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How to start signing documents electronically within the EU

The eIDAS Regulation (910/2014) sets the legal framework for electronic signatures in the EU. It defines who can use electronic signatures and in what context. To ensure that electronic signatures can be created and validated anywhere in Europe, a number of standards were identified for their implementation.

Read our summary of the legislation and find you what you need to do to become compliant.

Consider the needs of your organisation and define what types of documents need to be digitally signed, and in which use cases. These are typically low-risk, high-volume agreements such as HR documents, but can also be sales and procurement papers or concern customer onboardings.

There are different types of e-signatures with different trust levels: simple, advanced and qualified. Qualified e-signatures, for example, feature the highest trust level and have the same legal standing as a handwritten signature. Assess which type of e-signature is appropriate in your case. To do so, take the practical details and legal risk into account, balance cost of implementation against risk of losing a legal challenge. Any signature can be contested but features like an e-Sign audit trail, implementation choice (one time PIN via SMS; specific click to accept terms and conditions) or adding a qualified signature gives you confidence should you have to defend something before a court.

Note that you can also request certificate-based signatures from signers outside your organization.

Keep in mind that e-seals are the same as e-signatures, but used by legal entities, such as a businesses or government organisations.

Based on your needs and the type of e-signature chosen, refine your requirements and define IT specifications to shape the workflow, application architecture and security controls.

To electronically sign a document, you need a digital application. You can choose to build your own solution in-house or find a solution provider that can adapt their product to your needs. Check out our documentation and support services to help you put together a solution. Consider the benefits of going digital with DIGITAL eSignature and assess your eligibility for DIGITAL funding .

If you go for a solution provider approach, you can skip the two next steps and go to section 8.

You can use the Digital Signature Software (DSS) open-source library to ensure that your e-signatures and e-seals are created and verified in line with European legislation and standards. You can adopt DSS as such or use it as a reference implementation. Need help with this step? Contact our service desk for information and support.

If your solution is based on the DSS, it’s already compliant and you can skip this step. If you have developed your own signing application without the DSS, you can test the interoperability and conformity of your e-signature solutions with our ETSI Signature Conformance Checker. You can also validate qualified and advanced signatures and seals using our Qualified electronic signature - QES validation algorithm

To digitally sign a document using an advanced or qualified e-signature, you must have a valid digital certificate. A digital certificate is similar to a digital ID and they are provided by Trust Service Providers. Access our eSignature Trusted List Browser to choose from over 200 active Trust Service Providers. 

Please note that some signing solution providers have partnerships with TSPs to facilitate the provisioning of digital certificates and smooth the process.

You and your application are ready to start digitally signing documents.

Questions? Contact our eSignature Service Desk. All of DIGITAL's tools and services are available at no cost.

Solution providers

If you would like to offer electronic signing solutions that comply with the eIDAS Regulation, there are a few things you need to do first.

The eIDAS Regulation (910/2014) sets the legal framework for electronic signatures in the EU. It defines who can use electronic signatures and in what context. To ensure that electronic signatures can be created and validated anywhere in Europe, a number of standards were identified for their implementation.

Read our summary of the legislation and find you what you need to do to become compliant .

Gather business needs from the market or target user group and translate them into requirements. Keep in mind that e-seals are the same as e-signatures, but used by legal entities, such as a businesses or government organisations. There are different types of e-signatures and e-seals with different trust levels: simple, advanced and qualified. Qualified e-signatures, for example, feature the highest trust level and have the same legal standing as a handwritten signature. Assess the requirements for each type and define what types of e-signature products you will be offering.

As a service provider, you can build your solution with our open-source library, Digital Signature Software (DSS). DSS supports the creation and verification of interoperable and secure electronic signatures in line with the eIDAS Regulation. You can adopt DSS as such or use it as a reference implementation. Check out our documentation and support services to help you put together a solution. Consider the benefits of going digital with DIGITAL eSignature and assess your eligibility for DIGITAL funding .

If your solution is based on the DSS, it’s already compliant and you can skip this step. If you developed your own signing application without the DSS, you can test the interoperability and conformity of your e-signature solutions with our ETSI Signature Conformance Checker . You can also validate qualified and advanced signatures and seals using our Qualified electronic signature - QES validation algorithm .

Access our Trusted List Browser to find over 200 active Trust Service Providers that are accredited to deliver the highest level of compliance with the EU eIDAS electronic signature Regulation.

You are ready start offering and promoting your service.

Questions? Contact our eSignature Service Desk. All of DIGITAL's tools and services are available at no cost.

Third Countries

The Pilot for the International Compatibility of Trust Services aims to illustrate how the mutual recognition between the EU and a third country (hereafter 3rd country) of the qualified trust service providers (QTSP) and the qualified trust services (QTSs) they provide (hereafter collectively QTSPs/QTSs) could be (technically) implemented under Article 14 of eIDAS.

For more information, please click here.

Citizens

Processing physical documents can take a lot of effort. Calculate the time it usually takes you to print your documents one by one, have the documents signed, prepare the documents for sending and wait for the post office or the courier to reach your recipient.

Using e-signatures makes signing documents easy. Once you have the document, all you need to do is sign it using an e-signature and email the document to your recipient.

To digitally sign a document, you must have a valid digital certificate, which is similar to a digital ID. Digital certificates are provided by Trust Service Providers. Access our  eSignature Trusted List Browser to choose from over 200 active Trust Service Providers.

Please note that some signing solution providers have partnerships with trust service providers to facilitate the provisioning of digital certificates and make it easier for users to get certificates.

Next, you need to choose a signing application. Trust service providers or e-signature solution providers offer such applications and other e-signature products. Choose the provider that meets your needs. 

Each service provider will offer their own step-by-step process for signing digitally.

Email your signed document to the recipient.