How to Sign a Document Electronically with QES in 3 Steps
Need to sign an important contract but tired of printing, signing, scanning, and emailing? Whether you’re closing a business deal, signing employment papers, or finalizing a real estate transaction, electronic signatures can save you hours—but not all electronic signatures are created equal.
If you need a signature that carries the same legal weight as a handwritten signature across all 27 EU member states, you need a Qualified Electronic Signature (QES). It’s the gold standard of digital signatures, providing maximum legal validity and cross-border recognition under the eIDAS regulation.
This guide shows you exactly how to create a QES in just three simple steps—no technical expertise required.
Why Choose QES Over Other Electronic Signatures?
Before diving into the how-to, let’s understand why QES matters. Under eIDAS regulation, there are three types of electronic signatures, but only one is legally equivalent to a handwritten signature.
The Three Signature Types
Simple Electronic Signature (SES)
Examples: Typing your name in an email, clicking “I accept,” using a scanned image of your signature.
Legal status: Recognized but easily disputed. Courts may reject it as evidence. Anyone can create one without verification.
Best for: Internal approvals, low-stakes documents, routine communications.
Advanced Electronic Signature (AES)
How it works: Uses cryptographic technology to uniquely link the signature to you and the document. Any tampering invalidates the signature.
Legal status: Strong evidentiary weight but not automatically equivalent to handwritten signatures. May require additional proof in court.
Best for: Business contracts, vendor agreements, documents requiring audit trails.
Qualified Electronic Signature (QES)
How it works: Advanced signature PLUS identity verification by regulated providers using secure hardware devices.
Legal status: Equivalent to handwritten signature under Article 25.2 of eIDAS. Mandatory recognition across all EU member states. Maximum evidentiary weight. Burden of proof on the challenger, not you.
Best for: High-value contracts, real estate transactions, government filings, cross-border agreements, regulated industries.
The Critical Difference: When you sign with QES, courts cannot reject your signature simply because it’s electronic. It has the same legal effect as if you had signed the document with pen and paper. This isn’t just “accepted”—it’s legally equivalent in all 27 EU member states plus the EEA countries.
When You Must Use QES
Some situations require QES by law or regulation:
- Real estate purchase agreements in several EU countries
- Certain government filings and administrative procedures
- Corporate governance documents (depending on jurisdiction)
- Regulated financial services transactions
- Public procurement contracts above certain thresholds
- Notarized documents requiring digital equivalents
Pro Tip: Even when not legally required, QES provides maximum protection if a signature is ever disputed in court. The burden of proof shifts to the challenger, not you—a significant legal advantage.
What You Need Before You Start
Creating a QES requires three elements:
1. A Document to Sign
QES works with common document formats:
- PDF files (most common and recommended)
- Word documents (.docx)
- XML files (for structured data)
- Other formats depending on your provider
Best practice: Convert documents to PDF before signing. PDFs preserve formatting perfectly and are universally accepted.
2. Identity Verification Method
To create a QES, you must prove your identity to a Qualified Trust Service Provider (QTSP). Accepted methods include:
- National eID cards (most EU countries issue them)
- Mobile identity apps (like itsme in Belgium and Luxembourg)
- Video identification (live video call with ID verification)
- In-person verification (at authorized locations)
- Existing qualified certificates (if you already have one)
3. A Qualified Trust Service Provider
Not every signature provider can issue QES. Only Qualified Trust Service Providers (QTSPs) supervised by national authorities and listed on the EU Trusted List can create qualified signatures.
What makes a QTSP qualified:
- Undergoes regular audits by accredited bodies
- Supervised by national regulatory authorities
- Listed on the official EU Trusted List
- Uses certified secure hardware (QSCDs)
- Follows strict eIDAS requirements
Important: Popular e-signature platforms like DocuSign, Adobe Sign, and HelloSign typically provide only Simple or Advanced Electronic Signatures—not Qualified Electronic Signatures. To create a QES, you need a certified QTSP like those accessible through QES-Sign.
The 3-Step Process to Sign with QES
Here’s exactly how to create a Qualified Electronic Signature using QES-Sign as an example. The process is similar with other QTSPs.
Step 1: Upload Your Document
What to Do
- Visit your QTSP’s signing platform (e.g., qes-sign.com)
- Click “Sign Document” or “Create Signature”
- Upload the document you need to sign
- Review the document to ensure it displays correctly
Platform Details for QES-Sign
QES-Sign accepts PDF, Word, and other common formats. The platform automatically optimizes your document for electronic signing and displays a preview so you can verify everything appears correctly.
What Happens Technically
When you upload a document, the platform:
- Creates a secure hash (cryptographic fingerprint) of your document
- Stores the document securely with encryption
- Prepares the document for signature placement
Security Note: Your document is encrypted during upload and storage. QTSPs follow strict data protection requirements under eIDAS and GDPR.
Tips for This Step
- Use PDF format when possible for best compatibility
- Ensure the document is finalized—you cannot edit it after signing
- Check that all pages loaded correctly in the preview
- If signing a contract, verify all parties’ information is accurate
Step 2: Verify Your Identity
What to Do
Choose your identity verification method and complete the authentication process. The exact steps depend on which method you use.
Identity Verification Options
Option A: National eID or Mobile Identity App (Fastest)
If you have a national electronic ID card or a mobile identity app like itsme:
- Select “Sign with eID” or “Sign with itsme”
- Follow the prompts to authenticate with your device
- Enter your PIN or use biometric authentication
- Confirm the signature request
Time required: 30 seconds to 2 minutes
Option B: Video Identification (First-Time Users)
If you don’t have an eID or mobile identity app:
- Select “Video Identification”
- Schedule or start an immediate video call
- Show your government-issued ID to the verification agent
- Complete liveness checks (follow on-screen instructions)
- Receive your qualified certificate
Time required: 5 to 15 minutes
Note: Video identification creates a qualified certificate stored securely by the QTSP. You can reuse this certificate for future signatures without repeating video verification.
Option C: In-Person Verification (Traditional)
Visit an authorized registration authority:
- Bring government-issued photo ID
- Complete identity verification in person
- Receive qualified certificate activation details
Time required: 30 minutes to 1 hour (plus travel time)
What Happens During Identity Verification
The QTSP verifies:
- Your identity matches a government-issued document
- You are the person requesting the signature (liveness check)
- Your identity information is accurate and current
Once verified, the QTSP issues a qualified certificate containing:
- Your name as it appears on official documents
- A unique cryptographic key pair (public and private keys)
- Certificate validity period
- QTSP information and trust chain
Your Private Key: The private key used to create signatures never leaves the QTSP’s secure servers. This is a security requirement—it ensures your signing capability cannot be stolen or misused. You authenticate to use it, but you never possess it directly.
For QES-Sign Users
QES-Sign provides access to three certified QTSPs:
- itsme (24 European countries): Instant signing via mobile app—most convenient for supported countries
- Evrotrust (58 countries worldwide): Video identification for global coverage
- Adacom (68 countries worldwide): Video identification with alternative provider
Choose based on your location and preferred verification method.
Step 3: Apply Your Qualified Electronic Signature
What to Do
- Review the document one final time
- Click “Sign” or “Apply Signature”
- Select signature placement (if offered by your platform)
- Confirm the signature operation
- Download your signed document
What Happens Technically
When you click “Sign,” the QTSP’s system:
- Creates a unique cryptographic hash of your document’s exact content
- Encrypts this hash using your private key stored in the QSCD
- Embeds the encrypted signature along with your qualified certificate into the document
- Adds a trusted timestamp proving when the signature was created
- Seals the document so any modification invalidates the signature
Your Signed Document Includes
- The original document content (unchanged)
- Your qualified electronic signature (cryptographic proof)
- Your qualified certificate (identity information)
- QTSP information (trust chain to EU Trusted List)
- Trusted timestamp (exact signing time)
- Signature validation data (for future verification)
Download and Delivery
After signing, you can:
- Download the signed PDF immediately
- Email it to recipients (the signature is embedded in the file)
- Store it in document management systems
- Use it for legal filing (courts must accept it)
File Integrity: The signed document is now a self-contained legal artifact. The signature and all validation data are embedded in the PDF. Anyone with the file can verify its authenticity without needing access to external systems.
Long-Term Validation (LTV)
QES signatures include Long-Term Validation data, meaning:
- The signature remains verifiable even after your certificate expires
- All validation information is embedded in the document
- No internet connection needed to verify signature validity
- Document remains legally valid for decades
How Recipients Verify Your QES
One of QES’s greatest advantages is that anyone can verify your signature’s authenticity—no special software required.
Verification Methods
Method 1: Open in Adobe Acrobat Reader (Most Common)
- Open the signed PDF in Adobe Acrobat Reader (free)
- Look for the signature panel on the left or a blue banner at the top
- Click on the signature to view details
- Adobe automatically validates against the EU Trusted List
- Green checkmark = valid signature; Red X = invalid or tampered
Method 2: Use Online Validation Tools
Upload the PDF to free validation services:
- Digital Signature Service (DSS) Validator by European Commission
- National validation portals (many EU countries provide them)
- QTSP validation tools
Method 3: Built-In PDF Reader Verification
Many modern PDF readers include signature validation:
- Foxit Reader
- PDF-XChange Editor
- Browser-based PDF viewers (limited capabilities)
What Verification Confirms
Successful verification proves:
- Identity: The signature was created by the person named in the certificate
- Integrity: The document has not been modified since signing
- Authenticity: The signature was created by a legitimate QTSP
- Time: The exact moment the signature was applied
- Validity: The certificate was valid at the time of signing
Automatic Validation: Modern PDF readers automatically check the EU Trusted List when you open a signed document. This seamless verification is one reason QES is so powerful—no manual checking required.
Common Questions About Signing with QES
How long does it take to create a QES?
First-time users: 5 to 15 minutes (includes identity verification)
Returning users with existing certificates: 30 seconds to 2 minutes
The longest part is initial identity verification. Once verified, subsequent signatures are nearly instant.
How much does QES cost?
Pricing varies by provider. With QES-Sign:
- €5 per signature (no subscription)
- Volume discounts available for bulk purchases
- No monthly fees or commitments
Other QTSPs may charge monthly subscriptions (€10-€50/month) or higher per-signature fees.
Can I sign documents on my phone?
Yes! With mobile identity apps like itsme, you can create QES directly from your smartphone:
- Upload document from your phone
- Authenticate with itsme app
- Sign with fingerprint or face recognition
- Download signed document
The upcoming eIDAS 2.0 European Digital Identity Wallet will make mobile QES signing universal across all EU countries by 2026.
Is QES legally valid in my country?
QES is legally equivalent to handwritten signatures in:
- All 27 EU member states (mandatory recognition)
- EEA countries: Iceland, Liechtenstein, Norway
- United Kingdom (maintains eIDAS recognition post-Brexit)
- Switzerland (recognizes qualified signatures)
Many other countries accept QES under mutual recognition agreements or because their own laws recognize qualified digital signatures.
What if the other party doesn’t have QES?
No problem! Only the signers need QES capability:
- You sign with QES and send the signed PDF
- Recipients can verify your signature using free tools
- They can sign separately with their own method (QES or otherwise)
- Each signature is independent and individually verifiable
How long is a QES valid?
The signature itself is valid indefinitely thanks to Long-Term Validation (LTV):
- Your certificate may expire (typically 1-3 years)
- But signatures created while the certificate was valid remain valid forever
- LTV data embedded in the document preserves validation information
- Documents remain legally binding for decades
Can a signed document be modified?
No—and that’s the point! Once signed with QES:
- Any modification invalidates the signature
- Verification tools immediately detect tampering
- The document becomes “sealed” at the moment of signing
If changes are needed, you must create a new version and sign it again.
QES vs. Traditional Signatures: The Comparison
| Feature | Handwritten Signature | Qualified Electronic Signature |
|---|---|---|
| Legal validity in EU | Fully valid | Fully valid (equivalent) |
| Time to sign | Minutes to days (print, sign, scan, send) | 30 seconds to 2 minutes |
| Identity verification | No verification (anyone can forge) | Verified by regulated authority |
| Tampering detection | Difficult or impossible | Automatic and instant |
| Long-term preservation | Paper degrades over time | Digital permanence |
| Audit trail | Limited (document only) | Complete (timestamp, identity, actions) |
| Cost per signature | Printing, shipping, storage | €5-10 per signature |
| Environmental impact | Paper, ink, shipping | Zero physical waste |
The Bottom Line: QES provides superior security, faster execution, and complete legal equivalence to handwritten signatures—while being more convenient, cost-effective, and environmentally friendly.
Key Takeaways
- Three simple steps to QES: Upload your document to a qualified platform, verify your identity through eID or video identification, and apply your qualified signature—the entire process takes as little as 30 seconds for returning users.
- QES equals handwritten signature legally: Under eIDAS Article 25.2, qualified electronic signatures are legally equivalent to handwritten signatures across all 27 EU member states, with mandatory cross-border recognition and maximum evidentiary weight in courts.
- Identity verification is required once: First-time users complete identity verification (5-15 minutes via video call or eID), but this creates a reusable qualified certificate—all future signatures are instant without repeating verification.
- Anyone can verify your signature for free: Recipients simply open the signed PDF in Adobe Reader or other PDF software, which automatically validates the signature against the EU Trusted List—no special software or accounts needed.
- QES provides superior security and convenience: Compared to handwritten signatures, QES offers automatic tampering detection, complete audit trails, permanent digital preservation, and immediate delivery—all while costing less and eliminating paper waste.
Ready to Sign Your First Document with QES?
QES-Sign provides instant access to three certified QTSPs (itsme, Evrotrust, Adacom) covering 68 countries worldwide. Create your first qualified electronic signature in minutes—no subscription required, full eIDAS compliance guaranteed.