How to make electronic signature in Poland?

Making your own electronic signature is a step that significantly facilitates remote handling of official matters in your company and personal affairs. In Poland, there are two main types of electronic signatures, so it is worth familiarizing yourself with their functions and applications before acquiring them. Having an electronic signature is essential if you plan to conduct business activities or handle personal matters without leaving home. This allows for company registration without needing to travel to Poland, saving time and money. What does the whole process look like, and how do you make an electronic signature? Learn more from our article.

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

In Poland, there are two most popular types of electronic signatures for communication and signing files, namely the trusted profile and the qualified electronic signature. Having both solutions is not mutually exclusive; in fact, it makes running a business much easier if you have both. Each has its unique features and applications, so it is worth understanding the differences between them before deciding which one to choose.

This article might interest you:

Trusted Profile

The trusted profile is a free tool that enables communication with public administration bodies in Poland. It is an ideal solution for people who often handle official matters online. With it, you can confirm your identity in electronic administration systems or sign documents for further submission to the appropriate office.

Authorities and institutions that use the trusted profile include:

• Ministry of Development – you can register, suspend, resume, or dissolve a business activity in CEIDG and use the public service database online on the portal gov.pl
• Ministry of Climate – you can manage your account in the BDO System
• Social Insurance Institution – you can handle insurance matters for yourself or an employee on the PUE ZUS portal
• Ministry of Family, Labor, and Social Policy – you can submit applications for a foreigner’s work permit on gov.pl
• Patent Office of the Republic of Poland – you can submit an application for the protection of an invention, utility model, industrial design, or trademark on the UPRP Electronic Services Platform
• Tax Offices – you can check your tax settlements and report an inheritance or donation on the Tax Portal
• National Support Center for Agriculture – you can submit applications for conducted crops through the eFarmer portal
• Architectural and Construction Administration Bodies – you can submit construction-related applications through the e-Building portal
• National Criminal Register – you can obtain a certificate of no criminal record.

Key information about the trusted profile for individuals:

• Free of charge – creating or having it does not incur any costs
• Designed for communication with administrative units in Poland – you can handle official matters with it, such as applications to offices, registrations in public registers, or using the ePUAP portal,
• Requires a PESEL number – obtaining a trusted profile requires having a PESEL number

Key information about the trusted profile for companies:

• You will not sign tax declarations and information (you will submit them in the e-Declarations service),
• You will not close a limited liability company,
• You will not make changes in the National Court Register if the company was not registered online.

Qualified Electronic Signature

A qualified electronic signature is a signature with a qualified certificate containing data such as name, surname, PESEL number, or passport number. It ensures the highest level of security and authenticity of documents and is legally equivalent to a handwritten signature. It is used to sign contracts, financial documents, and other important documents requiring certain identification of the signer.

Key information about the qualified electronic signature for individuals:

• Paid – obtaining a qualified electronic signature involves an additional cost
• Designed to confirm identity when logging in with a qualified certificate in the trusted profile in case you do not have a bank account from the list of available banks
• Designed for communication with administrative units in Poland – you can handle official matters with it, such as applications to offices, registrations in public registers, or using the ePUAP portal,
• Enables legally binding agreements electronically from a distance – signing lease agreements, sales contracts, services, and other civil law contracts, remotely signing loan agreements, loan applications, and other financial documents without the need for a personal meeting of the parties,
• Enables participation in tenders – signing documents in the application process
• Requires a formal identity verification process – verification of data on the identity document in person or remotely during video verification

Key information about the qualified electronic signature for companies:

• You will establish a business in Poland (without having a Trusted Profile)
• In the case of a company – you will sign tax declarations and information, e.g., financial statements
• In the case of a company – you will make changes to data in the National Court Register

How to Make an Electronic Signature in Poland? – PESEL

PESEL (Universal Electronic System for Population Registration) is a Polish identification number unique to every resident in Poland. The PESEL number was introduced in 1979 and is used to identify citizens in various administrative and public systems.

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

1. The first 6 digits are the date of birth in the format YYMMDD. For people born in the 20th century, 0 is added to the month, and for people born in the 21st century, 2 is added to the month.
2. The next 4 digits are a unique serial number, where the penultimate digit indicates gender (an even number indicates a female, and an odd number indicates a male).
3. The last digit is a check digit, calculated based on the previous digits according to the modulo 10 algorithm.

PESEL is used in many contexts, such as health, educational, tax, and pension systems. Its main purpose is to facilitate citizen identification and improve the efficiency of public administration.

PESEL for Polish Citizens

To make a PESEL number for a Polish citizen, follow these steps:

1. Identity card or passport

If you need a PESEL number to obtain an identity card or passport, the PESEL number will be assigned automatically when applying for an identity card or passport. In this case, you do not need to take additional steps.

2. PESEL number needed for another purpose

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

3. Where to submit the application

At the office where you are applying for an identity card or passport or at any Delegature of the Office of Administration and Civil Affairs.

4. Fees

No fees are charged for assigning a PESEL number.

5. Deadline

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

PESEL for Foreigners

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

1. Registration for a stay longer than 30 days

If you register for a stay longer than 30 days, the PESEL number will be assigned automatically. You do not need to submit an additional application.

2. Inability to register

• If you cannot register but need a PESEL number (e.g., for official matters), prepare:
• A completed application for a PESEL number (form available online or at the municipal office).
• An identity document confirming your identity and other data entered in the application.
• The application can be submitted in person at the municipal office or through a proxy.

3. Where to submit the application

At any Delegature of the Office of Administration and Civil Affairs.

4. Fees

The service of assigning a PESEL number is free of charge.

5. Procedure

• In the application, enter the legal basis on which you require a PESEL number (e.g., indicated by the Social Insurance Institution or the tax office).
• If the application is incomplete, you will receive a message requesting its completion. Failure to meet official requirements may result in the rejection of the application.

How to Make an Electronic Signature in Poland? – How to Create a Trusted Profile

A trusted profile allows you to use the Patient’s Internet Account (IKP) and other public online services. It can be created in two ways: online through a bank or in person at the office.

Creating a Trusted Profile Online

• Check if your bank offers the option to create a trusted profile.
• Log in to your bank account and follow the instructions to create the profile.
• The bank will confirm your identity, and the trusted profile will be created.

Creating a Trusted Profile at the Office

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

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

How to Make an Electronic Signature in Poland? – How to Create a Qualified Electronic Signature (QES)

A qualified electronic signature is a secure and legally binding way to sign electronic documents. Here are the steps to make it:

1. Choosing a certification service provider
   

Find an accredited provider of qualified electronic signatures. A list of such providers is available on government websites or with certification supervisory authorities.

2. Registration and purchase of the service

Register on the chosen provider’s website and select the appropriate service package and make a payment for the qualified electronic signature service.

3. Identity verification
   

Verify your identity with data from your identity document in person at a 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., on a cryptographic card with a reader or in the cloud) necessary for its use. Follow the instructions to install the software and configure the device.

5. Signature activation

Activate your qualified electronic signature according to the provider’s instructions. This may require additional steps, such as configuring the certificate.

6. Using the signature

After completing the activation process, you can use the qualified electronic signature to sign documents. Ensure that the software is correctly installed and configured.

Obtaining a qualified electronic signature involves several steps, but it allows for secure and legally binding electronic signing of documents.

How to Make an Electronic Signature in Poland? – Summary

An electronic signature in Poland significantly facilitates remote handling of official matters. There are two main types: the trusted profile and the qualified electronic signature. The trusted profile is free and enables 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 allows for efficient business operations and handling personal official matters without the need to leave home.