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Qualified electronic signatures: Complete QES guide by itsme®
As more organisations accelerate their digital transformation, the pressure to eliminate paper-based processes is mounting. Businesses want faster workflows, smoother customer journeys, and fewer manual steps. But for many, the final stretch — signing documents — remains mostly analogue or handled through non-compliant e-signature tools. This results in delays, inefficiencies, and friction.
At the same time, risks related to cyber threats, such as phishing, identity theft, and document tampering are becoming more sophisticated and frequent. Consequently, companies that offer e-signatures but can’t guarantee their integrity are exposing themselves to serious financial and reputational risk.
That’s where Qualified Electronic Signatures (QES) come in. They offer the highest level of legal assurance that a document was signed by the right person — and that it hasn’t been tampered with. As the EU embraces a digital-first era, guided by key regulations like eIDAS and the European Digital Identity Wallet (EUDIW), QES will continue to play an important role—they have been legally recognised across all EU member states since the original Electronic Signatures Directive in 1999.
itsme® digital identity platform makes it possible for companies to offer their customers and employees the option to sign with QES. This is done in collaboration with leading digital document solutions and trusted service providers worldwide.
To learn more about QES, we created this comprehensive guide about the most frequently asked questions.
What is a Qualified Electronic Signature (QES)?
A Qualified Electronic Signature (QES) represents the highest level of electronic signature under the eIDAS regulation, providing Level of Assurance (LoA) High and carrying the same legal value as a traditional handwritten (wet) signature.
In addition to verifying the identity of the signatory, QES protects the integrity of the document itself. Once signed, the document is sealed using the highest form of encryption, making it tamper-proof and eliminating the possibility of post-signature fraud. If the timing of the signature is critical, as is often the case in legal or contractual acts, QES also provides a secure, verifiable timestamp to prove when the signature took place.
Top reasons companies are adopting Qualified Electronic Signatures (QES)
Enables remote signing: documents can be signed securely from anywhere, without the need for printing, scanning, or in-person meetings.
Supports digital transformation: QES streamlines document workflows by making business processes entirely digital.
Saves time and operational cost: eliminates manual paperwork, courier services, archiving, and delays.
Full legal equivalence to handwritten signatures: QES is recognised under eIDAS as the highest level of electronic signature, making it equal to a handwritten signature in any court in the EU.
Stronger security and identity verification: the signer's identity is verified through trusted digital identity methods (such as itsme®), significantly reducing fraud risk compared to other types of e-signatures.
Facilitates regulatory compliance: helps comply with GDPR, eIDAS, and other industry-specific requirements. To learn more about compliance, scroll to the dedicated section below.
Provides a clear audit trail: includes verified identity, intent, timestamp, and technical evidence, making it reliable in case of disputes or audits. The signed contract cannot be tampered.
Well-suited for high-trust sectors: this includes legal, finance, healthcare, HR, notarial and government services.
What are the disadvantages of a handwritten (wet) signature?
Manual signing processes are slow and inefficient. They require printing, scanning, mailing, or even in-person appointments, interrupting people’s workdays and delaying business. There’s also a high risk of human error: misplaced pages, missing initials, wrong recipients, and misfiled contracts are common. All these challenges that are significantly reduced when using QES. Once signed, these physical documents still need to be stored and archived, adding operational overhead and compliance risks.
Beyond inefficiency, wet signatures can also act as a bottleneck in broader digitalisation efforts. A fully digital process interrupted by paper-based signing slows down workflows and increases administrative burden. Long-term storage of paper is also a liability in terms of space, security, and regulatory compliance.
How many types of electronic signatures are there?
There are three types of electronic signature:
Simple e-Signatures (SES), which offer no identity verification or security;
Advanced e-Signatures (AES), which add some protection but can still be vulnerable to fraud, and
Qualified e-Signatures (QES), which are legally equivalent to a handwritten signature in the EU, backed by a verified certificate that proves the signer’s identity, even in court.
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Unlike the case of QES, there are disadvantages associated with relying on SES and AES, such as:
Having signed documents rejected in court or by regulatory bodies because it is not sufficiently recognised
Using solutions that can be tampered with or that can expose sensitive information
Identity fraud and phishing because signers aren’t securely verified
Losing trust from partners who require legally binding and high-assurance processes
Choosing the wrong digital signature can leave businesses exposed, while QES offers a future-proof path to security, compliance, and speed.
What is itsme® and why is it a reliable provider of QES?
itsme® offers Qualified Electronic Signatures (QES) in collaboration with leading
What are the requirements that make an electronic signature qualified?
A Qualified Electronic Signature (QES) must meet several strict requirements under the eIDAS regulation to ensure the highest level of trust and legal validity. First, it must be uniquely linked to the signer, and it must be clear that the signer had sole control over the signing process. The signer must also have the opportunity to review the document before signing.
What sets a QES apart from simple or advanced electronic signatures is the use of a qualified digital certificate issued by a trusted third-party certification authority (QTSP), such as GlobalSign. This certificate is cryptographically linked to both the signee and their signature, providing strong proof of identity and ensuring the signature cannot be altered, denied or disputed. In contrast, simple signatures do not require such strong identity proofing, making QES significantly more secure and legally robust.
What makes using QES by itsme® better than that of competition?
What sets itsme® apart is the combination of legal compliance and outstanding user experience. Unlike many competitors that do not offer Qualified Electronic Signatures (QES) or require repeated identity verification steps, itsme® delivers a fully eIDAS-compliant QES that meets the highest Level of Assurance without compromising usability.
Because itsme® is an app-based solution, a user's verified identity is securely stored and reusable. This means they don’t have to go through a cumbersome process—like scanning their passport or completing a biometric check—each time they want to sign a document. In contrast, many alternatives ask users to reverify their identity from scratch for each new platform or use case, which obstructs the user experience.
In Belgium, itsme® is also widely adopted across both the public and private sectors, making it a familiar and trusted tool for most users (covering over 90% of smartphone users above the age of 16 years). This familiarity boosts conversion rates and reduces friction in onboarding or signing processes. Regardless of the document platform being used, users can rely on itsme® to sign, making it the most convenient and scalable option for QES.
How are documents signed digitally with itsme® QES?
Any organisation can utilise itsme®'s Qualified Electronic Signature (QES) through one of our many partner integrated
Document upload: The document is created and uploaded to a QES-enabled platform that supports itsme®. Note that some of platforms offer the option to create the document already within them.
Signature request: The platform sends a signature request to the signer, typically via email.
Digital signing: Upon successful verification, the signer confirms the signature within the itsme® app.
Document completion: The signed document, now bearing a qualified electronic signature and secure timestamp, is returned for archiving or further processing.
This process ensures that the signature is legally binding, secure, and compliant with eIDAS regulations.
Which documents in Belgium require a qualified electronic signature (QES)?
In Belgium, digital identity is highly developed and widely adopted across both public and private sectors. QES is required for certain documents to ensure full legal validity and regulatory compliance. Below is a non-exhaustive list of some of the most common document types:
Employment contracts
Corporate documents, including assignment of nominative shares, stocks, or bonds when recorded in relevant registries
Tax returns and related filings with public authorities
Consumer credit contracts
Property leases
Marriage certificates
Any document that can be notarised, including property purchases
Which partners offer QES by itsme®?
Currently, organisations can sign their documents with QES from itsme® when using the following document platforms and trust services provides. We continue working to expand to more partners:
How does QES from itsme® help companies to comply with GDPR?
itsme® helps companies comply with GDPR by ensuring that personal data related to identity verification and consent is handled securely, accurately, and with full traceability. Since QES requires strong identity verification and provable sole control (such as through a trusted digital identity like itsme®) it guarantees that the person signing is who they claim to be, supporting GDPR’s accountability and data integrity principles, as well as proportionality.
When implemented by itsme®, QES also creates a secure audit trail, helping organisations demonstrate lawful processing, obtain valid consent, and prove the legitimacy of data-related transactions. In addition, QES from itsme® supports data minimisation by verifying identity without requiring unnecessary personal data to be stored, reducing exposure to breaches and strengthening overall GDPR compliance.
How does QES help companies to comply with eIDAS?
QES is the highest standard of electronic signatures under the eIDAS regulation and is legally equivalent to handwritten signatures across all EU member states. By using QES, companies ensure compliance with eIDAS requirements for identification, integrity, and non-repudiation. A QES must be issued by a Qualified Trust Service Provider (QTSP), such as itsme®, and linked to a verified digital identity. This guarantees the signer's authenticity and the legal validity of the signature. This also facilitates conducting cross-border digital transactions for companies, streamline legal processes, and avoid disputes, while staying fully aligned with EU digital trust standards.
