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You open a contract. It’s in PDF format, like most are, and you spot a few things that need to be adjusted. Maybe the payment terms feel too tight. Perhaps a clause is missing.
How do you make those changes without rewriting the whole thing or losing track of what’s original and what’s new?
Redlining fixes that. It’s how you mark up a contract so everyone can see what’s been changed, suggested, or removed with more certainty and less back-and-forth.
This guide walks you through exactly how to redline a PDF, step by step. You’ll learn how to flag language, propose edits, and send back a clean, review-ready document.
Contract redlining is the process of marking up a contract to show edits, changes, or suggestions, kind of like using a red pen on a printed document.
In fact, that’s where the term comes from. Back when contracts were mostly on paper, lawyers would literally pull out a red pen to cross out terms, write notes, or flag language they disagreed with.
These days, most agreements are shared as PDF (Portable Document Format) documents, which means redlining occurs digitally. PDFs are the standard because they keep the formatting intact, so the document looks the same for everyone, no matter the software or device.
Redlining is a key part of the contract review process. It helps both sides see what’s been changed and why, without hunting through email chains or comparing multiple versions.
Essentially, it's a cleaner, faster way to manage contracts and keep contract negotiations moving.
Once you know what redlining is, the next question is, why does it matter so much? When you're managing contracts, skipping the redline process isn’t just risky; it makes everything harder than it needs to be. Here's what proper redlining brings to the table:
When multiple people are reviewing a contract, especially legal teams or external partners, it’s easy for things to get messy. Meanwhile, redlining keeps the conversation in one place, right on the same PDF file.
You can add comments, strike text, suggest edits, and all the relevant parties can see the updates in real time. This way, it’s much easier to keep track of feedback when it’s tied directly to the document.
Plus, everyone reviewing the contract knows exactly what’s been changed, who changed it, and why, which means misunderstandings drop fast.
Even small mistakes in a contract can lead to big problems down the line. That’s why redlining matters, particularly when you're dealing with complex contracts.
Since every change is tracked, you’re less likely to miss something important. You can track edits as they happen and double-check anything that looks off. This is a big help when several people are involved in the review.
Without redlining, spotting issues can be time-consuming and frustrating. But with a clear record of changes, it’s much easier to catch errors early before they turn into something costly or hard to fix.
Reviewing contracts doesn’t need to drag on for days.
When you redline PDFs, edits are right there in the same document, so you don’t have to jump between versions or re-read the entire file just to find one change. That alone cuts down on the most time-consuming parts of contract review.
You can also respond to suggestions quickly, resolve issues faster, and move one step closer to a finished document. Overall, redlining keeps things moving without sacrificing clarity, and that’s a win for everyone involved.
When you're reviewing contracts, staying organized makes a big difference. Redlining tools help you manage version control by keeping all changes in one place.
You don’t have to guess which file is the latest or sort through edits spread across emails. With real-time collaboration, everyone works in the same document, and you can see what’s been updated through visible red lines.
Some tools even come with advanced features that let you compare contract versions side by side. This makes it easier to agree on final terms and sign documents without confusion or delays.
Once you’ve kept versions organized, the next step is making sure there’s a clear history of what changed and why.
Redlining helps with that, too. By tracking changes directly in the document, you create a full record of the negotiation.
If questions come up later or the other party pushes back on something, you can point to the exact edit and comment. Such a level of visibility helps avoid confusion and settle disagreements quickly.
Now that you know why redlining matters, let’s walk through how to actually do it. Don't worry, you don’t need to be a legal expert or have fancy software. You just need a solid process and the right tools.
If you're reviewing a PDF contract, these steps will help you stay organized, clear, and efficient from start to finish.
Start by opening the contract in an online PDF editor or software that supports markup. Since most agreements are sent as PDFs, you’ll want a tool built to review that file type.
While some people still convert files into a Word document for editing, that can cause formatting issues. It’s usually better to work directly in the PDF.
If you’re looking for a faster way to handle redlining, Aline makes this easy with built-in AI-powered editing features for PDF contracts. You can review, comment, and track changes in one platform without switching between apps. See how it works today!
Once your PDF document is open, the next step is to go through it and highlight text that needs to be reviewed or revised. This is one of the simplest ways to flag content without making changes right away.
Highlighting lets you and the other party focus on specific areas without confusion, and it’s especially useful when multiple people are involved in the review.
Most PDF tools let you click and drag to mark selected text in different colors. You can use color-coding if you want. For example, yellow for questions, blue for contract approvals, and red for concerns. Just make sure the color choices are clear to everyone reviewing the file.
Here are some things people commonly highlight during contract review:
Using highlights to call out these parts makes it easier to return to them during discussions. It also keeps your list of document changes focused and easy to follow.
After you’ve highlighted sections for review, the next step is to strike out any wording you think should be deleted.
Most PDF editors include a strikethrough tool that makes this easy. Just select the text and choose the option to cross it out. This shows exactly what you want to remove, while still letting the other party see what originally appears in the contract.
Using strikethrough is better than fully deleting the text, especially in a PDF format, because it keeps the review transparent. Everyone can follow the changes without wondering what was removed.
You might want to delete or strike out:
Make sure the rest of the section still makes sense after removing the text. If needed, add a comment explaining why the deletion is suggested. That way, the conversation stays clear and focused.
Once you’ve removed what doesn’t work, it’s time to propose something better. Many PDF editors let you type directly into the document or use sticky notes to suggest edits.
If you’re not making the change yourself, you can add notes next to the section explaining what you’d like to revise.
For example, if a contract says “Net 15 payment terms,” but you need more time, you could strike that line and insert: “Payment due within 30 days of invoice.” Add a comment next to your edit so the other party understands why you're suggesting the update.
These kinds of text changes help move the negotiation forward. You're not just saying what doesn't work. Rather, you're offering a clear alternative.
Keep your wording simple, direct, and easy to agree on. Avoid vague suggestions or legal jargon unless it’s necessary, and make sure your proposed changes fit the tone of the rest of the agreement.
After you suggest new wording, it helps to explain why you made that change. That’s where comments come in. Most PDF tools let you add notes or comment boxes alongside your edits, similar to using sticky notes on a printed copy.
Let’s go back to the example from the last step. You changed “Net 15 payment terms” to “Payment due within 30 days of invoice.”
That’s a clear text change, but adding a short comment like “Requesting extended terms due to monthly billing cycle” gives the other party some context. It shows you’re not just asking for more time without a reason.
This small step can make a big difference as it prevents miscommunication and keeps the contract review process smooth. Everyone involved can see what was changed and understand the thinking behind it without needing a separate call or email to clarify.
Plus, comments keep the conversation inside the PDF document, where it belongs.
Before you send the redlined contract back, take a moment to go through everything. This part of the contract review process is easy to skip, but double-checking can save you from back-and-forth corrections later.
Make sure all your edits are clear, your comments make sense, and any new text fits smoothly into the contract. Read through the document as if you’re the other person seeing it for the first time. If something looks confusing or out of place, fix it now.
You should also check that you don’t have two versions of the same edit floating around. It’s common to suggest a change in one section and forget to update a related part elsewhere. Reviewing your changes all at once helps catch those small but important details.
When everything looks good, one of the contract redlining best practices is to save the file with a clear name (something like “Contract_ClientName_v2_Redlined.pdf”) so it’s obvious what version they’re reviewing.
Once your redlines are finalized, save a clean copy. You might need to download the updated PDF or upload it to a contract repository or cloud storage platform like Google Drive. Just make sure the other party knows where to find it and has access to the correct document online.
If you're using a tool like Microsoft Word before converting to PDF, double-check that all tracked changes and comments are still visible after the export. If you’re working inside a PDF editor, confirm that your highlights, strikethroughs, and notes are saved properly.
Sharing a redlined contract is part of keeping the conversation open. Some platforms let you send a link, while others might require you to attach the file manually.
Either way, give it a clear file name, and let the recipient know it’s ready for review. This step keeps both sides aligned and helps move the contract toward final approval.
It might sound hard to believe, but redlining doesn’t have to be slow, scattered, or painful. If you’re tired of opening a 40-page PDF and wondering where to even begin, Aline gives you a faster, more focused way to work.
It’s built specifically for legal teams who want smart tools, not just markup tools.
With Aline, you don’t need to dig through old files, rewrite the same edits, or guess if your redlines match company policy.
Everything you need, including AI suggestions, playbooks, contract collaboration tools, and storage, is in one platform that works the way you do.
Here’s how Aline makes the process smoother:
Start your free trial and finally take the stress out of contract redlining.
Yes. Most PDF editors, like Adobe Acrobat, let you highlight, strikethrough, and add text or comments directly onto the file. These features make it easy to mark changes clearly, even if you're not working in Word.
You can use tools in the navigation bar of your PDF editor to highlight, comment, or draw on the document. Just double-click on the section you want to edit, and choose the markup option that fits, like highlight, underline, or strikeout.
Most editors have a strikethrough tool built in. Select the text, then choose "Strikethrough" from the comment or editing menu. This is a user-friendly way to show what should be removed without fully deleting it.
You can redline by using comment tools, highlighting key terms, and inserting suggestions, all within the same file. This comprehensive guide walks you through each step, whether you're managing edits for a small business or a large team.
Yes. Some platforms let you upload or reuse templates, so your redlines stay consistent. You can also pre-fill key fields like date, data, or standard clauses to speed things up. Using the right powerful tool, like Aline, can save time and avoid confusion.
Brent is an attorney, a full-stack JavaScript engineer and the CEO of Aline.
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