How to make a PDF fillable to send via email or SMS with SignTime

How to make a PDF fillable to send via email or SMS is a common question for anyone who needs documents signed quickly and accurately. A fillable PDF makes it easy for recipients to enter information directly into a file without printing or scanning. 

With SignTime, you can create and share these documents in minutes, reaching people on desktop or mobile so they can respond wherever they are.

See why businesses are rushing to SignTime’s feature-packed contract repository system.

What is a fillable PDF file?

A fillable PDF file is a digital document that allows people to type, select, or sign directly inside it. These files can contain interactive elements such as text boxes, checkboxes, dropdown menus, and signature fields. Unlike a static PDF, which is only for viewing or printing, a fillable PDF is designed for active participation.

PDF vs DOCX file format

A PDF file locks in the design and formatting so it looks the same on any device. It’s ideal for forms and contracts because it preserves layout and can include interactive elements.

A DOCX file is an editable word processing format that may display differently depending on the software or device. While DOCX files are useful for drafting, converting them to PDF ensures a consistent and professional result when sharing.

Why are fillable PDF files important?

A fillable PDF is more than a convenient document format. It solves real problems for businesses and individuals by removing unnecessary steps from the document exchange process. From contracts to onboarding forms, these files make it easier to gather accurate information and keep it organized.

• Efficiency: Fillable PDFs reduce manual data entry and eliminate the need for printing and scanning.
• Accuracy: Built-in field rules help prevent missing or incorrect information.
• Speed: Recipients can complete and return documents instantly without postal delays.
• Security: Sensitive information is stored in a protected digital format.

What makes a fillable PDF file good for customer experience?

The design of a fillable PDF greatly affects how users feel about completing it. A form that is straightforward, easy to navigate, and responsive encourages faster and more accurate responses. Positive experiences with your forms build trust and promote repeat engagement.

• Clarity: Clear and concise labels help users understand exactly what information is required, reducing confusion and mistakes.
• Accessibility: A mobile-friendly layout ensures that users can complete forms easily on smartphones and tablets, increasing convenience.
• Guidance: Highlighted or marked required fields guide users step-by-step, preventing incomplete submissions.
• Simplicity: Minimal and well-organized fields avoid overwhelming users, making the form quick to fill out.
• Feedback: Immediate visual or textual cues confirm when fields are filled correctly, improving confidence in submission.
• Professionalism: Clean design and consistent branding create a trustworthy impression that reflects well on your organization.

Sending your fillable PDF

Once your fillable PDF is ready, the next step is sharing it with recipients. Email remains the most common way to send documents, allowing you to attach the file directly or use links for easy access.

SMS is an increasingly popular option, especially for mobile users. Sending forms via text message speeds up response times by letting people sign wherever they are.

Here are some best practices for sending and tracking fillable PDFs:

1. Ensure the file size is manageable for easy downloading and opening.
2. Include clear instructions in the message or email body.
3. Use tracking features to confirm when recipients open and complete the form.
4. Send reminders to recipients who have not yet responded.
5. Secure sensitive documents with passwords or encryption if possible.

3 ways to create fillable PDF files

There are several ways to make a PDF fillable, depending on your tools and needs. 

Here are three common approaches:

1. Creating a fillable PDF with SignTime
2. Using Adobe software
3. Using browser-based PDF editors

Creating a fillable PDF with SignTime

SignTime lets you upload various document formats, including PDF and DOCX. You can easily add fields like name, signature, initials, and date that prompt users to fill in their information. The process is intuitive, guided by a built-in tutorial from start to finish. 

Plus, SignTime offers a free tier, so you can try it with no risk before committing.

Using Adobe software

Adobe lets you convert documents into PDFs and add interactive form fields. You can customize the size and placement of text boxes, checkboxes, and signature areas to suit your needs. These tools often require a license and some learning but provide robust editing features.

Using browser-based PDF editors

Online PDF editors allow you to upload your documents and add fillable fields directly in the browser. These tools are convenient because they require no installation and can be accessed from any device with the Internet. However, they may have limitations on features or file sizes compared to desktop software.

Tips for making your fillable PDF effective

Creating a fillable PDF is just the first step. To ensure users have a smooth experience, keep form fields clear and concise. This helps users quickly understand what information they need to provide. It’s also important to test your PDF on different devices and applications to make sure it works well everywhere.

Marking required fields clearly prevents incomplete submissions. Signature fields should be placed where they are easy to find and complete. Avoid overcrowding your form with too many fields, as this can overwhelm users and discourage completion.

Providing simple instructions or hints within the form guides users through the process. Clear guidance reduces confusion and speeds up form completion. Together, these practices improve accuracy and help you collect the information you need efficiently.

Streamline your document workflow with SignTime

Fillable PDFs simplify the way you collect information, making processes faster and more accurate. With SignTime, you can create, send, and track these documents all within one platform. Its intuitive interface lets you add fields and distribute forms by email or SMS with ease.

SignTime also integrates with Salesforce and supports multiple file formats to fit your existing workflows. Whether you are expanding in Japan or reaching global customers, the platform adapts to your needs.

By choosing SignTime, you not only improve the signing experience but also gain a secure, efficient system that keeps your contracts and documents organized. This makes managing agreements smoother and saves time across your entire team.

Download our brochure to see whether SignTime might be a fit for your organization.