How can you effectively sign a document on ePUAP in 2025?

The successful signing of ePUAP documents in 2025 is one of the cornerstones of the efficient handling of administrative and business matters in Poland. Electronic document signing has become the norm – from company registration and tax returns to official applications and financial statements. In practice, signing an ePUAP document enables freelancers, entrepreneurs and private individuals, amongst others, to complete administrative formalities without leaving home. In this article, I provide a step-by-step guide on how to prepare documents for signing, what the technical requirements are, what to do if problems arise, and the roles played by the Trusted Profile, the e-ID and the qualified digital signature. Drawing on the experience of Firma dla Każdego and the practices of Polish e-government, I explain not only the procedure, but also the pitfalls, limitations and the most common questions from users.

What documents can you sign on ePUAP and why is it worth doing so?

An electronic signature – particularly one created using a Trusted Profile – allows you to sign documents which, in dealings with the public administration, have exactly the same legal force as a handwritten signature. In accordance with the Act on the Computerisation of the Activities of Entities Carrying Out Public Tasks (Journal of Laws of 2023, item 57), documents signed using a Trusted Profile are accepted by tax offices, the Social Insurance Institution (ZUS), job centres, local authorities, the National Criminal Register and many other state institutions.

What can be signed electronically via ePUAP? In practice, these include, amongst others: – applications to the CEIDG (registration, suspension, resumption of business activity), – tax returns (e.g. PIT, CIT), – financial statements (.xml files), – benefit applications (e.g. 500+, European Health Insurance Card), – general correspondence with authorities, – civil law contracts, provided they are accepted in this form by the other party, – applications to the National Court Register (KRS), – notifications to ZUS.

Experts from ‘Firma dla Każdego’ recommend using an electronic signature, particularly when running a business remotely, as this helps to avoid travel costs, queues and traditional paperwork. In 2025, with the increasing automation of government offices, the digital signature is becoming less of a privilege and more of a necessity.

How do you set up a Trusted Profile, and what are the alternatives?

To be able to sign documents via ePUAP at all, you must have an active Trusted Profile. You can set one up on the pz.gov.pl website in several ways:

1. Fill in the online form and verify your identity at a verification point (e.g. a tax office, selected post offices in Poland and abroad).
2. Verify your identity online via online banking – most banks (e.g. PKO BP, mBank, Santander, ING, Millennium) allow you to activate your Trusted Profile without leaving home.
3. Set up your profile using an e-ID (an ID card with an electronic chip and a PIN) – an NFC reader and the eDO App are required.
4. You can also use a qualified digital signature if you have one (e.g. Szafir, mSzafir, Certum, Sigillum, Eurocert, KIR).

The Trusted Profile is free of charge and valid for 36 months from registration (it’s easy to renew it online for a further 3 years). Foreign nationals can also set up a Trusted Profile if they have a PESEL number – details can be found in the Regulation of the Minister for Digital Affairs of 29 June 2020.

How to sign a document on ePUAP: a step-by-step guide

The basic technical requirements are as follows: the document must be in electronic format (usually PDF, but .doc, .docx, .xml, .jpg, .txt and others), the file size must not exceed 25 MB (for most government departments – up to 10 MB), and the total number of files to be signed simultaneously is a maximum of 5. In practice, however, you usually sign one document at a time, as any change to the file invalidates the signature.

Step 1: Preparing the document

Make sure your file does not contain any viruses or macros (in the case of PDFs), does not exceed the specified size and is saved in one of the supported formats.

Step 2: Access the relevant page

Go to the document signing platform or use the ‘Sign a document electronically’ option after logging in to gov.pl. In the ‘Documents and personal data’ section, select ‘Sign a document electronically – use a trusted signature’.

Step 3: Upload the document

Click ‘Select document from disk’ or drag the file into the designated area. Once uploaded, a message will appear confirming that the file has been added successfully.

Step 4: Signing and authorisation

Click ‘Sign’ – the system will redirect you to the Trusted Profile login page. You can log in via online banking or directly (username, password, SMS code). Once verified, you can select where to place your signature (if the document allows it).

Step 5: Downloading and sending the document

Once signed, download the document (e.g. in .xml or .pdf.xades format) to your hard drive. You can then send the file via email, via the general messaging service on ePUAP, or attach it to the relevant form on the gov.pl portal. The recipient of the document can easily verify the signature online or using popular PDF software.

How can several people sign a single document?

In practice, there is often a need to apply several signatures to a single document – e.g. financial statements, resolutions, minutes. The ePUAP system allows a document to be signed with multiple trusted signatures. Each person must have their own Trusted Profile and access to a shared account for the organisation (e.g. a foundation or company) on ePUAP.

The process is as follows: the first person logs into the organisation’s account, prepares and signs the document, leaving the option ‘I want to modify the document and leave signatures in it’ selected. Next, another person logs into the same account, selects the document from the ‘Drafts’ folder, signs it and sends it. Each signature is saved in an .xml file, and the recipient can check who signed the document and when.

As the experience of Firma dla Każdego shows, in the case of companies or foundations, this solution speeds up administrative procedures and eliminates the need for physical document circulation.

How do you verify a signed document, and what should you watch out for?

Verifying an electronic signature is crucial for ensuring the authenticity and integrity of a document. Government platforms allow you to check a signature online – simply visit the website, upload the file and click ‘Check signature’. The system will display the signatory’s details, the date, the certificate number and confirmation that the document has not been altered since it was signed.

In the case of PDF files signed with a trusted profile, most readers (e.g. Adobe Acrobat Reader) can verify the signature and display its status. .xml files can be verified on the gov.pl platform.

Common issues? Incorrect file format, exceeding the size limit, an invalid trusted profile (check the expiry date at www.gov.pl), login errors (incorrect SMS code, wrong account) or technical issues – unsupported browser, JavaScript disabled, out-of-date SSL certificates. Experts from Firma dla Każdego encourage users to use the latest versions of Chrome, Firefox or Edge to avoid errors.

Is a trusted profile signature just as valid as a handwritten signature?

Yes, in dealings with public authorities and in most official matters, a signature using a trusted profile has the same legal force as a handwritten signature. This follows directly from the provisions of the Act on the Computerisation of the Activities of Entities Performing Public Tasks of 17 February 2005. However, in civil matters, such as contracts with private companies, acceptance of an electronic signature depends on the contracting party. A criminal court will not recognise a trusted signature as equivalent to a handwritten one – in such cases, a handwritten or qualified signature is required.

In practice, at Firmy dla Każdego, clients use a trusted profile to sign documents for business registration, dealing with the Social Insurance Institution (ZUS) and tax offices, and submitting reports or notifications to the National Court Register (KRS). This solution significantly speeds up document processing, reduces costs and minimises the risk of errors.

Qualified signatures and handwritten signatures – when do you need them?

A qualified signature is an advanced form of electronic signature that is equivalent to a handwritten signature not only in public administration but also in commercial and legal transactions. In 2025, a qualified signature will be required, for example, when submitting documents to e-KRS, KSeF (the National e-Invoice System), and in many court or international proceedings. Obtaining one involves costs – prices start from around 20–50 zł per month for micro-enterprises, whilst for large enterprises they can be significantly higher (depending on the number of users and functionality).

A personal signature (e-ID) is a signature created using the new ID card with an electronic layer. It requires an NFC reader and the eDO App. It is accepted by public authorities, although its use in the private sector is limited.

“A secure electronic signature, in accordance with the regulations, has the same legal force as any document signed by hand. It is much easier to forge a handwritten signature than a certificate authenticating an electronic document.” — Piotr Kułagowski, Director of Operations, Warta

Frequently asked questions and pitfalls – practical answers

Can I sign a document with a trusted profile outside Poland?

Yes, provided you have an active Trusted Profile and access to Polish public administration systems. Bear in mind, however, that the functionality of a Trusted Profile is limited to domestic institutions – you cannot use it to sign documents for foreign partners or authorities. In such cases, a qualified digital signature complying with European Union standards (eIDAS) is required.

The document won’t sign – what should I do?

Check that the file does not exceed the size limit (usually 10–25 MB), that it is in the correct format, and that your Trusted Profile is valid. Switch to Chrome, Firefox or Edge, and enable JavaScript and SSL certificates. If the problem relates to logging in via your bank, try refreshing the connection or using the ‘Forgotten password’ option. If errors persist, contact your verification centre or the government helpline.

What should you do if you need to revoke your trusted profile?

You can revoke a trusted profile yourself online at pz.gov.pl (under the ‘Profile details’ tab, select ‘Revoke profile’) or at a verification centre (e.g. a tax office or selected post offices). You will be required to provide a reason and the authorisation code sent to your email address.

Can a foreign national have a trusted profile?

Yes, provided they have a PESEL number. You will receive this after registering your residence in Poland for a stay of more than 30 days or on the basis of other regulations (refugee status, permanent residence). The details are set out in the Regulation of the Minister for Digital Affairs of 29 June 2020.

Security and data protection – what should you look out for?

The basic security measures for a trusted profile include two-factor authentication (username/password plus an SMS code or bank login), data transmission encryption and full logging of user activity.

The most common threats include phishing (fake emails or text messages), loss of control over one’s mobile phone (the profile can be blocked via the gov.pl website), and sharing access details with third parties. The trusted profile is administered by the Ministry of Digital Affairs (NASK), which is responsible for compliance with the GDPR.

Experts from ‘Firma dla Każdego’ recommend changing passwords regularly, not sharing login details, and ensuring that contact details in the trusted profile are kept up to date. If you lose control of your profile, you should block or revoke it immediately.

What are the limits and restrictions on signing electronic documents?

The restrictions mainly concern file size and format (maximum 25 MB, usually up to 10 MB; supported formats include PDF, DOC, DOCX, XML, JPG, TXT, ODT, XLS, CSV), the number of files that can be signed simultaneously (up to 5), and the fact that any change to a file after signing invalidates the signature. Documents signed with a trusted profile are legally binding only in dealings with public authorities and in matters provided for under Polish law.

It is also important to remember that signing documents via ePUAP is free of charge. For more advanced requirements (e.g. signing documents in business dealings with foreign entities, in courts, or via KSeF), a paid qualified digital signature is required.

What are the benefits for freelancers, start-ups and people testing out a business idea?

For freelancers, start-ups and those testing their business ideas, signing a document via ePUAP brings real savings – in both time and money. Business registration, dealings with government agencies, tax returns and accounting services can all be handled entirely remotely. Experts from the ‘Firma dla Każdego’ Foundation emphasise that, for freelancers and those starting a business, an electronic signature is essential when working with business incubators, online accounting services and when dealing with corporate clients.

In the business incubator model, as practised by the ‘Firma dla Każdego’ Foundation, an electronic signature and a Trusted Profile are essential for the swift processing of invoices, contracts and settlements. This enables you to operate legally, without high social security contributions at the outset and with full legal support.

Where can you find support and further information?

In the event of technical issues or questions regarding signing an ePUAP document, support is available from Trusted Profile verification points (tax offices, ZUS, banks), the government helpline or e-government consultants. You can find the latest instructions and resources on the following websites: Firmy dla Każdego (for entrepreneurs and freelancers), gov.pl, Profil Zaufany and the document signing platform.

In the experience of Firmy dla Każdego, the introduction of electronic signatures has sped up document processing by around 60 per cent, whilst the number of visits to government offices has fallen to almost zero. These are tangible benefits not only for businesses but also for private individuals who wish to minimise red tape.