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Qualified Electronic 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 electronic seal - what are the differences and when which one to use?
5-minute read Published: October 10, 2025

Professional signature vs. qualified electronic 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: „Am I the one who should use professional signature or qualified electronic seal?”. Below, we explain the differences using examples—with Certum users in mind (SimplySign, Certum Mini) and the proCertum SmartSign software.

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 Electronic Seal (QESeal): equivalent 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) - consists of particular person acting on behalf of the company, e.g., board member, attorney. Confirms identity and will of the person. It has the force equal to a handwritten signature.
  • Qualified Electronic Seal - submits entity (legal person). Confirms origin and integrity company document, but does not express the will of a particular person. Ideal for automatic „stamping” bulk documents.

Who can use?

 

  • A professional signature can be used any natural person to whom the company has entrusted signature authority (representation, proxy, power of attorney).

 

  • Qualified Electronic Seal: entities only (e.g., companies, offices, universities). In practice, the seal can be used automatically by systems - Without „clicking” by a human. 

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 Electronic Seal: „This document comes from of company X and has not been changed.” (without the person's statement of intent). 

Typical applications

Choose a professional signature when

  • you submit declaration 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 electronic seal when

  • spend en masse documents: e-invoices, confirmations, certificates, certifications, regulations,
  • You want documents to be automatically „stamped” in the ERP/DMS system,
  • you need warranty 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 the e-seal and e-signature are „qualified” because they are based on a 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 assigns an action to particular person.

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

  • Professional signature With Certum (e.g. SimplySign or Certum Mini) it signature of an individual with company attributes - Convenient for representative tasks, „by name” signatures, and where procedures require a person to be named. 
  • Qualified Electronic Seal Certum acts as digital company stamp; works well for automatic marking of multiple documents, including on the server side. 
  • For computer work, it 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 actions of a person,
  • needs to be clearly demonstrated, who signed (name, surname, role).

Select a qualified electronic seal when

  • you issue hundreds/thousands of documents „from the organization” (e-invoices, confirmations),
  • important source and integrity content, rather than a statement of intent by a person,
  • want automate document marking process.

Hint: whatever your choice, include qualified time stamp 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 Electronic Seal

Who „folds”?

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

Entity/organization

What does it confirm?

The identity of the person and declaration of intent

Origins from the organization and integrity content

Legal power

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

The person „clicks” / authorizes (e.g., SimplySign).

Can operate automatically (server/system)

 

The most common questions

Does the seal have the same „power” as a signature?
 Does not replace the statement of intent of an individual. 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 a seal at the same time?
 Yes - this is a common practice. Signature for representatives/attorneys, seal for mass processes and automation.

 

AND IF. 

... you wonder, how a qualified personal signature differs from a professional one, take a look at our guide: „Personal or professional qualified signature? Key differences and applications” - there we break down the „world of personal vs. corporate signatures” into its essentials and give examples of use. 

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.

Check also:

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A Foreign National Running a Business in Poland — From IDnow Identity Verification to KSeF

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E-Delivery and Qualified Signatures for Foundations and Associations — Requirements for 2026

  • Qualified Electronic Seals

e-CMR and Digital Waybills — The Role of Signatures and Seals

  • Qualified signatures

Qualified Digital Signatures for Notaries — Electronic Extracts of Deeds and CREWAN

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