Every year around tax season, my dad prints out forms, fills them in with a pen, scans them back into his computer, and emails them to his accountant. Every year I watch him do this and say nothing because he’s not going to change.
But if you’re reading this, you probably want a better way. And there is one. You can fill out any PDF form directly on your screen — type into the fields, check the boxes, sign at the bottom, and email it without ever touching a printer.
Two types of PDF forms
Before you try to fill out a form, it helps to know what you’re working with. There are two types and they behave differently.
Interactive forms (fillable PDFs). These have actual form fields built in — click on a field and a text cursor appears. You can type directly. Checkboxes are clickable. Dropdown menus work. The IRS, most HR departments, and many government agencies create these. If you open the PDF and can click into fields, you have an interactive form.
Flat forms (non-fillable PDFs). These look like forms — they have lines, boxes, labels — but they’re just images or text on a page. Clicking doesn’t do anything. These are usually scanned paper forms or PDFs exported from design software without form fields. You can’t type into them directly, but you can place text on top of them using a PDF editor.
How to fill out a fillable PDF
If the form has interactive fields, you don’t need any special tool. Most PDF viewers handle this:
Preview (Mac) — open the PDF, click a field, type. Save. Built into every Mac.
Microsoft Edge (Windows) — Edge has a built-in PDF viewer that supports form filling. Open the PDF in Edge, click fields, type, save.
Chrome — can fill basic form fields. Open the PDF in Chrome, click and type. Limited support for complex forms though.
Adobe Acrobat Reader — the free Reader (not Pro) handles fillable forms. Download it if you fill forms regularly.
For most fillable PDFs, you don’t need to go online at all. Your browser or built-in PDF viewer handles it.
How to fill out a non-fillable PDF
This is where most people get stuck. The form has blank lines and empty boxes, but clicking does nothing. It’s a flat image — not an interactive form.
You need a tool that lets you place text on top of the PDF at specific positions. Several options:
ConvertKr PDF Form Filler — detects form-like areas and lets you type into them. Also works as a general “add text anywhere” tool. No account, no upload to servers, processes in your browser.
ConvertKr Add Text to PDF — if the form filler doesn’t detect the right fields, use this to manually place text boxes anywhere on the page. Click where you want text, type, position it on the line.
Adobe Acrobat Reader (free) — has a “Fill & Sign” feature. Click “Fill & Sign” in the toolbar, then click anywhere to add text. Works on flat PDFs. Requires the free Adobe Reader installed.
iLovePDF Edit PDF — lets you add text to any position on a PDF. Upload, click, type, download. Few files free per hour.
Preview (Mac) — click the Markup toolbar, then click the Text button (T). Click anywhere on the form to add a text box. Type your information. Works on flat PDFs.
The forms Americans fill out most
W-4 (Employee’s Withholding Certificate). New job, new W-4. Your employer emails it as a PDF. The IRS version is fillable — you can type directly into the fields. If your employer sends a flat version, use a form filler to type on the lines.
W-9 (Request for Taxpayer ID). Every freelancer and independent contractor fills this out multiple times a year. Clients send it, you fill it, sign it, send it back. The IRS version is fillable. Client versions vary.
1099 forms. Not usually filled by individuals, but sometimes you need to review and confirm information on a 1099-NEC or 1099-MISC. If corrections are needed, you fill out a correction form.
I-9 (Employment Eligibility Verification). Required for every new hire in the US. Section 1 is filled by the employee. Often sent as a PDF by HR before your first day.
Direct deposit forms. New job or switching banks? HR sends a direct deposit authorization form. Fill in your bank name, routing number, account number, sign, return.
Insurance claim forms. Auto accident? Health claim? Home damage? Insurance companies have PDF claim forms. Fill them out on your computer instead of printing and handwriting.
School enrollment forms. Enrolling a child in school generates a stack of forms — emergency contact, medical history, pickup authorization, lunch program application. Most schools email these as PDFs now.
DMV forms. Vehicle registration, title transfer, address change. Many states offer downloadable PDF forms from their DMV website. Some are fillable, most are flat.
Rental applications. Applying for an apartment means filling out a multi-page application with employment history, references, income details. Landlords email PDFs — fill them out cleanly instead of scribbling with a pen.
Medical intake forms. Doctor’s offices email new patient forms before your appointment. Fill them out at home on your computer instead of sitting in the waiting room with a clipboard.
Typing looks better than handwriting
This is an underrated benefit. A form filled out by typing is cleaner, more legible, and more professional than one filled out by hand. No one has to decipher your handwriting. No crossed-out corrections. No ink smudges.
For professional contexts — job applications, client forms, legal documents — a typed form makes a better impression than a handwritten one.
Checkboxes and radio buttons
Interactive forms have clickable checkboxes and radio buttons — just click them. For flat forms where the checkboxes are just empty squares printed on the page, you have two options:
Type an “X” or “✓” in the box area using the text tool. Position it over the checkbox.
Or use the drawing tool in a PDF editor to draw a checkmark. Slightly more work but looks better.
Signing after filling
Most forms need a signature at the bottom. After filling out the fields, you can:
Use the same tool’s signature feature if it has one. ConvertKr’s sign PDF tool lets you add a drawn, typed, or uploaded signature.
Or use a dedicated signing tool after filling. Fill the form, download it, then open it in a signing tool to add your signature. Two steps but straightforward.
Adobe Reader’s “Fill & Sign” combines both — fill and sign in one workflow.
Saving filled forms
Important: some PDF viewers (especially older versions of Adobe Reader) don’t let you save a filled form — they let you print it but not save with the data filled in. This is frustrating.
If this happens, “Print to PDF” is the workaround. When you go to print, choose “Save as PDF” or “Microsoft Print to PDF” as the printer. This saves the filled form as a new PDF with your data embedded.
Online tools don’t have this problem — you download the filled form as a new PDF file.
The privacy consideration
Tax forms have your Social Security Number. Direct deposit forms have your bank account and routing numbers. Medical forms have your health information. Rental applications have your income and employment history.
These are extremely sensitive documents. Before uploading them to any online tool, consider where the file goes.
Tools that process in your browser (ConvertKr, Preview on Mac, Edge, Chrome) keep the file on your device. Tools that upload to servers (iLovePDF, SmallPDF) process in the cloud and delete after 1-2 hours.
For forms containing SSNs, bank details, or medical information, local processing is the safer choice.
FAQ
How do I know if a PDF form is fillable?
Open it and click on a field area. If a text cursor appears, it’s fillable. If nothing happens, it’s a flat form. Some PDF viewers show a blue or purple highlight on fillable fields.
Can I fill out a government form (IRS, DMV) electronically?
Yes. Most IRS forms are fillable PDFs. DMV forms vary by state — some are fillable, some are flat. Either way, you can type on them using a PDF editor.
Will the recipient know I typed instead of handwriting?
They’ll see typed text instead of handwriting. This is generally preferred — it’s cleaner and more legible. No one will reject a form because it was typed.
Can I fill out a scanned form?
Yes. A scanned form is a flat image in a PDF. Use any tool that lets you add text on top of a PDF. The text sits on top of the scanned image.
What if I make a mistake after downloading?
Open the filled form again and correct the field (if the tool supports editing existing text). Or start over with the original blank form. Always keep the original unfilled version.
Can I fill out the same form multiple times with different info?
Yes. Keep the blank original. Each time you need to fill it, open the blank version, fill it, save as a new file. Useful for forms you fill regularly like expense reports or time sheets.
Does filling out a PDF count as an “electronic record” under the ESIGN Act?
Yes. A PDF filled out electronically and signed electronically is a valid electronic record under both the ESIGN Act and UETA. The same legal protections apply as with paper documents.
Can I fill out a PDF form on my phone?
Yes. Both online tools and most PDF viewer apps (Adobe Reader, Apple Files) support form filling on mobile devices. The screen is smaller but it works.
Need to fill out a PDF form? If it’s fillable, use your browser or Preview on Mac. If it’s flat, fill it online here or use add text to PDF to type on the form.