Sign a PDF and Send It by Post: How It Works

Many forms and letters arrive as PDFs — yet a signed original by post is still required. Here is which signature is enough for what, and how to get the PDF into the recipient's letterbox without detours.

Three ways to sign a PDF

In practice you will meet three variants: a handwritten signature in pen on the printout, an inserted signature image (scanned, or drawn with a finger or stylus on a tablet) and a qualified electronic signature with a certificate. Legally these are very different things.

Comparison: handwritten signature, scanned signature and digital signature — Ink on paper, an inserted signature image and a qualified electronic signature satisfy different formal requirements.

Which signature is enough?

Form	What is sufficient	Typical examples
Written form (§ 126 BGB)	Your own handwritten signature on the original — a printed signature image is not enough	Terminating an employment contract (§ 623 BGB), terminating a residential lease (§ 568 BGB)
Text form (§ 126b BGB)	A readable statement with an identifiable sender, no signature needed	Many consumer contracts, withdrawal, cancelling phone or gym contracts (since October 2016 terms may not require a stricter form, § 309 No. 13 BGB)
No form required	Any form; a signature still adds credibility	Complaints, enquiries, payment reminders

In short: where the law requires written form, the paper that reaches the recipient must carry your personal pen signature. A printed PDF with an inserted signature image is then formally invalid — whether you print it yourself or have it printed.

Step by step: sign and send a PDF

Check the formal requirement: Does the contract, statute or form require "written form" in the sense of § 126 BGB? Then sign by hand.
Check the PDF: page count, address, date, reference number. For window envelopes the address must sit in the address field.
Sign: For text form a typed name or signature image is enough. For written form, print it and sign with a pen.
Choose the postal service: For deadlines use registered mail and keep the receipt.
Keep a copy: save the PDF you sent and — for paper — a scan of the signed version.

A PDF is signed on a laptop and the printed letter goes into a window envelope — For text form, signing on screen is enough; the printed letter is then posted like any other.

Send a PDF as a letter without a printer

When no handwritten signature is required, you don't need to print anything yourself. In the letter editor you paste the text, add sender and recipient and order dispatch. Printing, enveloping, postage and posting are handled for you. The details are in the guide Send letters online.

Common mistakes

Terminating an employment or rental contract with an inserted signature image — the notice is then formally invalid.
Using fax or email with a PDF attachment for written-form declarations.
No date and place next to the signature.
Not keeping a copy of the document you sent.

Not sure it arrived? Read how to prove that a letter was received. This overview is not legal advice.