- The password is set by the bank, usually from details the bank already has for the customer. The email or SMS that came with the statement says which details.
- Some PDFs open without a password but block copying or printing. That is an owner password, and conversion tools can usually work with those as they are.
- To remove a password from your own copy, open it with the password and save or print it to a new PDF. Command-line users can use
qpdf --decrypt. - Delete unlocked copies when you are done. An unlocked statement in a shared folder defeats the point of the password.
Nearly every Indian bank now emails statements as encrypted PDFs. When the client opens one on their phone, it asks for a password, they type it, and they forget it. When the same file reaches a CA's office for ITR, GST or a loan file, someone has to get it open again, sometimes for dozens of statements.
Two kinds of PDF password
PDF files support two separate passwords, and they behave very differently:
| Open password (user password) | Permissions password (owner password) | |
|---|---|---|
| What you see | The file won't open until you type the password | The file opens normally, but copying, printing or editing may be blocked |
| Purpose | Keeps the contents private | Limits what you can do with the contents |
| What you need | The password, every time | Usually nothing to read it; many tools can convert it as is |
Most e-statements use an open password. If a statement opens without asking but you can't select or copy text, it has an owner password. That stops copy-paste, but not a proper converter.
Where to find the password
Banks don't use random passwords for e-statements. The password is built from details the bank already has, such as part of the customer's name, date of birth, customer ID or registered mobile number. The rule differs from bank to bank and can change, so the reliable sources are:
- The email that came with the statement. It almost always explains the password format in a line near the bottom.
- The bank's e-statement FAQ on its website or in the net banking help section.
- The client. They know the details. Ask them to share the password itself, or the details, by phone or a separate message.
How to remove the password from your own copy
Removing the password just means saving an unencrypted copy after you've opened it legitimately. Use one of these methods:
Google Chrome or Microsoft Edge (Windows or Mac)
- Drag the PDF into a browser window and enter the password.
- Press Ctrl+P (or Cmd+P on Mac).
- Set the destination to Save as PDF and save it under a new name.
The new file has no password. Text usually stays selectable, but check that it does before relying on the copy for conversion. If the PDF blocks printing, this method won't work.
Preview on Mac
- Open the PDF in Preview and enter the password.
- Choose File › Export as PDF and save with a new name. In the Export dialog, don't tick encryption.
Adobe Acrobat (paid versions)
Open the file with the password, then go to Protect › Encrypt › Remove security (wording varies by version) and save. The free Acrobat Reader can't remove security.
Command line: qpdf
For batches, qpdf is free and runs on Windows, Mac and Linux:
qpdf --password='THE-PASSWORD' --decrypt statement.pdf statement-unlocked.pdf
To keep the password out of your shell history, put it in a file and use --password-file=pw.txt, then delete the file afterwards. For a file with only an owner password, qpdf --decrypt in.pdf out.pdf usually works without one.
Converting a locked statement to Excel or Tally
Once you have an unlocked copy, any of the methods in our PDF to Excel guide will work. Excel's From PDF import can't open a password-protected file, so unlock it first.
Unlocking first and then uploading leaves an extra unencrypted file on your computer, which you'll need to remember to delete. A converter that accepts the password directly avoids that copy. With FileKey, you upload the statement as the bank sent it and enter the password when asked. FileKey uses it only to open the file for conversion and doesn't save the password. Statements with only an owner password convert without asking you for anything.
Good habits for client statements
- Separate file and password. PDF on email or WhatsApp, password by call or a different chat.
- Don't write passwords in file names, such as
sbi_apr_PASS-RAHU0101.pdf. File names get synced, shared and indexed. - Delete unlocked copies from Downloads and shared drives once the work is filed.
- Watch where you upload. A statement is personal financial data. Prefer services that say clearly how long files are kept and whether passwords are stored.
- Keep the original. Keep the bank's encrypted PDF as the record, not your unlocked copy.
Frequently asked questions
What is the password for my bank statement PDF?
Each bank sets its own rule, usually built from customer details such as name, date of birth, customer ID or mobile number. The email or SMS that came with the statement explains the format. If it doesn't, check the bank's e-statement FAQ or ask the account holder.
Can I remove the password without knowing it?
Not for an open password. That is what encryption is for. An owner (permissions) password is different: the file already opens, and tools such as qpdf can usually save a copy without the restrictions.
Is it legal to remove the password from a bank statement?
Removing the password from a statement you're entitled to use, such as your own or a client's shared with you for their work, just makes a convenient copy. Keep the copy as securely as the original and delete it when you no longer need it.
Why can't I copy text from my bank statement PDF?
Either the PDF has an owner password that blocks copying, or the statement is a scanned image with no text layer. In the first case, save an unrestricted copy or use a converter. In the second, you need OCR, or better, the original PDF from the bank.
Does FileKey store my PDF password?
No. The password you enter is used to open the statement for conversion and isn't saved.
Sources and further reading
Rules change by notification and advisory. Check the GST portal before you file.
Written by the FileKey Team
FileKey builds the tools CA firms use for e-commerce GSTR-1 and bank statement conversion. We write these guides from the questions accountants and sellers ask us every filing month. Spotted something out of date? Write to [email protected] and we will fix it. More about FileKey.