Qualified Electronic Signature in Poland
A Qualified Electronic Signature (QES) is the highest form of electronic signature under European Union law. It has the same legal effect as a handwritten signature and is recognized across all EU Member States.
A qualified electronic signature in Poland allows individuals and company representatives to sign legally binding documents electronically, without the need for physical presence or paper documentation.
At Law Firm in Poland, we assist international clients in obtaining a Qualified Electronic Signature in Poland through a fully remote process, including procedural and technical support.
How a Qualified Electronic Signature can be used in Poland
A qualified electronic signature can be used in many legal and business situations in Poland.
Typical uses include:
- company formation in Poland;
- signing and submitting documents to the National Court Register (KRS), including corporate changes such as changes of company name, shareholders, directors, registered office, or share transfers;
- submitting beneficial ownership information to the Central Register of Beneficial Owners (CRBR)
- electronic communication with Polish public authorities;
- submitting annual financial statements;
- access to portals related to reporting obligations in Poland, such as the GIIF portal used for AML reporting obligations;
- access to the National e-Invoicing System (KSeF) used by companies in Poland for issuing and managing structured electronic invoices.
- signing corporate documents;
- signing contracts and commercial agreements.
For many foreign clients, a qualified electronic signature becomes an essential tool that allows them to manage the legal and corporate matters of company in Poland.
How to obtain a Qualified Electronic Signature in Poland
There are two possible ways to obtain a Qualified Electronic Signature in Poland. The appropriate option depends mainly on whether the client is able to appear in person or prefers a fully remote procedure.
Option 1 – in-person identification
A Qualified Electronic Signature may be issued during an in-person identification meeting.
In this case, the Client attends an in-person identification meeting at our office in Poland, during which the Client’s identity document is verified, the data required for issuing the qualified certificate is confirmed, and the qualified certificate is issued and activated.
Following the issuance of the certificate, the Client receives a USB cryptographic token containing the qualified certificate stored on a SIM card, which is used to sign documents electronically.
This option may be convenient for clients who are already present in Poland and prefer to complete the process directly.
Price
- 1 year certificate – EUR 100
- 2 years certificate – EUR 125
- 3 years certificate – EUR 150
Option 2 – remote video verification
For international clients, the Qualified Electronic Signature can also be issued entirely remotely through video verification.
Under this procedure, the Client registers on the certification provider’s portal and initiates the remote identity verification process. The Client’s identity is subsequently verified during a live video call with an accredited verification officer.
Following successful verification, the qualified certificate is issued.
The entire procedure is conducted online and allows the qualified electronic signature to be issued without travelling to Poland.
To obtain a Qualified Electronic Signature in Poland remotely, the following requirements must generally be met.
The Client should have:
- a valid passport;
- access to a computer with an internet connection;
- a smartphone with internet access;
- a stable internet connection.
In this case, the qualified electronic signature is typically issued in a cloud-based form, which means that no physical USB token is required. The authorization of the signature is performed using one-time authorization codes (OTP) generated on the Client’s smartphone.
Price
- 1 year certificate – EUR 350
- 2 years certificate – EUR 375
- 3 years certificate – EUR 400
FAQ – Qualified Electronic Signature in Poland
Who can obtain a Qualified Electronic Signature in Poland?
A Qualified Electronic Signature may be obtained by both Polish citizens and foreign nationals. The only requirement is successful identity verification, which can be performed either in person or remotely through video verification.
What documents are required to obtain a Qualified Electronic Signature?
The Client only needs a valid passport.
Can a Qualified Electronic Signature be used to sign company documents in Poland?
Yes. A Qualified Electronic Signature may be used to sign various corporate documents in Poland, including documents related to company formation, annual financial statements, and filings submitted to public registers.
Is technical assistance available during the setup of the signature?
Yes. We provide assistance throughout the entire process of obtaining and activating the Qualified Electronic Signature. Our support covers both procedural guidance and technical assistance, including registration, identity verification, installation of the required software, and configuration of the signature to ensure that it functions correctly when signing documents in Poland.
What are the technical requirements to obtain remotely a Qualified Electronic Signature?
To obtain a Qualified Electronic Signature remotely, the Client should have access to a computer with an internet connection, a smartphone with internet access, and a stable internet connection. A valid passport is also required for identity verification.
The smartphone is used to generate one-time authorization codes (OTP) required when signing documents electronically.
We provide guidance throughout the entire process to ensure that the required software is properly installed and configured and that the electronic signature functions correctly.