How to make electronic signature in Poland?

Creating your own electronic signature is a step that significantly simplifies handling official matters remotely, both in your business and personal affairs. In Poland, there are two main types of electronic signatures, so it is worth understanding their functions and applications before purchasing one. Having an electronic signature is essential if you plan to conduct business or manage personal matters without leaving home. Thanks to these tools, company registration can be done without traveling to Poland, saving time and money. What does the process look like, and how do you obtain an electronic signature? Learn more in our article.

How to Obtain an Electronic Signature in Poland? – Types of Signatures

In Poland, there are two most popular types of electronic signatures for communication and file signing: the Trusted Profile and the Qualified Electronic Signature. Having both solutions is not mutually exclusive and even makes running a business much easier. Each has its unique features and applications, so it is crucial to understand the differences before deciding.

This article might interest you:

• How to Obtain a Qualified Electronic Signature for Foreigners?

Trusted Profile

The Trusted Profile is a free tool that enables communication with public administration offices in Poland. It is an ideal solution for those who frequently handle administrative matters online. It allows you to confirm your identity in electronic administration systems or sign documents for submission to the relevant office.

Government offices and institutions that use the Trusted Profile include:

• Ministry of Development – register, suspend, resume, or close a business in CEIDG and access the database of public services online at gov.pl.
• Ministry of Climate – manage your account in the BDO system.
• Social Insurance Institution – handle insurance matters for yourself or an employee via PUE ZUS.
• Ministry of Family, Labor, and Social Policy – submit applications for foreign worker permits on gov.pl.
• Polish Patent Office – submit applications for patent, utility model, industrial design, or trademark protection on the Electronic Services Platform.
• Tax Offices – check your tax returns and report inheritance or donations on the Tax Portal.
• National Agricultural Support Center – submit agricultural-related applications via the eRolnik portal.
• Architectural and Construction Administration Authorities – submit construction-related applications via the e-Budownictwo portal.
• National Criminal Register – obtain a criminal record certificate.

Key Information About the Trusted Profile for Individuals:

• Free – setting up or maintaining it incurs no cost.
• For communication with administrative units in Poland – handle administrative matters such as applications to offices, registrations in public records, or use of the ePUAP portal.
• PESEL required – obtaining a Trusted Profile requires a PESEL number.

Key Information About the Trusted Profile for Companies:

• You cannot sign tax declarations and forms (these must be submitted via the e-Declarations service).
• You cannot close a limited liability company.
• You cannot make changes in the National Court Register (KRS) if the company was not registered online.

Qualified Electronic Signature (QES)

The Qualified Electronic Signature is a signature with a qualified certificate containing data such as the name, surname, PESEL number, or passport number. It provides the highest level of document security and authenticity and is legally equivalent to a handwritten signature. It is used for signing contracts, financial documents, and other important documents requiring assured signer identification.

Key Information About the Qualified Electronic Signature for Individuals:

• Paid – obtaining a qualified electronic signature incurs an additional cost.
• For identity verification when logging in with a qualified certificate in the Trusted Profile when you do not have a bank account from the available bank list.
• For communication with administrative units in Poland – handle administrative matters such as applications to offices, registrations in public records, or use of the ePUAP portal.
• Enables legally binding contracts remotely – signing lease agreements, sales contracts, service contracts, and other civil law contracts, remote signing of loan agreements, applications for loans, and other financial documents without requiring personal meetings.
• Allows participation in tenders – signing documents during the application process.
• Requires formal identity verification – verification of data on an identity document in-person or online during video verification.

Key Information About the Qualified Electronic Signature for Companies:

• Register a business in Poland (without a Trusted Profile).
• In the case of a company – use it to sign tax declarations and information such as financial statements.
• In the case of a company – make changes in the National Court Register (KRS).

Check the offer of qualified signatures

How to Obtain an Electronic Signature in Poland? – PESEL

PESEL (Universal Electronic System for Population Registration) is a unique Polish identification number assigned to every resident of Poland. Introduced in 1979, it is used to identify citizens in various administrative and public systems.

The PESEL number consists of 11 digits that contain information about the date of birth, gender, and a control number. The structure of the PESEL number is as follows:

1. The first six digits represent the date of birth in the format YYMMDD. For those born in the 20th century, 0 is added to the month, while for those born in the 21st century, 2 is added to the month.
2. The next four digits are a unique serial number, where the second-to-last digit indicates gender (even numbers for females, odd numbers for males).
3. The last digit is a control number calculated based on the preceding digits using the modulo 10 algorithm.

PESEL is used in many contexts, such as healthcare, education, taxation, and pensions. Its primary purpose is to facilitate citizen identification and improve the efficiency of public administration.

PESEL for Polish Citizens

To obtain a PESEL number as a Polish citizen, follow these steps:

1. For an ID Card or Passport

If you need a PESEL number to obtain an ID card or passport, the PESEL number will be automatically assigned when you apply for the ID card or passport. In this case, no additional steps are necessary.

2. For Other Purposes

• Prepare an application for a PESEL number. The application form is available online or at the relevant office.
• Prepare an identity document that confirms your personal details, such as name, date of birth, and residence. This document must match the details provided in the application.
• The application can be submitted in person at the office or through an authorized representative.

3. Where to Submit the Application

Submit your application at the office where you apply for an ID card or passport, or at any Delegation of the Office for Administration and Civil Affairs.

4. Fees

No fees are charged for obtaining a PESEL number.

5. Processing Time

The procedure for assigning a PESEL number is carried out without undue delay. Once the process is completed, you will receive notification of the PESEL number in the form indicated in the application (e.g., by traditional mail or electronically).

PESEL for Foreigners

To obtain a PESEL number as a foreigner residing in Poland, follow these steps:

1. Register for a Stay Exceeding 30 Days

If you register for a stay exceeding 30 days, the PESEL number will be assigned automatically. No additional application is required.

2. If Registration is Not Possible

• If you cannot register but need a PESEL number (e.g., for administrative purposes), prepare:
• A completed application for a PESEL number (form available online or at the municipal office).
• A document confirming your identity and other details provided in the application.
• You can submit the application in person at the municipal office or through an authorized representative.

3. Where to Submit the Application

Submit the application at any Delegation of the Office for Administration and Civil Affairs.

4. Fees

The PESEL number service is free of charge.

5. Procedure

• Include the legal basis in the application explaining why the PESEL number is required (e.g., specified by the Social Insurance Institution or Tax Office).
• If the application is incomplete, you will receive a notification to supplement it. Failure to meet the administrative requirements may result in the application being rejected.

How to Obtain an Electronic Signature in Poland? – How to Set Up a Trusted Profile

A Trusted Profile allows you to use the Internet Patient Account (IKP) and other public services online. It can be set up in two ways: online through a bank or in person at an office.

Setting Up a Trusted Profile Online

• Check if your bank offers the option to set up a Trusted Profile.
• Log in to your bank account and follow the instructions to set up the profile.
• The bank will verify your identity, and the Trusted Profile will be created.

Setting Up a Trusted Profile at an Office

• Register on the pz.gov.pl website.
• Visit a confirmation point (e.g., an NFZ branch, municipal office, or tax office) with your ID document.
• You have 14 days from registration to confirm your identity at the confirmation point.

Using one of these methods will enable you to fully utilize the digital services offered by the state.

How to Obtain an Electronic Signature in Poland? – How to Set Up a Qualified Electronic Signature (QES)

The Qualified Electronic Signature is a secure and legally binding way to sign electronic documents. Here are the steps to obtain it:

1. Choose a Certification Service Provider

Find an accredited provider of qualified electronic signatures. A list of such providers is available on government websites or from certification oversight bodies.

Order Qualified Signature

2. Registration and Purchase

Register on the chosen provider’s website, select an appropriate service package, and pay for the qualified electronic signature service.

3. Identity Verification

Verify your identity using an ID document either in person at a verification point or online, depending on the provider’s offer.

4. Software Installation

After successful identity verification, you will receive instructions on installing the electronic signature software and the device (e.g., a cryptographic card with a reader or cloud-based solution) required for its use. Follow the instructions to install the software and configure the device.

5. Signature Activation

Activate your qualified electronic signature following the provider’s instructions. Additional steps, such as certificate configuration, may be required.

6. Using the Signature

Once activated, you can use your qualified electronic signature to sign documents. Ensure the software is correctly installed and configured.

How to Obtain an Electronic Signature in Poland? – Summary

An electronic signature in Poland significantly simplifies remote handling of administrative matters. There are two main types: the Trusted Profile and the Qualified Electronic Signature. The Trusted Profile is free and allows communication with public administration. The Qualified Electronic Signature is paid, provides the highest level of security, and is equivalent to a handwritten signature. Having both signatures enables efficient business operations and handling personal administrative matters without leaving home.