Choose by the stage of the document
During drafting, editable text can be useful. During final approval, a stable page layout is often more helpful. A photo can capture paper quickly but brings resolution and completeness problems. The best choice depends on what the recipient needs to review, sign and retain.
Ask for the final agreed file instead of signing a draft with unresolved changes. A filename ending in “final” does not prove the contents are the approved version.
Compare the formats
| Format | Useful starting point | What to inspect |
|---|---|---|
| Stable pages and a finished document | Restrictions, form fields and any certificate signatures | |
| Word DOCX | Editing and drafting | Fonts, page breaks, tables and PDF conversion |
| PNG or JPEG | A scan or photo when no digital original exists | Resolution, full-page capture and page order |
A PDF can contain text, images or both. It can still be a blurry scan. A Word file may look different across applications. An image may omit the rest of a multi-page agreement. File format alone does not determine quality or legal effect.
When to request PDF
Ask the sender to export PDF from the source application once the document is agreed. Inspect the resulting pages before signing. This often reduces surprises from missing fonts or changing page breaks when the file is opened elsewhere.
If the PDF already contains certificate signatures, do not casually convert or merge it. The recipient may need its original cryptographic validation. A visible signature and a validated certificate signature are different properties.
What happens to DOCX in Way2Sign
Way2Sign renders supported DOCX files into pages, creates a PDF and applies visual signatures and text. The signed return file is PDF, not an editable signed DOCX. Its rendered pages are image-based, so selectable source text and Word accessibility structure are not guaranteed to carry over.
Check long tables, footnotes, headers, page breaks and small text. If layout fidelity or accessibility is essential, request a suitable PDF exported from the original application and use the recipient's approved signing workflow.
When images are unavoidable
For paper-only documents, capture every required page straight-on with even light. Avoid using a tiny messaging preview or repeatedly compressed screenshot. Keep the full page, including relevant margins and printed identifiers.
PNG and JPEG are supported in the main signing flow. Other image types may need authorized conversion; Image to PDF has its own supported types. Renaming a HEIC or another file as .jpg does not convert it.
Agree on the return format
Tell the recipient if a DOCX source will be returned as PDF. For images, agree whether they want separate files or one PDF. Send the actual downloaded document rather than an image of the browser workspace.
Before delivery, check every page and retain both the original and final version. Way2Sign’s Searchable PDF (OCR) tool can recognize printed text in English, French and Spanish, but results need review. It does not provide certified identity verification, notarization or digital signing certificates. Choose the appropriate process when the document requires more than a visual signing mark.
Common questions
Is PDF always better than Word?
No. Word is useful for drafting, while PDF is often practical for a final fixed layout. Follow the recipient’s needs.
Does Way2Sign return signed DOCX files?
Its DOCX signing workflow exports a PDF; it does not return an editable signed DOCX.
Does converting a photo to PDF improve quality?
It packages the image in a PDF but does not restore missing detail.