A qualified electronic signature for a company in Poland is an essential tool for board members and other employees who prioritize efficient organizational management. A digital signature ensures legal compliance, facilitates administrative procedures, and allows secure management of electronic documentation. Who should consider this service? What type of e-signature for a limited liability company (LLC) and other business entities is worth choosing in the digital age? You will find the answers in this article.
Electronic signature for a company in Poland – how to use it?
A qualified electronic signature for a company in Poland is a trusted service that enables the management and other authorized individuals to make legally binding declarations of intent in electronic form. According to the EU eIDAS regulation, the legal force of this tool is equal to that of a handwritten signature. Thanks to appropriate regulations, a signature with a qualified certificate confirms the identity of the person representing the company and ensures that the signed electronic document has not been altered after signing.
Due to its versatility and wide range of applications, a qualified signature is most commonly used in companies by:
- individuals serving on the company’s board,
- members of the supervisory board,
- proxies,
- accountants and financial specialists,
- employees handling tender procedures,
- employees conducting business negotiations.
Each user of a qualified signature must go through an identity verification process and obtain a certificate with their full name (for individuals). In the case of companies, a qualified signature is not issued in the company’s name but is assigned individually to a specific person. On the other hand, the tool that replaces a traditional company stamp is the qualified electronic seal, which contains only the company’s details.
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- Electronic seal – what is it, how does it work, and what does it look like?
- Electronic seal vs. qualified signature – differences
In general, obtaining a qualified signature in Poland requires a PESEL number. However, foreigners can present their passport during the identity verification process.
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Qualified signature for a company in Poland – applications
A qualified signature is a universal tool accepted in cross-border transactions throughout the European Union and in e-government systems. Its applications in a company include:
- making declarations of intent on behalf of the company,
- signing contracts and business offers remotely,
- signing legal documents (including those required by foreign partners and authorities),
- logging into public administration systems,
- representing the company in dealings with authorities,
- submitting financial statements (e-KRS, S24),
- filing tax returns (e.g., CIT, VAT),
- participating in Polish and European tenders and auctions (e.g., e-Zamówienie),
- applying for EU grants,
- signing insurance and leasing agreements,
- signing banking documents,
- managing internal documentation (e.g., policies, procedures, regulations),
- archiving electronic documents.
Electronic signature for an Limited liability company
A qualified electronic signature allows an Limited liability company (Ltd) to be established online. With this tool, it is also possible to establish other types of companies, such as general partnerships, limited partnerships, or simple joint-stock companies with standard provisions. To do so, registration on the S24 portal, coordinated by the Ministry of Justice, is required.
Setting up a company on the S24 portal involves several steps, such as:
- logging into the portal,
- choosing the legal form of the company,
- specifying the company’s name and headquarters, scope of activity, shareholders, their contributions, company duration, profit distribution, transfer of shareholders’ rights and obligations, representation method, etc.,
- signing the company agreement using a contract template by all shareholders, e.g., with a qualified electronic signature.
It is worth noting that individuals representing the organization can acquire different types of qualified signatures, tailored to their needs and work mode. These may include a classic company signature with a cryptographic card and reader or a cloud-based qualified signature that does not require additional devices.
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Electronic signature for a company – benefits
Using a qualified signature in a company offers numerous benefits, both for daily business processes and for strategic electronic document management. Here are the most important ones:
- Legal compliance – Thanks to the eIDAS regulation, an e-signature for a company has the same legal validity as a handwritten signature. It is accepted in administrative, judicial, and business proceedings in Poland and across the EU.
- Work efficiency – A qualified electronic signature enables remote contract signing with employees and contractors. It speeds up e-documentation signing and reduces the need for printing paper versions.
- Security – An e-signature confirms document integrity. With advanced cryptographic solutions, it protects files against forgery and manipulation while supporting compliance with internal security policies and legal requirements for data protection.
- Mobility – A cloud-based qualified electronic signature does not require additional devices, such as a card reader, but only a signing application installed on a smartphone. It is therefore ideal for board members or employees who travel frequently and need convenient access to this trusted service.
- Automation and digitization – A signature for a company enables the implementation of automated processes in the organization, such as electronic document workflows, which streamline digital document management.
- Benefits in international relations – A qualified signature certificate facilitates signing contracts and documents in cross-border transactions across the European Union. It makes cooperation with foreign partners faster and simpler.
Qualified electronic signature for a company in Poland – summary
A qualified electronic signature is a key trusted service for companies, enabling effective management of electronic documentation and smooth business operations. This tool has the same legal force as a handwritten signature and is highly useful for signing remote contracts, submitting electronic financial statements, tender offers, and even setting up standard companies online.
An e-signature for a company ensures legal compliance and data security. It streamlines digitization and automation processes, and under eIDAS regulations, it facilitates cooperation with partners in Poland and the EU. It is universal and tailored to both daily business needs and the strategic actions of a company’s management.
