Legal PDF documents: format requirements and preparation
1 min read·25 July 2026
Notaries, courts and legal institutions have specific requirements for PDF documents. Format, security, signatures — an overview of what you need to know for official legal PDFs.
PDF/A: the archival format
For official archiving, governments and notaries often use PDF/A — an ISO standard for long-term archiving. PDF/A files are fully self-contained: all fonts and colours are embedded, no external links. Not all tools produce PDF/A; check with your notary.
Digital signature (QES)
Notarial deeds and legally binding signed contracts require a Qualified Electronic Signature (QES) — not a simple drawn signature. In the Netherlands via DigiD or certified TSP providers. See your notary or lawyer for the correct route.
Flatten PDF
Try for free — no account needed
File size and naming
Courts and government portals typically accept PDFs up to 10–20 MB. Larger files must be compressed or split. File naming: use the case number or document name without spaces or special characters.
Remove metadata
Official documents must not contain metadata revealing the author's identity or version history. Use the metadata tool to remove author name, edit history and comments before submission.
Printing for physical submission
With notaries, an original signed paper copy is always required — the digital version is a copy. Print on A4, simplex, black and white unless colour is required. Use the flatten tool for consistent rendering on any printer.
Related tools