How to Get Digital Signature Certificate

Businesses and individuals alike rely on digital solutions to streamline workflows and protect sensitive information. A key part of this process is obtaining a digital signature certificate—a vital tool for verifying identity and securing electronic documents.

This article breaks down the steps to obtain a digital signature certificate, comparing the methods available and outlining their advantages and drawbacks. Along the way, you’ll see how pdfFiller, a standout in document management, streamlines this process with ease. Let’s dive into your options and set you on the path to a more secure, efficient workflow.

What is a Digital Signature Certificate?

A digital signature certificate serves as a digital identity, confirming the signer’s authenticity and ensuring the integrity of a signed document. Issued by a certificate authority (CA)—a trusted third party—it leverages public key infrastructure (PKI). This system uses a public key to verify the signature and a private key, kept secure by the signer, to create it. The certificate cryptographically binds these keys, guaranteeing that the document remains unchanged after signing and providing proof of the signer’s intent, known as non-repudiation.

Digital certificates are essential for secure electronic processes. Recognized legally in many countries, they offer a higher level of identity assurance than a handwritten signature. Whether you’re signing contracts, submitting official forms, or managing internal approvals, a digital signature ensures trust and security in your digital documents.

How to Get a Digital Signature Certificate

There are several approaches to obtain a digital signature certificate. Each method varies in cost, complexity, and level of trust. Below, we outline four primary options: purchasing from a certificate authority, creating your own certificate, obtaining one from your organization, and using an online document management tool like pdfFiller.

1. Purchasing from a Certificate Authority (CA)

Purchasing a digital certificate from a Certificate Authority (CA) is a trusted method for those needing robust identity assurance and legal enforceability for digital signatures, ideal for high-stakes or regulated scenarios.

Process:

1. Select a CA: Choose a reputable provider like DigiCert, GlobalSign, or Sectigo (formerly Comodo). Research their offerings—e.g., DigiCert’s individual certificates start at $59/month for individuals and $102/month for organizations, while GlobalSign’s costs $369/year.
   
2. Register: Create an account on the CA’s website. Provide basic info (e.g., name, email) to initiate the application process.
   
3. Submit Identification: Upload required documents, such as a government-issued ID (passport, driver’s license) and proof of address (utility bill), to verify your identity. For organizations, additional business registration papers may be needed.
   
4. Verification: The CA validates your identity, often via a phone call, email confirmation, or video conference. This step can take 1–5 business days, depending on the CA and certificate type (e.g., basic vs. extended validation).
   
5. Pay the Fee: Costs range from $50/year for a basic individual certificate to $200–$500/year for advanced options (e.g., EV certificates for organizations). Payment is typically annual, with discounts for multi-year purchases.
   
6. Install the Certificate: Once issued, download the certificate file (e.g., .pfx or .cer format) and install it into your device or software. For example, in Adobe Acrobat Pro, go to “Tools > Certificates” to import it, or use a browser’s certificate manager for web-based signing.
   

Pros:

• High Trust: Certificates from CAs are widely trusted by organizations, governments, and legal entities due to rigorous vetting.
  
• Broad Compatibility: Works seamlessly with tools like Adobe Acrobat Pro, Microsoft Office, and DocuSign, ensuring flexibility across platforms.
  
• Legal Recognition: Compliant with global standards like eIDAS (EU), ESIGN (U.S.), and PIPEDA (Canada), making signatures legally binding in many jurisdictions.
  

Cons:

• Expensive: Costs can strain small businesses or individuals—e.g., $59–$400/year is steep compared to free electronic signature options.
  
• Time-Intensive: Verification delays (up to a week for EV certificates) can slow down urgent signing needs.
  
• CA Dependency: If the CA’s root certificate is compromised (e.g., via a security breach), your certificate’s trustworthiness could be undermined, though this is rare with reputable providers.
  

2. Creating Your Own Digital Certificate

For a quick, cost-free option, you can create a self-signed digital certificate using common software. This method suits informal or internal use but lacks the authority of CA-issued certificates for digital signatures.

Process:

• Open Software: Use tools like Adobe Acrobat Pro, Microsoft Office, or OpenSSL (a free command-line tool for advanced users). For simplicity, Adobe Acrobat Pro is widely accessible.
  
• Access Settings: In Adobe Acrobat, go to “Edit > Preferences > Signatures > Identities & Trusted Certificates > More.” In Microsoft Word, navigate to “File > Options > Trust Center > Trust Center Settings > Email Security.”
  
• Generate Certificate: Select “Add ID” (Acrobat) or “Get a Digital ID” (Word), then choose “Create a new digital certificate.” Enter details like name, email, and organization. The software generates a public-private key pair and a self-signed certificate (e.g., valid for 1–5 years, depending on settings).
  
• Apply: Sign documents within the app—e.g., in Acrobat, use “Tools > Certificates > Digitally Sign,” select your certificate, and place it on the PDF. In Word, click “Sign Document” under the signature line.
  

Pros:

• Free and Immediate: No cost or waiting; you can generate a certificate in minutes using built-in tools.
  
• Simple Process: Requires minimal technical knowledge—just a few clicks in familiar software.
  
• Full Control: You manage the certificate entirely, with no third-party involvement.
  

Cons:

• Low Trust: Self-signed certificates aren’t verified by a trusted CA, so recipients must manually accept them, reducing credibility for external use.
  
• No Legal Weight: Lacks recognition under frameworks like eIDAS or ESIGN for official or regulated documents—unsuitable for contracts or compliance needs.
  
• Security Risks: If your private key (stored on your device) is lost or compromised, the certificate becomes useless or vulnerable; no CA backup exists.
  

3. Obtaining from Your Organization

Many large organizations, such as corporations or government agencies, issue digital certificates to employees for secure internal signing, leveraging their own public key infrastructure (PKI).

Process:

• Internal Issuance: Contact your IT or HR department to request a certificate. The organization uses its internal CA (e.g., Microsoft Active Directory Certificate Services) to generate it, tied to your employee ID or role.
  
• Verification: Your identity is confirmed via employment records—no external documents needed. This might involve a quick check of your payroll data or badge number, often completed same-day.
  
• Deployment: The certificate is delivered, typically pre-installed on your work device or issued via a smart card (e.g., a physical ID with an embedded chip). Instructions might include importing it into software like Outlook or Acrobat (e.g., via a .p12 file).
  

Pros:

• Trusted Internally: Fully recognized within the organization for signing emails, PDFs, or internal forms, ensuring secure workflows.
  
• Cost-Effective: Usually free for employees, as the organization absorbs PKI costs (which can be thousands annually for the system).
  
• Custom Fit: Tailored to company tools (e.g., VPN access, document approval systems) and security policies, streamlining use.
  

Cons:

• Limited Scope: Only valid within the organization; external parties (e.g., clients, regulators) may not accept it without additional trust setup.
  
• Restricted Flexibility: Tied to company rules—e.g., you might lose access upon leaving, or usage may be monitored.
  
• Hardware Needs: Smart cards or specific software (e.g., a card reader) can complicate setup, especially if IT support is slow.
  

4. Using an Online Signature Creator like pdfFiller

For a convenient and accessible option, online platforms like pdfFiller provide an efficient way to create electronic signatures. While pdfFiller doesn’t offer built-in digital signature functionality with certificates, you can use it for electronic signing and pair it with third-party tools for digital signatures when needed. Here’s how it works:

Process:

• Sign Up: Register for a pdfFiller account at pdfFiller.com (plans start at $8/month, with a free trial available).
  
• Upload Document: Add the digital document (e.g., a PDF) you need to sign by dragging it into the “My Forms” section or selecting “Choose File.”
  
• Create a Signature: Use pdfFiller’s tools to draw your signature with a mouse, type it in a signature-style font, or upload an image of your handwritten signature. Save it for reuse.
  
• Apply: Place the electronic signature on the document by clicking “Sign” and positioning it where needed. For digital signatures with cryptographic certificates, export the file and use a third-party tool to obtain a certificate from a Certificate Authority (CA) like DigiCert ($50–$200/year), then apply it in the third-party software.
  
• Save and Share: Download the electronically signed document from pdfFiller or share it securely via email or Google Drive. If digitally signed via a third-party tool, save and distribute from there with added certificate security.
  

Pros:

• Easy to Use: pdfFiller’s interface is intuitive, making electronic signatures simple even for beginners.
  
• Affordable: Offers a free tier (limited features) and paid plans starting at $8/month, ideal for small budgets.
  
• Accessible: Works on any device—desktop, tablet, or mobile—without software downloads.
  
• Security Features: Includes password protection and basic audit trails for electronic signatures (note: these aren’t equivalent to digital signature security).
  
• Legal Recognition: Electronic signatures from pdfFiller are widely accepted (e.g., under the U.S. ESIGN Act).
  

Cons:

• No Digital Signatures in pdfFiller: pdfFiller supports electronic signatures, not certificate-based digital signatures.
  
• Compliance: In some cases, digital signatures from third-party tools offer stronger compliance with strict standards like eIDAS.
  
• Formality: Electronic signatures lack the cryptographic assurance of CA-issued digital certificates, making them less suitable for highly regulated industries (e.g., finance, healthcare).
  

Types of Digital Signatures

Not all signatures carry the same weight in the digital realm. Understanding the distinctions between signature types is key to selecting the one that aligns with your specific needs—whether you’re signing a quick memo or sealing a high-stakes deal.

Let’s break down the options and see how they apply in real-world scenarios, so you can make an informed choice for your document signing process:

• Simple Electronic Signatures: These are the most basic form of e-signatures, encompassing methods like typing your name at the bottom of an email or scanning a handwritten signature to insert into a PDF. For example, imagine approving an informal meeting agenda by typing “John Doe” in a document. They’re incredibly easy to create using tools like Microsoft Office or even pdfFiller’s signature feature. However, they offer minimal security and lack cryptographic binding, meaning there’s no built-in proof of authenticity or integrity. This makes them suitable for low-risk situations—like internal team notes—but inadequate for legal or sensitive transactions where identity verification is critical.
  
• Advanced Electronic Signatures: These step up the game by linking the signature uniquely to the signer through digital certificates issued by a certificate authority or a trust service provider. Picture a business owner signing a vendor contract electronically; the advanced electronic signature ensures the document is cryptographically bound to their identity, offering robust security and assurance that it hasn’t been tampered with. With pdfFiller, for instance, you can create an advanced e-signature that’s tied to a digital certificate, enhancing trust without excessive complexity. They’re ideal when you need a secure yet practical solution.
  
• Qualified Electronic Signatures: Representing the highest level of digital signatures, these require a qualified certificate from a trust service provider and often a secure device, such as a smart card or USB token, to store the private key. Consider a lawyer submitting a court filing in the European Union: under the eIDAS regulation, a qualified electronic signature is legally equivalent to a handwritten signature, ensuring its validity in official proceedings.
  

By matching the signature type to your purpose, you can ensure both efficiency and protection in your electronic processes.

How pdfFiller Simplifies Document Signing

pdfFiller stands out as a leading e-signature solution, making the signing process seamless for businesses and individuals. Here’s how it enhances your experience:

• Intuitive Design: Create a digital signature effortlessly—draw it, type it, or upload an image.
  
• Digital Certificates Included: Every signed document comes with a certificate, ensuring authenticity and integrity.
  
• Enhanced Security: Features like real-time tracking and audit trails provide transparency and compliance.
  
• Cross-Device Access: Sign documents from your computer or mobile phone, wherever you are.
  
• Regulatory Alignment: pdfFiller meets industry standards, offering a secure and reliable option for electronic signatures.
  

By embedding digital certificates into the process, pdfFiller eliminates the need for external certificate authorities while maintaining a high level of trust—perfect for streamlining workflows.

Final Thoughts

Securing a digital signature certificate is a critical step in protecting your digital documents and ensuring their authenticity. Whether you opt for a certificate authority, create your own, rely on your organization, or choose an e-signature solution like pdfFiller, each method offers distinct benefits and trade-offs. For those prioritizing ease, affordability, and security, pdfFiller provides an excellent balance—delivering digital certificates with minimal effort. Take control of your document signing process today. Start a free trial with pdfFiller and experience the efficiency of secure e-signatures firsthand.

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