical hassle.

Besides customizing other document details, such as fonts, colors, and branding, to match your identity, you can also secure the file by enabling password protection in just a few clicks. So, in other words, we have everything you need to create your PDFs with minimal effort.

Final Thoughts

Now that you know how to create a PDF template, you can safely start streamlining your workflows with these handy, reusable documents. These will help you present a more consistent and professional image, regardless of whether you are handling invoices, contracts, reports, or application forms.

Remember that, with the right tools, you can customize your templates for different clients or use cases. You don’t have to waste time building your documents manually each time; take advantage of all the useful tools PDF.net offers and make the process simpler in no time.

How to Create a PDF Template FAQs

#1. How do I create a reusable PDF template?

To create a reusable PDF template, you should use PDF.net, Google Docs, Microsoft Word, or Canva to design a layout, add form fields, and save the file as a PDF. It is helpful to keep an original version as a master file that can be duplicated and edited as needed.

#2. What’s the difference between a regular PDF and a template?

The difference between a regular PDF and a template is that the latter is designed to be reused. A regular PDF is usually a finished document that's left unchanged, while a PDF template can be repeatedly copied and edited with new information each time.

#3. Can I edit a PDF template after saving it?

You can edit a PDF template after saving it if you keep the original file on PDF.net, Google Docs, Microsoft Word, or Canva. Simply re-open it, make your changes, and re-save it as a PDF.