Documents Required for Identity Verification – A Practical Guide

Identity verification is one of the most important steps in obtaining a qualified electronic signature. It confirms the identity of the person applying for a certificate and verifies the information that will be associated with it. The required documents may vary depending on whether the certificate contains only personal information or also includes details about a company or institution.

In this guide, we explain which documents you need to prepare for personal, business, and institutional certificates. We also cover the requirements for foreign nationals and explain how remote identity verification works on doPodpisu.pl.

What documents are required to obtain an electronic signature?

The list of required documents depends primarily on the type of certificate and the information it is intended to contain. An identity document is the basic requirement, but certificates containing additional information may also require company registration documents, powers of attorney, or proof of authorization to represent an organization.

1. Personal certificate – which documents do you need?

A personal certificate contains information identifying an individual, without additional company or institutional details. It can be used, for example, when signing private documents or acting as an individual.

To verify your identity, you need:

• A valid national identity card or passport.

If the certificate is to contain additional information, such as a PESEL number (Poland’s national identification number) or a NIP number (tax identification number), additional documents confirming these details may be required. The specific requirements depend on the provider and the certificate variant you choose.

It is worth noting that a personal certificate does not include company details in the signature. However, this does not mean it can only be used for private documents. You can also use it to sign documents related to your professional activities, provided that this type of signature is appropriate for the transaction and meets the recipient’s requirements.

2. Business certificate – documents required for verification

A business certificate, also referred to as a professional certificate, can contain information identifying the company in addition to the signer’s personal details. This helps associate the signature with a specific business entity.

In this case, you need to prepare documents confirming both your identity and the company’s details and representation rules.

The documents most commonly required include:

• Identity document – a valid national identity card or passport.
• Company registration document – for example, a current extract or printout from the National Court Register (KRS) or the Central Register and Information on Economic Activity (CEIDG). For Certum procedures, the registration document may need to have been issued within a specified period, such as the previous six months.
• Power of attorney – signed by the person or persons authorized to represent the company, if you are not authorized to represent it independently.
• Confirmation of NIP and REGON numbers – if these details are not included in the registration document provided or are required separately. REGON is Poland’s national business register identification number.

Is a power of attorney always necessary?

No. If you are authorized to represent the company independently, an additional power of attorney may not be required. If the company requires joint representation, the document must be signed in accordance with its applicable representation rules.

Before submitting your documents, check not only who is authorized to represent the company but also whether granting a valid power of attorney requires the signature of one person or several representatives.

3. Certificate for a public institution – what should you prepare?

A certificate issued to a representative of a public institution or public-sector entity may contain both personal information and details identifying the organization represented. Verification therefore covers not only the applicant’s identity but also the legal basis for their authority to act on behalf of the institution.

In addition to an identity document, the following may be required:

• Power of attorney – signed in accordance with the institution’s representation rules, where applicable.
• Registration document or other proof of the institution’s details – depending on its legal form and organizational structure.
• Confirmation of NIP and REGON numbers – if required by the verification procedure.
• Document specifying representation rules – for example, relevant provisions of the institution’s statutes or another organizational document.
• Appointment decision, nomination document, or resolution – confirming the applicant’s position or function, if needed to establish their authority.

In certain situations, particularly when a person acts as an officer of a public authority, their authorization may be established through an appointment decision, a formal nomination, or another relevant document.

Not every institution is required to submit the same set of documents. Requirements may depend on the type of entity, its representation rules, and the role of the person applying for the certificate. Before starting the process, it is therefore advisable to confirm with the provider which documents are required in your particular case.

4. Identity verification for foreign nationals

Foreign nationals applying for a certificate must also provide a document that allows their identity to be verified. Accepted documents and any additional requirements depend on the provider and the type of certificate.

A valid passport or another accepted identity document may be used as the primary document. If you are applying for a certificate offered by Certum, check the document validity requirements before starting the process.

What if a foreign national has a Polish PESEL number?

If the certificate is to contain a Polish PESEL number, additional confirmation that the number has been assigned to the applicant may be required. Depending on the provider’s requirements, this may include:

• A certificate from the relevant population register office confirming that the PESEL number has been assigned.
• A Polish driving licence.
• A residence card containing the relevant information.

Not having a PESEL number does not automatically mean that a foreign national cannot obtain a qualified electronic signature. The possibility of issuing the certificate depends on the available identification procedure, the identity document presented, and the requirements of the trust service provider.

If you do not have a Polish identity document, check whether your document will be accepted under the verification method you intend to use before starting the process.

How to prepare for identity verification

Regardless of the type of certificate, it is worth checking a few things in advance. This helps reduce the risk of the process being interrupted because of missing documents or inconsistent information.

1. Determine which certificate you need. Check whether it should contain only your personal details or also information about a company or institution.
2. Prepare a valid identity document. Make sure it has not expired and is accepted by the provider.
3. Check whether additional documents are required. This is particularly important for powers of attorney, company registration documents, and confirmation of a PESEL number.
4. Verify the representation rules. If you are acting on behalf of a company or institution, check whether you can act independently or whether additional signatures are necessary.
5. Check the requirements for your chosen verification method. The documents or actions required may differ between in-person verification and remote identity verification.

Remember that the complete list of required documents depends on the provider, the type of certificate, and the identity verification method. If you have any doubts, it is best to confirm the requirements before starting the process.

How does identity verification work on doPodpisu.pl?

Obtaining a qualified electronic signature does not necessarily require an in-person visit to a verification point. With doPodpisu.pl, you can verify your identity online in selected processes using one of three methods: mObywatel, IDnow, or Nect.

mObywatel

This verification method uses the official mObywatel mobile application. You scan the QR code displayed on the doPodpisu.pl platform and confirm your details in the app. You then follow the instructions to verify your electronic identity card using its electronic chip, the CAN number, and NFC technology on your smartphone.

IDnow

IDnow AutoIdent enables remote identity verification using an identity document and facial verification. You take photographs of your identity document and record a short video selfie. The system analyzes the document, checks its security features, and compares your face with the photograph on the document.

Nect

With Nect, you record your identity document and complete a video selfie. The system automatically analyzes the document’s information and security features, then compares your face with the photograph on the document.

What should you prepare for online verification?

You will need an identity document accepted by the selected verification procedure and a phone or other device that meets the method’s technical requirements. For mObywatel verification, you need a smartphone that supports the required functions, including NFC.

Before starting the process, read the instructions displayed on the platform and make sure your device is ready.

Once verification has been completed successfully, you can proceed to the next steps required to obtain and use your qualified electronic signature. The availability of individual verification methods depends on the product and identification procedure you choose.

For more information, visit the doPodpisu.pl page about the one-time qualified electronic signature.

Summary

The documents required for identity verification depend on the type of certificate you want to obtain. For a personal certificate, an identity document is the basic requirement. A business certificate may also require company registration documents and a power of attorney, while certificates for public institutions may require additional documents confirming representation rules or the applicant’s official position.

Foreign nationals should check which identity documents are accepted in their particular case and whether additional confirmation of their PESEL number is necessary.

If you want to reduce the administrative burden, consider remote identity verification. doPodpisu.pl offers methods using mObywatel, IDnow, and Nect, allowing you to complete identity verification online without visiting a verification point in person.