How to Scan, Sign, and Send a PDF for Free

Need to sign a physical document and send it digitally? The old workflow — print, sign, scan — can be replaced entirely with a digital process. Here’s the complete free workflow.

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The Full Workflow

1. Scan the document to PDF (if it’s a physical paper)
2. Add your signature electronically
3. Save the signed PDF
4. Send via email or sharing link

Each step can be done for free on any device.

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Step 1: Scan the Document

iPhone: Open Notes → New Note → Camera → Scan Documents → scan the form → Share as PDF
Android: Open Google Drive → + button → Scan → scan all pages → Save to Drive
Computer: Use Windows Scan, Mac Image Capture, or any scanner app

If the document was sent to you as a PDF already, skip this step.

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Step 2: Add Your Signature (Free Methods)

Method A: Adobe Acrobat Reader (Most Polished)

1. Open the PDF in Acrobat Reader (free)
2. In the right panel, click Fill & Sign
3. Click Sign → Add Signature
4. Choose: Type your name, Draw with mouse/trackpad, or Upload image of signature
5. Place the signature on the document
6. Click Apply
7. File → Save

Drawing option: Use a stylus on a touchscreen for the most natural-looking signature.

Method B: Mac Preview

1. Open PDF in Preview
2. Show Markup Toolbar: View → Show Markup Toolbar
3. Click the Signature icon (pen with line)
4. Options: Trackpad, Camera (hold your signature up), or iPhone
   • Camera option works great: write your signature on white paper, hold it up to webcam
5. Save your signature for reuse
6. Place it on the document
7. File → Export as PDF

Method C: DocuSign (Free — 3 Signatures/Month)

DocuSign is the industry standard for e-signatures:

1. Upload the PDF to DocuSign
2. Place signature fields where needed
3. Sign
4. Download the signed document + certificate of completion

Free tier: 3 envelope sends per month. Suitable for occasional use.

Method D: Browser-Based (No Account Needed)

DocHub — 5 documents/month free, clean interface:

1. Upload PDF
2. Click Signature tool
3. Draw or type your signature
4. Place on document
5. Download

Method E: iPhone + Apple Pencil / Finger

1. Open the PDF in Files or Mail
2. Tap Markup (pencil icon)
3. Tap the + button → Signature
4. Draw your signature with finger or Apple Pencil
5. Place it on the document
6. Done → share directly

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Step 3: Save the Signed PDF

Always save as a flat PDF (no interactive elements) after signing:

import pypdf

# Flatten a signed PDF (removes form layers)
reader = pypdf.PdfReader('signed_form.pdf')
writer = pypdf.PdfWriter()
for page in reader.pages:
    writer.add_page(page)

# Remove interactive form elements
if '/AcroForm' in writer._root_object:
    del writer._root_object['/AcroForm']

with open('signed_flat.pdf', 'wb') as f:
    writer.write(f)

A flattened PDF looks identical but the signature is permanent — it can’t be moved or deleted.

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Step 4: Send the Signed Document

Email: Attach the PDF directly. Most email services accept PDFs up to 25MB.

DocuSign/SignNow link: Share a link — the recipient can view and download the signed copy.

Google Drive: Upload and share the link — good for large files or when you want to revoke access.

WeTransfer/Dropbox Transfer: For very large PDFs, use file transfer services.

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Legal Validity of Electronic Signatures

Electronic signatures are legally binding in most countries:

• USA: E-SIGN Act (2000) — e-signatures are valid for most contracts
• EU: eIDAS Regulation — three tiers (Simple, Advanced, Qualified)
• UK: Electronic Communications Act 2000

Exceptions: Wills, certain property transactions, and some government documents may require wet (pen-and-ink) signatures.

For business contracts, a simple typed or drawn signature meets the legal requirements in most jurisdictions. For high-value or contentious contracts, use a proper e-signature service like DocuSign, which provides an audit trail and certificate of completion.