If you have ever mailed a legal document, visited a notary, or filed a government form, you would have probably encountered a physical stamp. It's a tiny imprint that carries significant weight. Stamps are often used to validate contracts, invoices, or filings. But what happens when the world shifts online? Enter the digital stamp.

From eStamps issued by government-approved vendors to digital stamp on PDFs, India has embraced the digital evolution of stamping. Let us understand what a digital stamp is, how to create digital stamp online, how it compares with physical stamping, its legality in India, and how we can use it in India.

A digital stamp or eStamp is a digital equivalent of a traditional stamp used to authenticate a document. Unlike physical rubber stamps, digital stamps are graphic or cryptographic markers applied to electronic files, primarily portable document format aka PDF.

A digital stamp contains:

• a visual seal or company logo
• its time and date
• signature or certification ID
• cryptographic proof of authenticity (in eStamps only)

What are the Two Types of Digital Stamps?

1. Graphical Stamp

This is a tiny visible image which is placed on a document. It is similar in appearance to traditional stamps but can be applied digitally. It is commonly used in business and education; graphical stamps are often used for departmental approvals, branding (with logos), or watermarking purposes. These do not carry inherent legal weight unless paired with digital signatures but help visually convey endorsement or authorisation.

2. Certified eStamp

This is an encrypted and legally verifiable certificate issued through platforms authorised by the Government of India, for example the StockHolding Corporation of India Limited (SHCIL). These eStamps include a unique transaction ID, issuance timestamp, and payer information. The system ensures tamper-proof records that are verifiable via the Government of India’s (GoI’s) official portal. eStamps are legally equivalent to physical revenue stamps and can be used in property transactions, affidavits, agreements, and court filings.

Even in cases that include e-agreements, government filings, billing digital stamp for documents, education credentials, HR documentation, and more. Digital stamps—especially eStamps—ensure compliance, speed, and security across sectors.

Digital stamps are not just cost-effective; they are automation-ready. With Application Programming Interfaces (APIs), businesses can issue thousands of documents embedded with digital stamps at once. They reduce dependency on physical infrastructure and bring traceability into the process, enabling faster dispute resolution, better audit controls, and compliance.

Are Digital Stamps Legal in India?

India has legally recognised digital stamps under several frameworks:

1. IT Act, 2000

The Information Technology Act legitimises electronic records and digital authentication. Sections 3 and 3A of the act allow electronic authentication of documents through secure digital signatures and related methods, thus laying the foundation for eStamps.

2. eStamping via SHCIL

The SHCIL eStamping system is authorised by the Ministry of Finance to issue digital stamp certificates that are legally equivalent to traditional non-judicial stamp papers. These eStamps:

• They contain unique transaction reference numbers (TRNs).
• They are instantly verifiable via SHCIL portal.
• They are also valid for registrations under the Indian Stamp Act, 1899.

SHCIL’s system has been rolled out in 22+ Indian states and union territories and is being used in agreements, lease deeds, affidavits, and more.

3. Contract Act and Evidence Act

Under the Indian Contract Act, a digitally stamped and digitally signed agreement is enforceable. The Indian Evidence Act, 1872, further allows digital documents (authenticated and timestamped) to be admissible in courts. They strengthen the legal standing of digital stamps when paired with Aadhaar eSign or Digital Signature Certificate (DSC).

Where are Digital Stamps Used Today?

a) Legal Contracts

Digital stamps paired with eSignatures are now widely used to execute service contracts, NDAs, lease deeds, and partnership agreements. With verifiability and legal enforceability, these documents are accepted by most courts and legal entities across India.

b) Invoices and Billing

Enterprises, especially in fintech and SaaS, use digital stamps to authorize GST-compliant invoices. This ensures that every invoice issued carries an authenticated visual and cryptographic seal, making audits seamless and reducing fraud.

c) Government Filings

Procurement filings, license applications, and regulatory documentation on government portals (like MCA21, eProcurement, GEM) support eStamping. Digital stamps enable faster submissions, reduce verification backlog, and help meet deadlines.

d) Human Resources and Education

Offer letters, joining letters, academic transcripts, and training certifications now often include a digital stamp as part of their branding and validation strategy. Many institutions also embed QR codes with verifiable digital stamps for online authentication.

How can I Create and Use a Digital Stamp?

If you are wondering how to create a digital stamp online, here’s how you can do it:

Step 1: Design the Stamp

You can use a graphic design tool or a digital stamp maker online platform to design a stamp that includes your organisation’s name, emblem, department, date, and optional QR code for validation.

Step 2: Choose a Platform

Step 3: Upload and Apply

After uploading the document:

• You can use drag-and-drop to apply graphical stamps.
• For eStamps, you can follow identity verification, payment, and then download flow.

What are the Tools to Use?

Now that you know how to create a digital stamp for pdf, let’s know what tools you can use:

• SHCIL: For legally valid eStamps
• DigiLocker + eSign: Aadhaar-based document signing
• Protean eSignPro: Combines eStamp + eSign
• Adobe Acrobat Pro: For visual overlays

Modern eSign services can automate both stamping and signing in a single workflow.

So why automate?

• Saves hours on repetitive document processing
• Reduces dependency on manual stamping or offline validation
• Tracks who stamped what, when, and for what purpose
• Enables real-time verifiability across departments, regions, and clients

Take for example, Protean eSignPro. Protean eSignPro is a government-compliant platform that allows businesses to:

• Upload bulk documents
• Add certified graphical or encrypted stamps
• Perform Aadhaar-based digital signing
• Verify all documents through an audit dashboard

Conclusion

A digital stamp represents a perfect mix of legal validity, operational efficiency, and modern-day convenience. They not only reduce the time and cost associated with physical documentation but also improve the security and verifiability of official records. Whether you are processing NDAs, GST invoices, property agreements, or offer letters, digital stamping offers a legally compliant and scalable solution.

The regulatory backing under the IT Act, Indian Stamp Act, and government adoption through SHCIL's eStamping system make digital stamps an important part of India’s digital governance. With platforms like Protean eSignPro automating the process, organisations can easily embed stamps in thousands of documents daily without manual effort.

So, the next time you think about stamping a document, remember it doesn't need ink, just a click. Add details like name, emblem, department, date, and/or QR code for validation to your stamp to get going. Use Protean eSignPro to upload stamps made with a digital stamp maker online, now. 

Also read: 

• Key Advantages of Protean eSignPro: The Next-Gen Digital Documentation Solution

• Embrace the Future of Finance with eSignPro: The Ultimate Digital Documentation Suite

• India’s e-Governance Revolution: How Digital Public Goods Are a Game Changer

• What are the Features of the eSignPro?