Documents needed to confirm identity

3-minute read Updated: November 21, 2025

Identity verification is an integral part of the process of obtaining a certified signature such as SimplySign and Certum Mini. This is extremely important from the perspective of signature security. Depending on the type of data included in the signature, you will need the appropriate documents.

Confirming identity for personal certificates

Personal certificates contain only personal data identifying a person. They are recommended for people signing their private documents and documents of other entities (companies, institutions, local government, government administration).

For proof of identity for such a certificate, it will be necessary to show:

  • Identity document - a valid ID card (IDCard) or passport.

Confirming identity for company certificates

Company certificates - in addition to personal data identifying the person - also contain additional data of the company. Such a signature can only be used to sign documents of the company whose data is included in the certificate.

In order to confirm your identity, you must present:

  • Identity document - valid ID card (IDCard) or passport
  • completed power of attorney (form link) signed by a person or persons authorized to represent the company in question - this does not apply to persons authorized to represent a single person
  • Extract from the registration office, such as KRS or CEIDG, no older than 6 months
  • Confirmation of transmission No. NIP and REGON - if they are not given in the statement.

Confirming identity for certificates issued to institutions

Certificates issued to representatives of public institutions and establishments are no different from company certificates. In the same way, they contain personal data identifying the person and the data of the institution. They can be used to sign documents of a particular institution only.

The following documents must be presented to prove identity:

  • Identity document - valid ID card (IDCard) or passport
  • completed power of attorney (form link) signed by the person or persons authorized to represent the institution in question; this does not apply to persons acting in a public authority capacity
  • the relevant appointment decision, act of appointment or other document on the basis of which the person acts as a public authority
  • Extract from the registration office, such as KRS or CEIDG, no older than 6 months
  • Confirmation of the sending number NIP and REGON - if they are not given in the statement
  • copy of the document specifying the principles of representation
  • Resolution or act of appointment to the position.

Confirmation of identity for a foreigner

  • Foreigners applying for a certified electronic signature shall provide the same documents as Polish citizens.
    The only exception to this rule is when a citizen of another country has a Polish PESEL number. In such a situation, he should present an additional document confirming its issuance. This may be:

    • certificate from the office of population registration of the assigned number PESEL
    • polish driving license
    • residence card.

If you have any doubts we will help you remotely or in person at your place or at one of our Warsaw offices.  Contact us. We can help 🙂

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