How to add stamp to PDF

Adding stamps to PDF files is a useful way to mark documents as approved, confidential, or reviewed or to apply other notes and signatures. Let’s explore how to use this feature.

What PDF stamps are

A PDF stamp is a visual element added to a document to indicate its status, provide important information, or personalize it with branding. Stamps can include text, dates, images, or a combination of these elements. They function like traditional ink stamps but are applied digitally, ensuring a more professional and efficient document workflow.

What PDF stamps are used for

PDF stamps are widely used in business, legal, and administrative processes. They help streamline document management by clearly marking files with relevant information. Some common use cases include:

• Approvals and reviews. Stamps such as “Approved,” “Rejected,” or “Under Review” indicate the document’s status.
• Confidentiality notices. Labels like “Confidential” or “For Internal Use Only” help protect sensitive information.
• Financial transactions. Stamps like “Paid,” “Overdue,” or “Invoice Processed” assist in accounting and record-keeping.
• Official seals and logos. Companies use branded stamps to add authenticity to digital documents.
• Dates and signatures. Stamps with timestamps or digital signatures ensure accountability and verification.

Popular stamps for PDF documents

There are many types of PDF stamps, but the most commonly used ones include:

• Standard business stamps – Approved, Rejected, Draft, Final, Copy, Urgent.
• Legal and compliance stamps – Confidential, Not for Distribution, Signed & Sealed.
• Financial stamps – Paid, Due, Overdue, Invoice Processed.
• Custom branding stamps – Company logos, department seals, and digital watermarks.
• Date & time stamps – Automatically add the current date to the document.

How to insert stamp in PDF

ONLYOFFICE PDF Editor includes a set of ready-made stamps for common business needs and allows you to insert PDF stamps effortlessly. Below is a step-by-step guide to adding stamps.

1. Open your PDF in ONLYOFFICE PDF Editor.Whether you’re in Commenting or Editing mode, you’ll be able to add a stamp. Therefore, you do not necessarily need to switch the mode.

2. Navigate to the Comment tab in the top toolbar.

3. Click Stamp and choose from the available options.

4. Adjust the position and size of the stamp as needed.

5. Save the document to finalize the changes.

How to create personalized stamps

ONLYOFFICE PDF Editor also offers dynamic named stamps that automatically include the username* applying the stamp and the current date. These are especially useful for approval and review processes.

Available named stamps include: Approved, Received, Reviewed, and Revised.

The user follows the steps above to add a stamp to the PDF, the data will be added automatically.

*In Desktop Editors, you can define the username in the Start window -> Settings.

This feature simplifies tracking document approvals and reviews, making workflows more transparent and efficient.

Get ONLYOFFICE editors to use PDF stamps

Try adding PDF stamps online with a free DocSpace account or download ONLYOFFICE Desktop Editors for Windows, Linux, and macOS:

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