Qualified Electronic Signature for Polish Company — Guide for Foreigners (2026)
A qualified electronic signature lets you manage your Polish company from anywhere in the world. Without one, every corporate filing requires either a personal visit to Poland or a notarised power of attorney — repeated each time. With an e-signature, you sign documents on your phone in under a minute. LEXCARTA coordinates the entire process with the certificate provider — you just show up for a video call.
What It Is
A qualified electronic signature (kwalifikowany podpis elektroniczny) is the highest level of electronic signature under EU law. It carries the same legal weight as a handwritten signature before a notary — accepted by Polish courts, the company register (KRS), tax authorities, and all government platforms. This is not DocuSign or Adobe Sign — those are fine for commercial contracts, but Polish authorities do not accept them for official filings.
How You Get It — We Handle the Process
LEXCARTA coordinates the e-signature process with Certum (Poland’s leading certificate provider, part of Asseco Group). You do not need to contact Certum directly, navigate Polish-language forms, or figure out the technical setup. Here is what happens:
1. We Schedule Your Video Verification
We arrange a video call with a Certum operator at a time that works for your timezone. You need your passport and a stable internet connection. The call takes about 15–20 minutes — the operator verifies your identity and confirms your personal data. We send you preparation instructions beforehand so it goes smoothly on the first attempt.
2. You Install the App
After verification, you install SimplySign — Certum’s signing application. It works on two levels:
- Smartphone (iOS / Android) — this is your signing device. When you need to sign a document, you approve it through the app — similar to confirming a bank transaction. No Polish SIM card needed, works with any phone number worldwide.
- Desktop (Windows) — optional companion application for signing documents directly on your computer. Most clients use the mobile app as their primary method.
3. Your Certificate Is Activated
Within 1–3 business days after the video call, your qualified certificate is active. We verify it works correctly with a test signing. From that moment, you can sign any corporate document remotely.
How Signing Works in Practice
Your attorney or accountant prepares a document and sends it to you. You open it, tap “sign” in the SimplySign app, confirm with your PIN — done. The signed document is returned. Under a minute, from anywhere in the world.
What You Use It For After Formation
Most clients first get the e-signature for company formation. But the real value comes afterwards — it is the tool you use for everything that follows.
Annual Financial Statements
Every Polish company must prepare and sign annual financial statements, then file them with the court register (KRS). The director must personally sign these documents — every year. Without an e-signature, this means either flying to Poland or executing a power of attorney with apostille. With an e-signature, you sign on your phone and your accountant files it. Five minutes.
Shareholder and Board Resolutions
Approving financial statements, distributing dividends, appointing or removing directors, changing the articles of association — all require signed resolutions. Polish law allows these to be passed by written circulation (without a physical meeting) when signed with qualified e-signatures. Without one, you need a notarised PoA each time — or attend in person.
Filings to Authorities
Any change to the company register (KRS), updates to the beneficial owner register (CRBR), and access to government platforms (KSeF for e-invoicing, ePUAP for official correspondence) — all require authentication. For foreign directors, the e-signature is the standard method.
Accounting and Tax — LEXCARTA Handles It, But You Can Too
Your monthly VAT declarations, JPK filings, and KSeF invoicing are handled by your LEXCARTA accountant — you do not need to sign these personally. However, certain one-time authorisations (like granting your accountant filing rights via the UPL-1 form) require your signature. And if you ever want to file something directly or access your company’s tax data independently, the e-signature gives you that capability.
Cost
| Item | Details |
|---|---|
| Cost | €350 (through LEXCARTA) |
| Validity | 3 years |
| Monthly equivalent | ~€10/month |
| Renewal | €350 / 3 years (video re-verification) |
| Visit to Poland | Not required |
| Physical device | Not required — your smartphone |
For comparison: a single notarised power of attorney with apostille and sworn translation costs €200–400 and covers only one specific action. The e-signature covers everything for 3 years.
Frequently Asked Questions
Can I use DocuSign instead?
Not for official filings. DocuSign and Adobe Sign are fine for commercial contracts between businesses, but Polish authorities (KRS, tax office, KSeF) require a qualified electronic signature. They are different legal categories under EU law.
Can I get it before my company is formed?
Yes — and we recommend it. The e-signature is tied to you personally, not to a company. Getting it before formation means zero delays when the company is ready.
What if I lose my phone?
The certificate is protected by a PIN and can be remotely suspended through Certum. We help you arrange a replacement on a new device.
Does my co-director need one too?
If your company has joint representation (both directors must sign), each director needs their own e-signature. Under sole representation, only the authorised director needs one.
Does it work outside the EU?
Yes. You sign documents from wherever you are — the e-signature works globally. The certificate itself is valid across all 27 EU member states under the eIDAS Regulation.
Ready to get your e-signature? It is available as an add-on to both formation packages or as a standalone service. Check eligibility or schedule a call.