How to Make a Company Stamp (Seal) Online for Invoices and Letters

Almost every small business in India uses a rubber stamp. It goes on invoices, delivery challans, quotations, salary slips, experience letters and the "received with thanks" line on a payment receipt. But more and more of that paperwork is now created and sent as PDF on email or WhatsApp — and you can't press a rubber stamp onto a PDF.

The simple fix is a digital stamp: a clean image of your company seal with a transparent background that you can place on any document. In this guide you'll learn what to put on a stamp, how to design one online in a few minutes, and how to use it properly on invoices and letters.

What a company stamp usually contains

Before you open any tool, decide the wording. A typical business stamp has three parts:

1. Outer text (the ring): the registered business name, e.g. SHREE GANESH TRADERS.
2. Inner or bottom text: the city or a short address, e.g. PUNE or Andheri (E), Mumbai.
3. Centre: a symbol, a star, the word AUTHORISED, or a short line such as For Shree Ganesh Traders.

Many businesses keep two versions:

• A round seal with name + city, used on certificates, letters and agreements.
• A rectangular "For / Authorised Signatory" stamp, used on invoices and receipts, with a blank gap where someone signs.

Some people also add a GSTIN, phone number or a date line to a rectangular stamp. Keep it short — a stamp with too much text becomes unreadable when it is printed small.

Tip: Write the business name exactly as it appears on your registration documents and letterhead, so every document looks consistent.

Round, oval or rectangular: which shape to choose

| Shape | Best for | Typical wording | |---|---|---| | Round | Certificates, letters, NOC, experience letters | Name around the ring, city at the bottom | | Oval | Shops and trading firms | Name on top, place below, star in the centre | | Rectangular | Invoices, receipts, challans, gate passes | "For ABC Pvt Ltd" + "Authorised Signatory" |

If you are not sure, start with a round seal for formal letters and a rectangular one for billing. You can create both in the same session.

Step-by-step: make your stamp online

Open the free Digital Stamp Creator. It works in your browser, so you don't need to install software or create an account.

1. Pick the shape. Choose circular, oval or rectangular.
2. Type the outer text. For a round seal, this text curves around the top of the ring. Use capital letters — they look more like a real rubber stamp.
3. Add the bottom and centre text. For example, bottom: NEW DELHI, centre: a star or AUTHORISED.
4. Choose the ink colour. Blue and violet are the most common in India; red is often used for "PAID" or "RECEIVED" stamps. Use one colour for all official documents.
5. Adjust border thickness and opacity. A slightly lower opacity makes the stamp look natural when it overlaps text or a signature.
6. Preview and fix spacing. If the ring text looks crowded, shorten it (e.g. "Pvt. Ltd." instead of "Private Limited") or reduce the font size.
7. Download as PNG. The file has a transparent background, so only the ink shows on your document.

The tool processes everything on your device, so your company name and details are not uploaded anywhere.

Example wording you can copy

Round seal for a shop

• Outer: SHARMA ELECTRICALS
• Bottom: JAIPUR
• Centre: ★

Rectangular stamp for invoices

• Line 1: For Sharma Electricals
• (blank space for signature)
• Line 2: Authorised Signatory

Status stamps

• PAID with date line — for settled bills
• RECEIVED — for incoming goods or documents
• COPY or DUPLICATE — for second copies of invoices

How to put the stamp on an invoice

If you create bills with the free Invoice Generator, the usual flow is:

1. Prepare the invoice with items, GST and totals.
2. Download it as PDF.
3. Open the PDF in any editor that lets you insert an image (many PDF readers and office apps can do this).
4. Insert your stamp PNG near the "Authorised Signatory" line and resize it so it is about 3–4 cm wide.
5. Add the signature image above or overlapping the stamp, then save.

If your stamp image is too big for the editor or for WhatsApp, shrink it first with the Image Resizer. For most documents, a stamp around 600–800 pixels wide is sharp enough for printing and still a small file.

Using the stamp on letters and certificates

For experience letters, offer letters, NOCs and certificates, the stamp normally sits at the bottom left or bottom right, next to the signature. A professional letterhead makes these documents look much more credible — you can design one with the Letterhead Generator and keep the stamp PNG in the same folder so your team always uses the same files.

A few layout rules that keep documents neat:

• Place the stamp so it partly overlaps the signature, as with a physical stamp — this makes copying harder.
• Don't cover important text such as amounts, dates or the recipient's name.
• Keep the stamp at the same size on every document.
• Save a "master" PDF template with the stamp already placed, so staff only change the details.

Is a digital stamp legally valid?

This is the most common question, and the honest answer is: a stamp image is a visual mark, not a legal signature. In many day-to-day situations — quotations, receipts, internal letters, invoices sent to regular customers — a stamped and signed PDF is widely accepted. But some documents need a proper digital signature (such as a DSC for certain government filings) or a wet signature and physical seal.

Rules differ by document type and authority, so check the latest official rules or ask your CA or legal advisor before using a digital stamp on contracts, government forms, or anything submitted to a bank or court.

Keep your stamp file safe

Because a stamp PNG is easy to copy, treat it like your physical rubber stamp:

• Store it in one shared folder with limited access, not on every staff phone.
• Don't post the clean stamp image publicly on social media.
• Send stamped documents as PDF, not as separate image files.
• If an employee leaves, review which templates they had access to.

Conclusion

A digital company stamp takes a few minutes to make and saves you from printing, stamping and scanning every invoice or letter. Decide your wording, design a round seal and a rectangular "Authorised Signatory" stamp with the Digital Stamp Creator, download the transparent PNG, and add it to your invoice and letterhead templates. Use it consistently, keep the file secure, and check official requirements for any document that needs a legally recognised signature.