Someone hands you a scanned intake form. You need to send it to 30 clients to fill out. Telling them all to print, sign, scan, and email back is a recipe for chaos.
Form fields turn a flat PDF into something people can complete on screen. Text boxes where they type, checkboxes they tick, signature fields they sign. The whole thing comes back filled in.
Start with a clean PDF
If the form started as a scan, run OCR on it first so the underlying text is searchable. Even though form fields sit on top, having the labels recognisable helps with positioning.
If the form has crooked scan lines, deskew it so the rows are level. Form fields placed on top of slanted rows look amateur.
Place text fields over the blanks
Open the PDF in the editor and drag text fields onto the lines where data should go. Match the field width to the available space. Set the font to something legible at 10-11pt.
Name each field clearly — "first_name", "date_of_birth", "address_line_1". Field names matter when you later export form data into a spreadsheet.
Add checkboxes and dropdowns
For multiple-choice questions, use checkboxes (independent options) or radio buttons (one of several). Group radio buttons together so selecting one deselects the others.
Dropdowns are right for long lists — country selection, department, role. They keep the form compact and stop users typing variations of the same answer.
Add a signature field
A signature field accepts a typed name, a drawn signature, or an uploaded image. Add it at the bottom, paired with a date field and a name field underneath.
For signed-back-and-forth flows, look at signing directly — that handles the signature, audit trail, and final PDF delivery in one step.
Test the whole flow
Fill out the form yourself before sending it. Tab through the fields — the tab order should follow how a person reads the page. Try to break it: type too much, leave fields blank, click outside.
When it behaves well, save the file. Recipients can fill it out in any PDF reader and send it back filled in.
FAQ
Will the filled form data come back to me?
Yes. The recipient fills out the form, saves the file, and sends it back. You can also collect form data as a spreadsheet by exporting it.
Do form fields work on mobile?
Yes, in most PDF readers. iOS Files, Adobe Reader on Android, and Chrome's mobile viewer all handle form fields properly.
Can I prevent the form from being printed blank?
You can mark fields as required, so the form complains if they're left empty. You can also restrict printing until the form is filled.
What's the difference between a checkbox and a radio button?
Checkboxes are independent — tick as many as you like. Radio buttons are exclusive — one of a group. Use radio buttons for yes/no or single-choice; checkboxes for "select all that apply".
Can I add a signature field that captures a real signature?
Yes — signature fields accept drawn or typed signatures. For full signing workflows with audit trails, use Flint's signing tool.
A fillable PDF is the difference between sending a form and receiving a form. Build yours in the editor and your recipients can complete it in their browser.