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In the digital age, more and more documents are moving to electronic format. Signing them traditionally, with a pen on paper, is becoming less and less practical and sometimes even impossible. Fortunately, a qualified electronic signature comes to the rescue, which allows a signature to be affixed to a digital document, giving it the force of law. But which documents can be signed this way? Is it only PDFs? What about other popular formats, such as Excel or Word?
PDF files are undoubtedly the most popular electronic document format, and the most commonly digitally signed. Their advantage is that they retain the original look and layout of the document, regardless of the device or software on which they are opened. Digital signature programs allow signatures to be applied directly to PDF files, making them ideal for contracts, invoices, certificates or other official documents.
Although Excel and Word files are commonly used, but signing them electronically is not recommended. This also applies to JPG, PNG or presentation (PPT) image files. After signing, the document is saved in XADES format, which is an electronic signature standard based on XML technology. To see the contents of such a document, then you need to open it In dedicated software for managing electronic signatures and certificates.
Therefore, it is recommended to convert Excel and Word, Power Point or image files to PDF format before signing them.
Files in XML format occupy a special place. Financial reports and submissions to the Central Register of Actual Beneficiaries are saved precisely as XML and retain the same format after signing.
Digital signature is an extremely useful tool that makes the process of signing documents easier and faster. Although PDFs remain the most popular format for digital signing, it is also possible to sign other formats, such as Excel or Word, once they have been converted to PDF. It is worth remembering, however, that signing other formats can generate difficulties in reading their content after signing, so it is always worth consulting the recipient of the document or a digital signature specialist if in doubt.
If you have any concerns or questions, please contact us
We will answer your questions, find a date that suits you and an advisor in Gdansk, Gdynia, Krakow, Warsaw or Wroclaw.
You can also write an email from us [email protected].
