PDF, short for Portable Document Format, was found in the early ’90s. Since then, it has played a significant role in sharing confidential documents between computers worldwide. Making it one of the most common choices among businesses when sharing private information in the form of documents.

PDF format is popular because it maintains the original formatting of the file, and none other can make changes to that document except the authentic owner of said document. It gives the user the benefit of security. As the information you are sharing can not be manipulated. Over the years, it has made PDF format the first choice for businesses worldwide to share sensitive information over the Internet.

That said, businesses around the world are harvesting the benefits of PDF format in many ways. Whether for sharing invoices with clients, sending or receiving important memos, or maintaining customer records in a persistent structure, you can put your faith in PDFs that the receiver accessing the document will see it as it was meant to be.

Here are six fundamental reasons you should make PDF format a part of your business (new or old) operations and how it can help improve your company’s productivity. Let’s get started:

1. The Format Stays Intact

As mentioned above, PDF format is known for its quality to keep the document’s structure in its original form. And this is one of the major problems with sharing documents created with word processors such as Microsoft Word. When you share word documents, the user can easily alter these documents’ information and use it against you or create problems for you and your business’s procedure. It can also make you look bad in front of your clients and customers that you do not take your information seriously while allowing others to manipulate it.

Whereas, in the case of PDFs, your document will reach your clients exactly the way you intended it to. Moreover, they are ideal for sending documents that are expected to be printed out as soon as they reach your clients. It puts your clients at ease and proves you as someone who takes their work seriously.

2. The Format is Universal

Because of their convenience, PDFs are accepted all around the world. The Format is easy to share and view. Plus, you get complete security over the information you are communicating with these files. It doesn’t matter if you transfer this Format with the person next door or on the other side of the world. You can always trust this file format to keep your information safe from unauthorized changes.

As a business owner, you can use this assurance to your success, helping you build stronger relationships with your new and existing clients. Additionally, every business thrives on its customers’ trust, and PDFs help you preserve that trust.

3. The Format is Smaller in Size

If you compare it to other file formats, you’ll find that it is smaller in size and takes up less space. For example, many believe that the TIFF format has several advantages over PDFs. On the contrary, the PDF format is known for compressing high-quality files to relatively smaller sizes that make them easy to share.

This quality is ideal for saving the hard drive space of your company’s expensive hardware. At the same time, allowing them to run at their optimum performance levels. It protects your business costs from further increasing while saving your essential resources such as time and money.

4. The Format to Maintain Quality

As mentioned earlier, PDF format helps you build stronger relationships with your clients. However, to do that, you’ll have to be consistent with your quality standards. Many businesses tend to convert HTML file format into PDFs to save the information they have received from the internet. In such scenarios, you can use PDF conversion techniques and convert the HTML files into PDFs, making it easier for you to share the information with your clients without compromising your work quality.

If you are a budding entrepreneur, this little tool can come in handy for you. It will help you gain your clients’ and customers’ trust, which you can further use to your advantage in growing your business.

5. The Format Can Be Password Protected

Another significant benefit you get with the use of PDFs is that they can be password protected. It adds an extra layer of security to your documents, which could prove immensely useful for your business operations. It gives you peace of mind when sharing sensitive information about your business or your clients’ confidential information.

It helps you earn your clients’ trust and your employees simultaneously, which you can further use to make a name for yourself in the industry. With this ability, you can focus on your business’s essential functions while you keep yourself safe from prying eyes.

6. The Format Works on Every Operating System

Another great benefit you get with PDF format is the ease of accessibility. It means you can access PDF format on any Operating system you may be working on. So, it doesn’t matter if the user is on a Mac or PC, or even on the latest mobile operating system like Android or iOS, there will be no problem accessing the PDF format. Further, it makes it easier to read on mobile smartphones and other mobile devices.

As a business owner, you are always on the run, so it makes it easier for you to read and access these files whenever and wherever you want, be it your office computer or your mobile device.

To Sum it Up

PDF format brings a wide range of opportunities for you to grow your business. You can easily share your official documents with this trustworthy file format. It keeps your and your clients’ records safe from all kinds of manipulation.

Above mentioned reasons make a great case why PDF is considered one of the best document extensions to deal with sensitive information. So, if you are a business owner looking for ways to share your documents without losing your peace of mind, PDF format is the right choice for you.