Different ways to create a signature stamp for an email and other documents

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Why do I need a signature stamp?

A signature stamp greatly simplifies a workflow in any company.

It allows you to sign a paper without the personal participation of the head of the organization. This significantly speeds up any business process, especially when a firm has a large amount of paperwork or a boss is rarely in the office.

Also, such a stamp can be used in accounting, where employees work with a huge number of documents every day.

It is worth remembering that a signature stamp itself is often not a legal replacement for a handwritten signature. However, it all depends on the legislation of a particular country.

Advantages of using a signature stamp

This solution greatly facilitates the hard work of many employees, here are some of its pluses:

• Time saving. It is much faster to certify a document with such a signature than to put in a handwritten one every time. Therefore, these seals are widely used, for example, by accountants, because these specialists are due to process hundreds of invoices every day. The same can be said about purchasing managers. They are required to sign dozens of contracts. It is much easier to do this with the help of a stamp.
• Standardization of document management. The visual similarity of signatures on all papers makes an impression of professionalism and increases the trust of partners.
• Reducing the risk of errors. The stamp eliminates the human factor connected with handwriting quality or fatigue.

However, when using a stamp with a signature, it is important to take into account the risks. For example, the probability of unauthorized use. To minimize threats, it is necessary to restrict access to a stamp and keep records of documents signed with it.

The documents that can be stamped

The possibility to sign a paper with a stamp is regulated by the laws of the country. The following types of documents are usually certified in this way:

• contracts and additional agreements, if there is a handwritten-signed consent of both parties to use the seal;
• award documents (certificates of honor, award sheets);
• service certificates;
• policies (medical and insurance ones);
• a letter (notice, invitation, etc.);
• any powers of attorney, including from the name of the legal entity.

Any financial document except a check cannot be stamped. For example, a declaration for the tax service, a deposit, payment invoices, a cash register, and an expense order. As a rule, such papers can only be signed by a supervisor or accountant.

Before using a copy of your signature, it is recommended to consult a lawyer in order to make sure that all the nuances are clear, and the privacy laws are kept.

How to prepare for creating a signature stamp?

To do this, you need the following instruments and materials:

• Software. An online service or an application for a PC or a mobile device.
• A stamp layout. You can make it yourself or use a ready one, for example with the online service MyStampReady.
• A signature. It must be written with a black or any other pen and scanned in a high quality.

If you need a rubber signature stamp (e.g. a self-inking one), you can order it without leaving the online designer. All you need is to choose the manufacturer's company and the material and to approve the order.

What are the tools for creating a signature stamp?

The most popular instruments for that purpose include:

1. Mobile applications. They often combine stamp creation functions and the ability to use the seal directly in the application. The choice of the app depends on the preferences of the user and his device.
2. Computer applications. The programs have a simple interface.
3. Online services. They work directly in a browser and do not require installation.

You can use them at any place with the available web connection.  It is the most contemporary and convenient way to make a signature seal. One of the popular tools of that kind is the MyStampReady constructor.

Advantages of an online service for creating a signature stamp

As a rule, such instruments offer a wide range of templates and design customization tools. You can add text, images, change colors, and adjust the size of a stamp. It is possible to preview a seal in real time.

For example, the MyStampReady service has a simple and intuitive interface. You can choose from a variety of templates and customize them according to your taste.

A convenient and functional online construction kit allows you to create seals and stamps in a few minutes.

How to create a design for a signature stamp?

To realize your idea, follow these steps in an online constructor:

1. You need to choose the shape of the stamp (a circle or a rectangle), and add the signature file from the gallery on your device.
2. After completing the layout, you can save it in SVG format or send it to the production company.
3. MyStampReady online constructor is one of the best options for creating a design for a signature stamp and other kinds of seals. It offers a wide range of tools to make unique stamps based on your images, including your scanned signature. In addition to the image file,  you can place a text with an address, a postal code, some comment or any other information in a circle or a line with the required font and size.

Steps: create a signature on MyStampReady tool

1. To begin, grab a broad-tipped marker and an empty A4-sized sheet of paper.

2. You need to sign the piece of paper and take a photo of it, making sure there's no glare or reflection, as that could lead to issues later on.

3. You should crop the photo so that no edges of the paper are visible and your signature fills the entire frame.

4. Find an online converter that can turn your image into an SVG vector format—just search something like “picture to SVG vector” on Google.

5. Once you have your signature saved as an SVG vector file, you can upload it to the MyStampReady stamp maker tool. There, you can use it as part of a stamp design or keep it as a standalone signature.

After that, you can insert your stamp or signature into any PDF document completely free using our PDF Editor tool.

How to use a signature stamp?

As for the application of a rubber stamp, as a rule, it does not cause any problems. The electronic version is another case. Let’s look at the ways of using this type of stamp.

Apply image editors. Prepare the picture to be used as a stamp. Its format should be suitable. Open the file that requires a signature and place it on a separate layer. Open the image of your signature copy. Place it on a separate layer.  After that, drag the electronic stamp to the desired location and scale it according to the size of the file.

Use a PDF processing tool. Import the file into the program. Then open the "Stamp" menu item, find the signature image, click on it and then choose the part of the page where you want to add the seal. After that, you can drag the four corners of the picture to change its scale according to the size of the page. Using MyStampReady for creating a custom stamp, you don't have to leave the site for the PDF processing application. There is a possibility to stamp your paper right on the site. You should click the PDF Editor menu to do that.

Date of publication 2025-04-02 10:47:03

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