How to Decide Between PDF vs. HTML for a Online Form

If you find yourself having to decide between PDF vs. HTML for an online form… here’s some guidance to help you decide which path to take on a case-by-case basis.

Keep in mind that it’s totally fine to go one way on one form and another on the next, if need be. Of course in a perfect world every form would be available in any format. However when you need to be pragmatic… (in no particular order).

Choose PDF when…

• the audience prefers PDF
• it is easier for you to provide PDF in a format that includes everyone
• people will want to Save As a copy locally, for their own reference
• people will want to Save As a copy locally, for potentially future reuse (e.g. annually)
• people will want to have the option of wet-filling (i.e with a pen, not a computer) all or part of the form
• people will want to potentially print it out semi-filled to discuss with someone else before it gets sent
• people will find it easier to fill the form if it looks more the printed copy they are familiar with from the past
• the user and/or the person processing the form will be more comfortable with the graphic cliche of it looking more like a conventional form
• regulations demand that the form have a presentation of a certain look (e.g. the tax code, or use of an existing form from a third-part insurance industry standard)
• there is communications strategy value in the form having a locked-out graphic design consistency that cannot be altered by others
• there is potential benefit in using any of Adobe’s workflow benefits for sending, tracking, capturing, and/or aggregating the data

Choose HTML when…