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Qualified seal vs professional signature - which to choose in your process?

One question sets the direction: whether it's a statement of intent from a person or a "stamp" from a company. Based on that, you select a tool, automate the process and don't worry about verification years later.
Professional signature vs. qualified seal - what are the differences and when which one to use?

Professional signature vs. qualified seal - what are the differences and when which one to use?

Signatures and electronic seals can do the job of organizing company documents quickly and efficiently. The problem begins when someone asks: "I'm the one who should use a professional signature or qualified seal?". Below, we explain with examples the differences - with users of Certum solutions (SimplySign, Certum Mini) and proCertum SmartSign software in mind.

Definitions in two sentences

  • Qualified Signature (QES): the only e-signature in the EU with a presumption of equivalence to a handwritten signature; always assigned to a individual. Variant "professional" is simply a QES whose certificate contains organizational attributes (role/company).

     

  • Qualified Stamp (QESeal): the equivalent of of a company stamp in the digital world; assigned to legal entity / organization. Ensures authenticity of origin and integrity of content.

...and simpler

  • Qualified professional signature (business) - is made by a specific person acting on behalf of the company, such as a member of the board of directors, an attorney. It confirms The identity and will of the person. Has the force equal to a handwritten signature.
  • Qualified stamp - shall be submitted by entity (legal entity). It confirms the origin and integrity of the of the corporate document, but Does not express the will of a specific person. Ideal for automatic "stamping" of bulk documents.

Who can use?

 

  • A professional signature can be used Any individual to whom the company has entrusted the authority to sign (representation, proxy, power of attorney).

 

  • Qualified stamp: entities only (e.g., companies, offices, universities). In practice, the seal can be used automatically by systems - without "clicking" by a human being.

What exactly do they confirm?

 

  • Professional Signature: "I, John Kowalski, by affixing my signature, express my will on behalf of company X in accordance with my authority."

 

  • Qualified stamp: "This document comes from company X and has not been altered." (without the person's statement of intent).

Typical applications

Choose a professional signature when

  • you make statement of intent (contracts, powers of attorney, resolutions),
  • signature is required "in person" (from a board member, chief accountant, etc.),
  • high evidentiary strength is needed, who specifically signed.

Choose a qualified stamp when

  • spend en masse documents: e-invoices, confirmations, certificates, certifications, regulations,
  • You want documents to be automatically "stamped" in the ERP/DMS system,
  • need guarantees of origin from the organization and the integrity of the content, without indicating the person,
  • You work in the Ksef system, for example.

Technical and legal aspect

  • Both e-seal and e-signature are "qualified" because they are based on qualified certificates issued by qualified trust service providers (QTSPs).
  • They differ identity of the subject in the certificate: 
    • for signature - individual;
    • for the seal - legal entity.
  • Both provide integrity and origin authentication; the difference is that the signature attributes an action to a a specific person.

Certum Mini, SimplySign, proCertum Smart Sign - how does it work in practice?

  • Professional signature From Certum (e.g. SimplySign or Certum Mini) is signature of an individual with company attributes - convenient for representative tasks, "by name" signatures, and where procedures require a person to be identified.
  • Certum qualified seal works like digital company stamp; it works well for automatic marking of multiple documents, including on the server side.
  • For computer work, the following is useful proCertum SmartSign (verification, signing, sealing). In automated environments, the seal can be connected to systems (ERP/DMS/workflow).

What to choose. Quick download

Choose a professional signature when

  • you sign contract, power of attorney, resolution, report,
  • law or procedure requires action by a person,
  • needs to be clearly demonstrated, who signed (name, surname, role).

Select a qualified stamp when

  • you issue hundreds/thousands of documents "from the organization" (e-invoices, confirmations),
  • important source and integrity content, not the person's statement of intent,
  • you want automate document marking process.

Hint: regardless of your choice, include a qualified timestamp and take care of long-term verifiability (LTV) - this facilitates audits and evidentiary disputes years later.

The most important differences - a comparison

 

Feature

Qualified professional signature

Qualified stamp

Who "folds"?

Individual (e.g., board member, proxy)

Entity/organization

What does it confirm?

The identity of the person and statement of intent

Origins of the organization and integrity content

Legal force

Equivalent to a handwritten signature

Does not replace a person's signature; does not make a statement of intent

Main scenarios

Contracts, powers of attorney, resolutions, reports

E-invoices, certificates, confirmations, "stamping" in bulk

Mode of operation

A person "clicks" / authorizes (e.g. SimplySign)

Can operate automatically (server/system)

 

The most common questions

Does a seal have the same "power" as a signature?
 It does not replace an individual's statement of intent. It guarantees the origin and integrity of the corporate document. If a person's signature is required - use a professional signature.

Is a professional signature equal to a handwritten signature?
 Yes - qualified electronic signature is legally equivalent to a handwritten signature in the EU.

Can I have a professional signature and seal at the same time?
 Yes - this is a common practice. Signature for representatives/attorneys, seal for mass processes and automation.

 

AND IF. 

... you are wondering, what is the difference between a qualified personal signature and a professional one, take a look at our guide: "Personal or professional qualified signature? Key differences and applications" - there we take the "world of personal vs. corporate signatures" apart and give examples of uses.

Do you need help?

Call us at

+48 22 417 05 55

and we will put you in touch with one of our representatives available virtually nationwide.

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