Qualified Electronic Signature for Foreigners Without a PESEL Number

Can a foreigner obtain a qualified electronic signature in Poland without a PESEL number and without the mObywatel app? Yes. Obtaining a qualified electronic signature is not reserved exclusively for Polish citizens. Depending on the selected solution, identity can also be verified using remote identification methods such as IDnow or Nect.

As a result, a foreign national can obtain a qualified electronic signature and sign documents online without having to visit a physical service point. doPodpisu.pl provides solutions that enable the process to be completed remotely, while the platform also allows users to send, sign, store, and verify documents in one place.

This is particularly useful for companies employing foreign workers, employment and recruitment agencies, HR departments, and organizations working with contractors from outside Poland.

Can a foreigner have a qualified electronic signature?

Yes. A qualified electronic signature for a foreigner is available after completing the required identification procedure and issuing a qualified certificate. The key requirement is to properly verify the applicant’s identity in accordance with the requirements of the specific trust service provider.

For solutions available through doPodpisu.pl, remote identity verification is possible using, among other methods, mObywatel, IDnow, and Nect. This means that a person who cannot use mObywatel may use another available identification method.

Qualified Electronic Signature for a Foreigner Without a PESEL Number

Not having a PESEL number should not automatically be treated as an obstacle to obtaining a qualified electronic signature.

The most important part of the identification process is confirming that the person applying for the certificate is who they claim to be. Depending on the selected method, the process may be completed remotely using an identity document and biometric verification.

At doPodpisu.pl, IDnow and Nect are among the remote verification methods available. The process includes checking the identity document and comparing the person’s image with the photograph contained in the document.

Therefore, a qualified electronic signature for a foreigner without a PESEL number may be a suitable solution for people working in Poland, cooperating with Polish companies, or completing formalities remotely from abroad.

How Can a Foreigner in Poland Obtain a Qualified Electronic Signature Online?

The process can be completed without visiting a physical service point if the selected product supports remote identification.

For a one-time qualified electronic signature at doPodpisu.pl, the process is as follows:

1. Choose a one-time qualified electronic signature.
2. Register on the doPodpisu.pl platform and activate the signature using the code you receive.
3. Complete remote identity verification using an available method, such as IDnow or Nect.
4. Sign the document online after successfully completing the verification process.
5. Download the signed document and use it for its intended purpose.

For the one-time qualified electronic signature, doPodpisu.pl states that the signature can be obtained within 15 minutes when remote identity verification is used. The product is intended for signing PDF documents and uses a qualified certificate provided by EuroCert.

What Identity Verification Methods Are Available?

mObywatel

People who can use the mObywatel app may use it to confirm their identity. The process starts on the doPodpisu.pl platform and uses, among other things, a QR code and identity document data.

IDnow

IDnow enables remote identification based on an identity document and a selfie video. The system analyzes the document and compares the person’s image with the photograph contained in the document.

Nect

Nect is another remote identity verification method available when obtaining selected qualified electronic signatures. The process uses a recording of the identity document and a selfie video, followed by automated analysis of the data and image.

Thanks to alternative identification methods, a foreigner does not have to use mObywatel if another verification method is available for the selected product.

Qualified Electronic Signature for Foreigners with doPodpisu.pl

doPodpisu.pl is more than just a tool for creating a single signature. It is a platform for sending, signing, storing, and managing documents online.

The platform supports three types of electronic signatures:

• electronic signature (SES),
• advanced electronic signature (AES),
• qualified electronic signature (QES).

This allows companies to select the appropriate type of signature for a particular document and process.

Sending Documents for Signature

A document can be sent to one or multiple people. It is also possible to define the order in which the document should be signed.

This can be useful, for example, in HR processes where an employee should sign a document first, followed by a company representative.

The platform also allows users to add their own message for the recipient and use reminders for documents awaiting signature.

Signing Documents by Multiple People

The signing process can involve multiple participants. This eliminates the need to send successive versions of a document between an employee, manager, HR department, or contractor.

doPodpisu.pl allows users to initiate the signing process with a single action and monitor its progress.

Signing Without Logging In

In selected processes, a document recipient can sign a document without creating an account on the platform.

This is particularly useful in recruitment and when working with external parties. A company can send a document to an employee or candidate, who can complete the signing process without having to create a separate account.

Tracking Document Status

There is no need to constantly check email or ask individual people whether a document has already been signed.

The platform allows users to check, among other things:

• whether the document has been sent,
• whether it has been received,
• whether it has been signed,
• what stage the process is at,
• what actions have been performed as part of the document workflow.

Documents are available in one place together with information about their status.

Automatic Reminders

If a recipient has not signed a document, the platform can send a reminder. This reduces the need to manually contact every employee or contractor.

e-Archive

Signed documents can be stored on the platform and organized within the e-Archive.

Users can create their own folders, assign documents to them, and find the required documentation more quickly.

Verification of Signed Documents

doPodpisu.pl allows users to verify the validity of electronic signatures. It is also possible to verify multiple files at once and download reports from the verification process.

Document Templates

Templates can be prepared for recurring processes. This is particularly useful for HR, sales, and administration departments where similar documents are regularly sent to different people.

Contact Book

The platform provides a contact book that makes it easier to manage regular document recipients.

Organization Account

Companies can use an organization account, which allows employees to work with documents within the company’s structure and manage users.

REST API

doPodpisu.pl also provides a REST API that allows the platform to be integrated with other systems, such as electronic document workflow or CRM solutions.

The API can be used, among other things, to:

• import documents,
• initiate signing processes,
• download documents,
• manage documentation,
• manage organization users.

This makes it possible to integrate the signing process directly into existing company workflows.

What Types of Electronic Signatures Can Be Used?

Not every document requires a qualified electronic signature. For this reason, doPodpisu.pl supports different types of electronic signatures.

Electronic Signature (SES)

A basic type of electronic signature that can be used for documents and processes that do not require a higher level of signature.

Advanced Electronic Signature (AES)

A signature providing a higher level of identification and linking the signature to the person signing the document.

Qualified Electronic Signature (QES)

A qualified electronic signature based on a qualified certificate. It is used when a document or procedure requires a qualified level of signature.

doPodpisu.pl supports all three types of signatures, so a company does not have to use the same solution for every type of document.

One-Time or Reusable Qualified Electronic Signature?

For a foreigner who needs to sign a single document, a one-time qualified electronic signature may be an appropriate solution.

doPodpisu.pl also offers packages of reusable qualified electronic signatures. Depending on the selected option, they may include 5, 20, 100, 500, or 1,000 signatures, with validity periods ranging from several days to one year.

People who regularly sign documents with a qualified electronic signature can also use the ECSigner cloud-based qualified electronic signature. Available options can have a validity period of up to 3 years, and with selected identification methods, the signature can be obtained entirely online.

Qualified Electronic Signature for an Employee from Abroad

An electronic signature is particularly useful for companies employing people who live outside Poland.

The process may include:

• employment contracts,
• contract amendments,
• declarations,
• recruitment documents,
• onboarding documents,
• B2B contracts,
• documents provided to contractors,
• documents requiring a qualified electronic signature.

Instead of printing a document, sending it abroad, waiting for it to be signed, and receiving a scan, the company can complete the process online.

This is particularly important for temporary employment agencies and companies conducting international recruitment. doPodpisu.pl provides the ability to handle employees and candidates remotely and use different types of signatures within a single process.

Electronic Signature for Foreigners and Security

The document signing process should take into account not only the signature itself but also how documents are transmitted, stored, and verified.

doPodpisu.pl combines these elements in one environment. Users can send a document, specify recipients and the signing order, monitor its status, store the document, and verify the signatures that have been applied.

The platform also provides mechanisms related to user identification and authentication, as well as remote verification of document recipients’ identities.

Is a Qualified Electronic Signature Valid Throughout the European Union?

A qualified electronic signature is regulated by the eIDAS Regulation. A qualified electronic signature has legal effect equivalent to a handwritten signature.

The qualified electronic signature solutions available through doPodpisu.pl are provided by EuroCert, a qualified trust service provider.

doPodpisu.pl for Companies Employing Foreigners

For organizations employing people from different countries, obtaining a qualified electronic signature is only one part of the process. Efficient management of the entire document workflow is also important.

doPodpisu.pl allows companies to manage these elements in one place:

1. Prepare the document
Upload a PDF document and prepare it for signing.

2. Add recipients
Specify the people who should sign the document and define the signing order.

3. Send the document online
The recipient receives the document without the need to exchange paper copies.

4. Sign the document
Depending on the requirements, use SES, AES, or QES.

5. Monitor the process
Check the signing status and use reminders.

6. Verify the signature
Check the validity of the signatures and download a report if necessary.

7. Store the document
Organize signed documents in the e-Archive.

This means that doPodpisu.pl can be used not only to obtain an individual qualified electronic signature but also as part of an organization’s entire electronic document workflow.

When Is It Worth Using doPodpisu.pl to Handle Documents for Foreigners?

The platform can be particularly useful when a company:

• employs foreign workers,
• conducts international recruitment,
• works with employment agencies,
• cooperates with contractors outside Poland,
• signs documents with people located outside the company’s headquarters,
• wants to reduce paper-based document workflows,
• needs control over the status of documents being signed,
• wants to store signed documentation in one place,
• wants to integrate the signing process with its own CRM or electronic document workflow system.

Qualified Electronic Signature for Foreigners – Key Information

Can a foreigner obtain a qualified electronic signature?
Yes. A foreign national can obtain a qualified electronic signature after completing the required identification procedure.

Is a PESEL number required?
A PESEL number is not required in every case. What matters is whether the person’s identity can be properly verified using an identity document, such as an identity card or passport.

Is mObywatel required?
No. In addition to mObywatel, doPodpisu.pl also provides remote verification methods using IDnow and Nect.

Can a qualified electronic signature be obtained without visiting a physical service point?
Yes, for products that offer remote identity verification. The selected qualified electronic signature can be obtained entirely online.

Can a PDF document be signed?
Yes. One-time and selected reusable qualified electronic signature solutions at doPodpisu.pl support PDF documents and PAdES signatures.

Can a document be sent to several people for signing?
Yes. The platform allows documents to be sent to multiple recipients and the signing order to be defined.

Does the recipient need an account?
In selected processes, documents can be signed without logging in, making it easier to work with employees, candidates, and contractors.

Can documents be stored on the platform?
Yes. doPodpisu.pl provides document storage and an e-Archive where documentation can be organized into folders.

Can the validity of a signature be checked?
Yes. The platform allows users to verify signed documents, verify multiple files at once, and download reports.

Does doPodpisu.pl support signatures other than QES?
Yes. The platform supports electronic signatures (SES), advanced electronic signatures (AES), and qualified electronic signatures (QES).

Can doPodpisu.pl be integrated with another system?
Yes. The REST API enables, among other things, document import, initiation of signing processes, document downloads, and organization user management.

Summary

A foreigner in Poland can obtain a qualified electronic signature without a PESEL number, provided that they can complete the required identification procedure for the selected product. Not having access to mObywatel does not necessarily mean that an in-person visit is required, as alternative remote verification methods such as IDnow and Nect are also available.

With doPodpisu.pl, the process can involve not only obtaining a qualified electronic signature but also sending documents, signing by multiple people, defining the signing order, sending reminders, monitoring statuses, verifying signatures, using the e-Archive, and managing documentation.

This allows companies to handle documents for employees, candidates, and contractors from abroad as part of a single digital workflow, without relying on paper-based document processes.