How to fill out a PDF form on your computer or phone

Fillable forms and flat forms

There are two kinds of PDF forms. A fillable form contains real form fields, interactive boxes, checkboxes and dropdowns created by whoever made the document. A flat form is just a picture of a form: it might be a scan of a paper form, or a PDF exported without fields. It looks like it has boxes, but nothing happens when you click them.

An easy test is to open the PDF and click inside an empty box. If a cursor appears or the box highlights, the form is fillable. In ClearwayPDF, the form tool switches on automatically when a PDF contains fields, so you will see the fields ready to type into.

Filling in a fillable form

Click each field and type your answer. Use Tab to jump to the next field, which is faster than clicking and helps you avoid skipping one. Tick checkboxes and choose options from dropdowns where they exist.

Read the form instructions for formats before you type. Dates, phone numbers, ID numbers and postcodes are often expected in a specific format, and some organisations process the data automatically, so an unexpected format can delay things.

Filling in a flat or scanned form

For a form without fields, use the Text tool. Click just inside each box and type your answer. Choose a font size that fits the box comfortably, usually between 9 and 12 points, and keep it the same for every answer so the result looks tidy.

For tick boxes, use a checkmark or cross stamp, or simply type an X. If the form asks for a signature, add one with the signature tool rather than typing your name, unless the instructions say a typed name is acceptable.

Why answers sometimes disappear

A common problem: you fill in a form, send it, and the recipient sees empty boxes. This happens when the field values are saved separately from the page appearance, and the recipient’s viewer does not draw them. Flattening fixes this by turning your answers into ordinary page content that every viewer displays the same way.

ClearwayPDF flattens form fields when you save, so the downloaded PDF shows your answers everywhere. The trade-off is that the fields are no longer editable, so keep a copy of the blank form in case you need to change something later.

Filling forms on a phone

Forms can be completed in a mobile browser, which is handy when a form arrives by email and you are away from a computer. Zoom in on each field before typing so you can see exactly where the text will go, and turn your phone sideways for long forms. For signatures, drawing with a finger usually gives a more natural result than with a mouse.