Electronic Signatures: Frequently Asked Questions

Electronic signing is a fast, secure, and legally recognised way to sign contracts, agreements, forms, and other documents. Below you will find answers to the most common questions about electronic signatures and how Visma Sign works in practice.

1. What are the three levels of electronic signatures?

Electronic signatures under the eIDAS Regulation are divided into three levels. Understanding which level applies to your situation helps you choose the right signing method.

SES – Simple Electronic Signature The baseline level, such as a drawn signature. Suitable when the parties know each other well or when stronger identity verification is not required.

AES – Advanced Electronic Signature The practical standard for business use. The signer’s identity is verified using bank ID, mobile ID, or other qualified electronic means. The document is locked after signing and cannot be altered without detection. AES signatures are widely accepted by public authorities, financial institutions, and businesses across the EU. Visma Sign primarily uses the AES level.

QES – Qualified Electronic Signature The highest level, equivalent to a handwritten signature in all EU member states. It requires a qualified certificate issued by an accredited trust service provider. In practice, QES is rare and typically used in regulated professional contexts, such as medical prescriptions or notarial acts.

2. Is an electronic signature legally binding?

Yes. An electronic signature is legally binding under the EU eIDAS Regulation as well as national laws in EU member states. Article 25 of eIDAS states that an electronic signature cannot be denied legal effect solely because it is in electronic form.

An electronically signed document provides a verifiable, tamper-evident record: it is always possible to establish who signed, when they signed, and what they signed. The signed document cannot be modified afterwards without detection.
Read more about the legal validity of electronic signatures.

3. Do public authorities and financial institutions accept electronic signatures?

Yes. Public authorities, banks, and the majority of business partners across the EU accept electronic signatures that comply with the eIDAS Regulation.
One exception applies to real property transactions in many jurisdictions: these often require dedicated government systems or notarial involvement, meaning a standard AES-level signature may not be sufficient for property conveyances. Always check the specific requirements that apply in your country.

Learn how Visma Sign meets GDPR and eIDAS requirements.

4. Can I use electronic signatures with international parties?

Yes. An eIDAS-compliant electronic signature is valid across all EU member states and is increasingly accepted in countries outside the EU. Practices can vary in non-EU jurisdictions, so it is worth confirming local requirements when signing with parties in countries outside Europe.

eIDAS 2.0: what you need to know.

5. How long is an electronically signed document valid?

An eIDAS-compliant electronic signature has no time limit on its legal validity, provided the signature remains verifiable. It is important to retain both the signed document and the associated signature data so that the signature can be verified in the future.

6. When can electronic signatures not be used?

Electronic signatures are not suitable when a document must exist as a single physical original or must be signed in ink. Examples include certain types of bearer instruments, share certificates, and promissory notes where the rules require physical originals on which annotations can be made.
If you are uncertain whether a document type permits electronic signing, check the applicable law in your jurisdiction or consult a legal adviser.

7. How does identity verification work?

Electronic signing relies on electronic identity verification. Visma Sign offers two signing methods, and the person sending the signing invitation selects the appropriate method for each recipient. This means different signatories on the same document can use different verification methods.

Strong verification confirms the signer’s identity using bank ID, mobile ID, or other qualified electronic means. Strong verification is available in the Nordic countries and several other European countries.

Simple (light) verification is a digitally drawn signature that is legally binding in situations where strong verification is not required. It does not require bank credentials. The signer draws their signature using a mouse or finger on a mobile device or computer. Simple verification can be used without geographic restriction, making it suitable for international signatories.

Simple verification is recommended when the parties know each other, when a document needs to be signed by someone outside the Nordic region, or when the use case does not require strong identity verification. It is commonly used for meeting minutes, procurement contracts, and financial reports.

What is strong authentication?

8. What file format is required?

Documents sent for signing in Visma Sign must be in PDF format. See how to sign a Word or PDF document electronically.

9. Can I integrate electronic signing into my existing CRM, HR, or ERP system?

Yes. Visma Sign offers an open REST API that lets you integrate signing functionality into your existing software. We also offer ready-made integrations with SharePoint, M-Files, and Sympa. Read more about integrating e-signing into your workflows.
Contact us to find out more about integration options.

10. Does the recipient need a Visma Sign account to open a signed document?

No. Anyone can open and verify an electronically signed document without access to Visma Sign or any other paid service. A PDF reader and access to freely available verification tools are all that is needed. Instructions for signers.

Try Visma Sign for free

Electronic signing removes friction from your contract process, whether you are closing deals, onboarding employees, or collecting approvals. Visma Sign is eIDAS-compliant, GDPR-ready, and works with signatories worldwide.

Terhi Tella is Senior Growth Marketing Specialist at Visma Sign. She’s inspired by content and communication that create real value, and always strives to see things from the customer’s perspective.