How to Add APPROVED, FINAL, or VOID Stamps to PDFs Free

When a document moves from draft to approved, from review to final, or needs to be marked void, stamping the PDF creates a clear record. WildandFree's Legal Document Stamper includes APPROVED, FINAL, UNDER REVIEW, COPY, and DO NOT DISTRIBUTE presets alongside CONFIDENTIAL and DRAFT — all free, all embedded permanently, no Adobe Acrobat required.

Document Control Stamps — What Each One Means

The eight preset stamps in the Legal Document Stamper cover the standard document control lifecycle:

Stamp	Color	When to Use
CONFIDENTIAL	Red	Restricted information — not for general distribution
DRAFT	Red	Document is not final — subject to revision
APPROVED	Green	Document has been formally approved for release or execution
FINAL	Blue	Document is the authorized final version
COPY	Orange	This is a copy, not the original controlled document
PRIVILEGED	Red	Attorney-client privileged communication (legal use)
UNDER REVIEW	Orange	Document is circulating for internal review
DO NOT DISTRIBUTE	Red	Recipient should not share or forward this document

VOID is not in the standard presets but is easily created using the Custom Text field — type "VOID" as your stamp text. Use red, 60pt, 45°, at 40% opacity for maximum visibility.

The Standard Approval Workflow

Document control workflows typically follow a lifecycle that maps to the stamp presets:

1. UNDER REVIEW — the document is circulating internally for comments
2. DRAFT — the document is being revised based on review feedback
3. APPROVED — an authorized person has approved the document for release
4. FINAL — the document is the executed or published version

Some organizations also use COPY stamps to differentiate controlled originals from copies in circulation. In highly regulated industries (pharmaceutical, aerospace, construction), document control stamps are part of compliance requirements.

Adding the date when applying an APPROVED or FINAL stamp creates an audit trail. Enable "Include Date" in the stamper — the date is printed below the stamp text on every page, clearly showing when approval was granted.

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How to Add APPROVED or FINAL Stamps to a PDF

Open the Legal Document Stamper:

1. Upload your PDF — drag the file into the drop zone.
2. Click the APPROVED or FINAL preset — APPROVED is green (positive action), FINAL is blue (neutral, authoritative).
3. Enable Include Date — for approval stamps, the date is important for the audit trail. Turn on "Yes (stamp date below text)."
4. Set opacity to 25–40% — slightly higher opacity than a DRAFT stamp makes the APPROVED marking more prominent without obscuring the document content.
5. Apply and Download — the PDF is stamped APPROVED with the date on every page.

If you also want to prevent further editing of the approved document, combine this with the Password Protect PDF tool to add a password that prevents edits. This effectively seals the document after approval.

Stamping Documents as VOID — Superseded Contracts and Outdated Versions

Contracts that have been superseded, invoices that have been cancelled, and previous versions of approved documents should be stamped VOID before being archived or redistributed. This prevents recipients from treating an old version as current.

To add a VOID stamp: use the Custom Text field, type "VOID" in all caps, choose red, 72pt (largest available), 45° diagonal, 40% opacity. The high contrast ensures the VOID marking is unmistakably visible.

For documents being marked void after replacement by a new version, consider also adding the text "SUPERSEDED BY [DOC NUMBER]" as a second pass through the tool, placed at the document header using the Add Text to PDF tool for precise positioning.

For documents where the content still needs to be readable (e.g., archiving the old contract text while marking it VOID), keep opacity at 15–25%.

Frequently Asked Questions

Can I add both APPROVED and a date in the same stamp?

Yes. Select the APPROVED preset and enable the "Include Date" option. The stamp will read "APPROVED" with the current date printed below it on every page.

Is the APPROVED stamp legally binding?

The stamp signals approval status and creates a record, but legal enforceability depends on your organization's document control policies and the applicable regulatory framework. For contracts, a wet signature or DocuSign-equivalent provides stronger legal standing than a stamp alone.

What if I need to stamp APPROVED on only the signature page?

The Legal Document Stamper stamps all pages. For single-page or selective page stamping, use the Add Text to PDF tool, which lets you place text on specific pages at exact positions.

Can I change the green APPROVED stamp to a different color?

Yes. Select the APPROVED preset and then change the color in the Color dropdown. If your organization uses a specific color for approved documents (blue, for example), override the preset's default color.