How to verify electronic signatures – how to check a signature?

Electronic signature verification allows you to check whether a signature was correctly created, whether the document has retained its integrity, and whether the available data confirms the signature’s validity. It is useful both when entering into contracts and in the day-to-day management of business documentation.

On the doPodpisu.pl platform, you can verify electronic signatures, advanced electronic signatures, and qualified electronic signatures. Simply upload a document and review the verification results.

What Is Electronic Signature Verification?

Electronic signature verification, also known as validation, involves checking the technical correctness of a signature based on the available data. This may include checking document integrity, certificate information, and the signature’s status.

Verification is particularly important for qualified electronic signatures. Under the eIDAS Regulation, a qualified electronic signature has the same legal effect as a handwritten signature.

However, it is important to remember that the mere presence of a graphical representation of a signature in a PDF file does not confirm its validity. The assessment should be based on the verification result and the information associated with the signature.

Electronic signature verification is useful for businesses, institutions, and individuals. It helps verify documents received from customers, business partners, suppliers, and public authorities.

How to Verify an Electronic Signature on doPodpisu.pl

With a Standard or Premium plan on doPodpisu.pl, you can verify electronic signatures, including advanced and qualified electronic signatures. The process takes place online and does not require you to analyse the technical parameters of a signature yourself.

How to verify a signature step by step

Log in to doPodpisu.pl. Open the platform and access your account.

Go to the “Verification” tab. Open the electronic signature verification feature.

Select a document. Prepare the original electronic file containing the signature you want to verify.

Upload the file to the platform. Select the document stored on your device.

Click “Verify”. Start the signature verification process.

Check the result. Review the information displayed once the process is complete.

Download the report. If you need documentation of the verification, save the report if one is available for the process.

The verification result helps you assess whether the signature is technically correct and identify any issues that may require further investigation.

Verification of Qualified, Advanced, and Electronic Signatures

Different types of electronic signatures have different technical and legal requirements. When verifying a signature, it is therefore important to consider the signature type and the data available in the document.

Verification of a qualified electronic signature allows you to check information about the signature and its associated qualified certificate. This is particularly important for documents requiring a signature with the same legal effect as a handwritten signature.

Verification of an advanced electronic signature allows you to check the available signature data and the integrity of the signed document. The scope of verification depends, among other things, on how the signature was created and the technical solutions used.

Electronic signature verification allows you to assess whether a signature is correct based on the information stored in the file and the data available during validation.

On doPodpisu.pl, you can verify all three types of signatures. In each case, the result should be interpreted in the context of the signature type, file format, and scope of the verification performed.

What Does Electronic Signature Verification Check?

The scope of verification depends on the signature type, document format, and available data. The process may cover several important elements.

Signature validity – checking whether the signature can be successfully verified using the available data.

Document integrity – checking whether changes that compromise the document’s integrity have been made after the signature was created.

Signer information – checking the information about the signer available in the certificate or signature structure.

Certificate validity – checking the certificate’s status and its relevance to the signature assessment.

Signing time information – analysing the available data concerning when the signature was created, including the timestamp if one was applied.

Document integrity is particularly important. Changes to a file after it has been signed may affect the verification result. You should therefore use the original electronic document rather than just a printout, screenshot, or image showing the signature.

It is also important to remember that a positive technical verification result must be interpreted in the context of the information contained in the report. It does not automatically mean that the document meets all the formal or legal requirements applicable to a particular matter.

What Information Does a Document Signing Attestation Contain?

When documents are signed on doPodpisu.pl, a document signing attestation is generated. It contains information about the document and the signing process.

The attestation may include:

Document identifier – a reference used to identify the document within the process.

Date sent for signature – information indicating when the signing process began.

Signers’ details – the first names, surnames, and email addresses of the participants in the signing process.

Signature information – the type of signature used and details of how the signer’s identity was authenticated.

Qualified electronic seal – a security measure that confirms the origin of the attestation and helps protect its integrity.

The attestation makes it easier to trace the signing process. It can be useful when archiving contracts, maintaining business records, and resolving questions about whether a document was signed.

However, a document signing attestation should be distinguished from electronic signature verification. The attestation records information about the signing process, while verification checks the signature based on the available data. These are two different but complementary elements of electronic document management.

When Should You Verify Signed Documents?

Electronic signature verification is useful wherever the authenticity of a signature, document integrity, and access to technical information about the document are important.

When entering into contracts with business partners

Checking the signature on a contract received from a business partner can help identify potential technical issues before the document is used further. This is particularly important for documents relating to cooperation, orders, and financial obligations.

In day-to-day business operations

Businesses process numerous electronic documents, including contracts, HR documents, orders, and formal correspondence. Signature verification can form part of document control procedures and help ensure that documentation is handled securely.

During tenders and formal proceedings

In proceedings that require a specific type of signature, its correctness may be relevant to meeting formal requirements. Verification allows you to check the available technical data, but the result must also be assessed against the requirements of the specific proceeding.

When archiving documents

Verification can help assess the technical status of signatures on electronically stored documents. For important contracts and records, it is advisable to retain the original files and reports from completed verification checks, where available.

Regular electronic signature verification makes it easier to manage documentation and identify issues that require clarification more quickly.

What Does a Negative Electronic Signature Verification Result Mean?

A negative verification result means that certain signature parameters could not be confirmed or that an issue requiring further analysis was detected. However, this does not always mean that the document is legally invalid in every respect.

Possible causes include:

Changes to the document after signing – the file may have been modified in a way that compromises the signature’s integrity.

A certificate issue – the certificate may be invalid, revoked, or have another status that affects the verification result.

Irregularities in the signature structure – the signature may not meet the technical requirements necessary for successful validation.

Missing required data – the document may not contain all the information needed to confirm certain parameters.

Limited access to verification data – some information required to assess the signature may be missing or impossible to confirm.

If the result raises concerns, review the details of the message and download the verification report, if available. You can also ask the sender to resend the original document or consult the trust service provider.

Summary: How to Verify an Electronic Signature

Electronic signature verification allows you to check a signature’s technical correctness and assess the integrity of the signed document. It is useful when entering into contracts, managing business documentation, and working with business partners.

On doPodpisu.pl, you can verify electronic signatures, advanced electronic signatures, and qualified electronic signatures. Simply log in to the platform, go to the “Verification” tab, upload the document, and click “Verify”. Once the process is complete, you can review the results and download a report if one is available.

The platform also provides a document signing attestation, which helps reconstruct the signing process and review information about its participants.

Want to verify a signed document? Log in to doPodpisu.pl and use the electronic signature verification feature available with the Standard and Premium plans.