Stop Sending PDFs for Verification — There’s a Better Way
When verification becomes unnecessary friction
Recently, I was asked to confirm some standard business details for a compliance check. The information arrived as a PDF generated from Word. It wasn’t form‑fillable, and I didn’t want to print it. That meant:
downloading the PDF
trying (and failing) to make it fillable
wasting far too much time fixing a document format problem
All for something that should have taken five minutes.
This is a common pattern. Whether you’re collecting:
KYC information,
onboarding data,
contact updates, or
annual confirmation details,
…sending a static PDF creates unnecessary friction.
Why PDFs cause problems
PDFs feel “official”, but they were designed for preserving layout, not collecting data.
When you send someone a standard PDF to confirm information, you’re asking them to:
print it
hand‑write changes
scan it
email it back
That assumes they even have a printer.
And if the PDF isn’t editable, the user has to wrestle with conversion tools or workarounds.
This slows everything down and creates frustration for the very people you need information from.
A much better approach: share the information you already have
Instead of sending a blank or static PDF, send a pre‑filled form containing everything you already know and simply ask:
“Please check these details and let us know any changes.”
This reduces cognitive load and saves time for both sides.
Even better, use a tool built for this:
Microsoft Forms
SharePoint list form
A short Power Apps form
A secure online update page
These let people:
confirm details
update only what’s changed
avoid printing or scanning
sign digitally (where needed)
You also get clean, structured data instead of handwritten notes or email chains.
Why this matters
Small process improvements like this can save:
hours of wasted admin time
back‑and‑forth emails
frustration for clients, suppliers, or stakeholders
errors caused by retyping handwritten information
Every organisation — from SMEs to not‑for‑profits — has processes like KYC, onboarding, or annual reviews.
And many still rely on static documents because “that’s how it’s always been done.”
But digital‑ready processes don’t need to be complex.
They just need to be designed around the user.
Takeaway
Replacing static PDFs with simple, editable digital forms is a small step with a big impact. It’s faster, cleaner, and far more user‑friendly — and it transforms a painful task into a quick confirmation.
If you’re still sending PDFs for KYC or updates, it might be time for a change.
