Visual stamp, visual signature and certified electronic signature: what is the difference?

Documents & stamps · 5 min read

Many people think that placing a stamp image on a PDF makes the document "electronically signed". That is not accurate, and the difference matters when there is a dispute or an authority asks for certification.

1) Visual stamp

An image of your organization's stamp placed on the document. Its value is cosmetic and organizational: it shows the document came from the organization. But an image can be copied, so on its own it proves neither who placed it nor that the document was not changed afterwards.

2) Visual signature

An image of a handwritten signature or one drawn on screen. Suitable for internal use and for documents that do not require special certification, and it is wise to keep a record with the document showing who issued it and when.

3) Certified electronic signature

A signature created through a licensed trust-service provider. It ties the signature to the signer's identity in a technically verifiable way and reveals any change to the document after signing. This is what you turn to when the signature has strong legal effect or the other party requires it.

What is enough when?

• Internal documents, quotes and ordinary receipts: visual stamp and signature, with an archive and an activity log.
• High-value contracts or ones likely to be disputed: consider a certified signature through a licensed provider.
• Submissions to government bodies: follow what the body itself requires.

Important warning

Do not design or use stamps that imitate government stamps or other people's stamps. This violates the regulations, and we do not accept it in any of our projects.