Blue pen or black pen: the business etiquette for signing official documents

The use of blue pens and black pens has changed drastically when the first Xerox 914 plain paper copier went to market in 1959, and an historical passage was made from the manual carbon copy techniques to an automated, faster and, according to studies, a more “democratic information system”: the photocopy machine!

Chester Carlson was the man who invented the system using static electricity “created with a handkerchief, light and dry powder and on October 22, 1938 the first copy was made”. The fascinating thing is that the core technology remained unaltered since the 1930s and was used for printers and scanners.

But what is the specific link between colour photocopiers and blue or black ink? Well before the introduction of this automated system of reproducing original documents, the use of blue or black ink was necessary due to the fact that other types of colours were not dark enough.

And according to Cina L. Wong, CDE, a certified and court-qualified forensic handwriting expert, “blue ink is preferred because when black ink is used, someone at the bank or credit-card company may not be able to tell whether they are looking at a photocopy of a signature or an originally inked signature. It’s easier to assume that the document is ‘original’ if it is signed in blue ink.”

It is also true that the quality of a copy is so high nowadays that when an original document is signed using a black ink the two versions are almost indistinguishable. The “US military recommends that original documents be signed in blue, so that they stand out from any reproductions.”

With concern to the use of black ink colour, the general perception is that black is considered more professional and looks “smarter”. Remember that the quality of the ink when signing a legal document is very important.

Before signing or filling a legal document be sure to read the instructions about the right colour of ink you should use and keep in mind some general recommendations about the use of blue or black pen. Sign using a black ink: official records, business signatures, memos and work correspondence, and opt for a blue ink in case of credit cards applications.

One thing is sure, never use a pencil or other colours of ink, besides blue or black, when signing any type of business, official or legal document. Be sure that your pen works just fine before signing or filling out a specific form.

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