Why Blue Ink is Often Used for Signatures

Sometimes small administrative habits may look simple, but they can become very important later.

There is a saying:

“Prevention is better than cure.”

This also applies to administrative work and documentation.

Many document processes may seem simple at the beginning, especially financial or official documents. However, problems can appear later when different people have different interpretations about the authenticity of documents, signatures, or payment records.

Years ago, when I worked as a finance officer in an international non-profit organization, the Chief Financial Officer once told me:

“It is better to use blue ink for signatures.”

Now, after joining a government institution, I noticed that many directors and officials also use blue ink for signing documents.

This shows that the use of blue ink for signatures has already become common practice in many different organizations.

One of the main reasons is simple:

Blue ink helps distinguish an original document from a photocopy.

Since most documents are printed in black ink, a blue signature becomes easier to identify as an original handwritten signature.

A Simple Story About Administrative Misunderstandings

There were two people:

• A = Event Coordinator
• B = Food Supplier

The event coordinator requested a blank receipt that was already signed, stamped, and included the supplier’s name, in addition to the printed restaurant receipt.

However, the restaurant had a strict policy:

They could not issue a blank receipt.

The supplier required:

• the event name,
• detailed information,
• and the total actual expenses.

At first, both sides became suspicious and confused.

The coordinator wondered:

“Why can’t they just provide the blank receipt?”

Meanwhile, the supplier wondered:

“Why is a blank receipt needed if the payment receipt already exists?”

The real issue was actually very simple:

The coordinator needed to combine several expenses together, including:

• food costs,
• delivery fees,
• and stamp duty fees.

The supplier already understood this possibility, but because there was no clear communication between them, misunderstandings appeared.

Both parties actually had good intentions.

The supplier wanted accurate documentation.

The coordinator wanted complete reimbursement records.

But due to limited communication, the process became uncomfortable.

Later, another question appeared from the finance department:

“Why is the amount on the printed receipt different from the amount written on the handwritten receipt?"

What Does This Have to Do With Blue Ink?

This example is actually very similar to the use of blue ink for signatures.

Both relate to administrative trust and document authenticity.

People want to ensure that:

• the document is original,
• the amount is correct,
• the activity truly happened,
• and the signature is genuine.

When a document is signed using blue ink, it becomes easier to identify that the signature was written directly on the original document and not simply copied or printed.

This has become a commonly accepted practice in many offices and organizations.

Digital Signatures and Modern Administration

Today, many businesses also use digital signature applications.

Digital systems are now becoming more common and practical.

However, whether using digital signatures or handwritten ones, the main goal remains the same:

To ensure that documents are:

• authentic,
• accurate,
• transparent,
• and properly documented.

This article focuses more on the traditional use of blue pens for signatures, but the principle behind it remains very relevant in today’s modern administrative  processes.

Why Many People Prefer Blue Ink

Some references also explain why blue ink is often preferred:

“Many copiers are now so advanced that black ink may look like part of the photocopy.”

Another explanation says:

“Blue ink contrasts better with black printed text, making signatures easier to identify.”

Others also mention that blue signatures are easier to prove as original because black signatures can sometimes look printed or duplicated.

Because of this, many professionals recommend:

• Black ink for official document text,
• Blue ink for signatures,
• Blue or colored ink for notes and learning purposes.

"I'm starting to prefer signatures in blue. Many copiers are so good now that black ink can look like part of a photocopy."

"Blue pens. Of course blue pens. Because they contrast better with the documents you're writing on, which invariably use black ink."

Sources:  https://www.linkedin.com/pulse/20141205161811-229482607-black-or-blue-which-pen-to-use

Because blue is easy to prove as an original signature, while black can be reproduced in printing.  That was the reason in many cases for using blue, you could guarantee that a signature was original and not printed.  

Source: https://www.quora.com/Why-do-some-people-use-a-blue-pen-instead-of-black-or-red

While many official documents must be written in black, blue is actually the smarter choice for signatures.

Source: http://blog.tigerpens.co.uk/blue-black-ink/

I’ll get into details below, but here’s what I generally recommend:

• §  Black ink for filling out official records.
• §  Blue for business signatures and most others.
• §  Black for memos and work correspondence.
• §  Blue (or red) for notes and most learning purposes.
• §  Blue for credit card applications.
• §  Blue (or another color) for creative purposes.

Source: http://blog.tigerpens.co.uk/blue-black-ink/

......."Dokumen-dokumen penyimpanan dana itu saya serahkan ke UPTD Kasda. Bahkan seluruhnya ditangani UPTD Kasda. Biasanya saya pakai tinta biru, tapi itu tadi kok tinta hitam dan ada lekukannya. Makanya saya meragukan," katanya............

Source: http://jateng.tribunnews.com/2015/08/28/yudi-tiga-kali-buat-contoh-tanda-tangan