📖 Table of contents
Accepted ID Documents
Step 1: Documents review
Step 2: Information validation
Step 3: Video identification
Accepted ID Documents
Make Sure Your ID Document Is Accepted
Before starting the Qualified Electronic Signature (QES) process, you’ll need a valid ID document that meets the required criteria. Different countries and document types have specific rules for verification.
Check the list of accepted ID documents for QES
In that article, you’ll find:
A complete list of accepted ID documents by country
The types of documents eligible for verification (e.g., passports, national ID cards)
Having the correct ID document ready will help you complete your QES smoothly and without delays. Make sure to review the list before proceeding.
Sign documents with the Qualified Electronic Signature (QES)
Have you received a signature request with the Qualified Electronic Signature (QES), or do you want to learn more about how this level of signature works? In this article, we detail all the steps necessary to sign documents with Yousign's Qualified Electronic Signature:
Read the documents to be signed
Information confirmation
Verification (video verification of your ID document and face)
Signature
Identity storage (optional)
For a signature request with a Qualified Electronic Signature, signer identification is strengthened by various video verification steps (ID document and face). These steps are necessary to sign documents and help enhance the legal value of the signatures.
To sign documents with Yousign's Qualified Electronic Signature, make sure you have:
Your physical ID document (valid)
A mobile device (only a smartphone) with a camera
Follow this step-by-step guide to sign your documents.
Step 1: Documents review
Start by reviewing the documents to be signed:
In the signature request you received by email, click the "Access document" button to view the document(s) to be signed.
Make sure you are in a well-lit environment and have your physical ID document and a mobile device with a camera ready, then click "Continue."
Click "Start."
On the left side of your screen, you will see all the documents to be signed, along with any attachments. Once you have reviewed the documents (scroll down), and, if necessary, provided the required information (checkboxes, text to be copied, etc.), click the "Sign" button at the bottom right of the page.
Step 2: Information validation
First Name and Last Name Validation for Identity Verification
Identity verification for a Qualified Electronic Signature (QES) depends on accurately matching your declared identity with the identity extracted from your official ID document. This ensures compliance with security standards and legal requirements.
How Does It Work?
The process compares the first and last names provided by the sender (and validated by you) with the names displayed on the submitted identity document. Names must comply with specific rules to ensure successful verification, creating a robust, standardized, and secure process.
Accepted Documents
The following identity documents are accepted for name matching:
National ID card (front and back)
Passport
Residence permit (front and back)
Temporary residence permit receipts are not accepted for name matching.
Rules for a successful identification
Qualified Electronic Signature (QES) verification relies on comparing your declared identity with the identity on your official ID to ensure security and legal compliance.
First Name
The declared first name must match exactly one of the given names on the document.
Examples of successful matching:
Document lists "Maëlys-Gaelle Marie"
Declared: "Maëlys-Gaelle" or "Marie"
Example of failed matching:
Declared: "Maëlys-Gaelle, Marie" (two matches detected).
2. Format
Names can be declared in lowercase or uppercase without affecting matching.
Special Latin characters (e.g., à, é, ç) are normalized (e.g., a, e, c).
Example: "José García” can be declared as "Jose Garcia”
Hyphens (-)``and apostrophes (
') can be replaced by spaces.Example: "N’O" can be declared as "N O."
You must use Latin characters. If a document shows names in both Latin and non-Latin scripts (like Cyrillic, Arabic, or Chinese), you must use the Latin version of the name.
3. Last Name
The declared last name must match exactly one of the following:
Birth name or usage name on the document.
If both are displayed, only one should be provided.
Example: Document lists "GABLER MUSTERMANN." Declared: "GABLER" or "MUSTERMANN."
Failed matching: Declared: "GABLER-MUSTERMANN."
4. Honorary Title
Honorary titles (e.g., Baron, Dr.) displayed in the document must not be declared, or the verification will fail. Only enter first and last names.
Error Reporting and Resolution
If the declared names do not match the document, the signing process cannot proceed. To correct this:
Click on the "Declare an error to the sender" button and specify the necessary changes.
The request sender will receive an email to update the information with the names extracted from the ID document used, to optimize the next attempt.
If you are also the sender, you will need to check your emails or return to the application to review the signature details.
Once corrected, you will be notified and can restart the process.
Important: For security reasons, you cannot make changes to your data directly.
👉 If you have already completed a QES with Yousign and saved your digital identity on a mobile device, follow this guide to sign more quickly.
Step 3: Video identification
At this stage, have your mobile device (smartphone only) with a camera ready to verify your identity.
Click on "Start verification."
If you are signing from a computer, choose one of these two options:
Scan a QR code (see how in this article)
Receive a text message (only if you have a smartphone)
Make sure to select the language you want to use for your video identity verification. Choose the language you are most comfortable with to follow the instructions on your mobile device.
If you are signing directly from a smartphone, proceed to this step.
If you selected "Scan a QR Code" from a computer:
A QR code will appear on your screen.
Open your mobile device's camera.
Position your mobile device in front of the QR code.
Click on the link that appears on your mobile device.
If you selected "Receive a text message" from a computer:
Verify the provided phone number and make changes if necessary.
Click "Text me."
Open the Yousign SMS.
Click on the link in the SMS.
How to Complete Your Identity Verification
The identity verification process is performed entirely on your mobile device. Follow the steps below carefully to ensure success.
Before You Begin: Environment Requirements
To increase the chances of successful ID verification for Qualified Electronic Signatures (QES):
Have your original, valid ID document in hand.
Ensure you are alone in a well-lit place.
Use a stable internet connection (WiFi or 5G recommended).
Avoid using Firefox browsers.
Use your personal smartphone (not a business or shared device).
Step 1: Start the Verification Process
Click "Start verification" and:
Check both checkboxes (mandatory to proceed).
Click "Ok".
Wait for your equipment to be checked. We will verify if:
Your browser is compatible.
Your camera is accessible.
Your internet connection quality is sufficient.
Step 2: Select Your Identity Document
Choose your type of identity document from the accepted options:
National ID card
Passport
Residence permit
Temporary residence permit receipts are not accepted for name matching.
Note: Some forms of ID are not accepted due to security concerns, including:
Italian paper identity cards
Indian and Malaysian passports
Tunisian passports
Haitian titles
North Korean titles
Russian titles (A VPN may be required for Russian documents).
If the country does not appear in the list, the document is not supported for identity verification.
Step 3: Verify Your Identity Document
Follow the instructions on your mobile device:
Select the issuing country of your identity document.
Click "Continue verifying".
Click "I am holding my document" (ensure you have it physically with you).
Allow access to your camera.
Follow the on-screen instructions.
Video Verification of Your Document:
You will be asked to make specific movements with your document.
For each request:
Validate the request and perform the movement.
Wait for the green progress bar and a green checkmark to confirm completion.
Step 4: Verify Your Face
Once the document verification is complete, proceed to facial verification.
Follow the instructions on your screen:
Perform specific facial movements as requested.
For each request:
Validate and execute the movement.
Wait for the green progress bar and a green checkmark to confirm completion.
Final Step: Transmitting Data
Wait a few moments while your data is transmitted and verified.
Important: Do not close the page during the transfer, or you will need to start over
2. If signing from a computer:
Once the verification is complete, you will see the message "The phone step is complete" on your mobile device.
Then return to the Yousign tab on your computer to continue.
What to Do If Your Identity is Not Validated
If your identity verification fails, check the following:
Since we must absolutely verify your identity, an error may occur when checking the match between the first and last names on your ID document and the information you provided.
In case of a name mismatch between what is declared by the sender and what is extracted from the ID, you will be prompted to click on the “Declare an error to the sender” button and provide the necessary corrections so the sender can update the information directly.
The correction must be made in the Signature Details section of the application. Until it is done, you will not be able to restart the process. This allows you to optimize your next identification.
To avoid this type of error from the first attempt, 👉 Read this article for identity validation rules.
Points to Check
Make sure your ID document is:
Valid (not expired)
In good condition
That you have a stable and fast internet connection
That you are using a good-quality video camera
That your first and last names are not reversed
In cases of suspected identity theft, verification will fail if:
A fake document is used
Identity data on a genuine document has been altered
The document is reported lost or stolen
The photograph on the document has been modified
Step 4: Sign documents
Once your identity has been submitted, the final step is to sign the document.
Swipe to the right or hold down the Enter key to apply your signature.
The signature will be added to the document only if your identity verification is successful. This can take up to 15 minutes.
Important: Keep this page open without refreshing it. Doing so allows you to save your digital identity, which will make signing your next Qualified Electronic Signature faster, as you won’t need to repeat the video identification steps.
Once identity verification is complete and validated, you can download your signed document.
Step 5: Save digital identity
You can save your digital identity on the device of your choice. This step is optional but highly recommended if you regularly sign with Yousign.
Saving your digital identity allows you to sign your next Qualified Electronic Signatures with Yousign up to 10 times faster.
Your identity will be linked to this device for 3 years or until the expiration of the ID used, whichever comes first. Therefore:
Use a personal mobile device.
On desktop, make sure no one else scans the QR code on your behalf.
Important: We do not recommend storing two different digital identities on the same device, as the device acts as the “key” to access your digital identity.
For security reasons, you have 15 minutes to save your identity once it has been successfully verified.
👉 Learn more about security best practices to protect your digital identity in this dedicated article.
To save your digital identity:
On Mobile:
Click on "Save my identity."
Click on “Continue” to unlock your smartphone so your identity can be registered on this device
Simple and secure, your identity is saved!
On Desktop:
Extra steps are required when saving your identity on a desktop:
Click "Reveal secret QR code" (only if you are signing from a computer; you will be redirected to Step 4 if signing directly from your mobile device).
Scan the QR code with your personal mobile device (see how in this article).
Click "Save my identity."
Click “Continue” to unlock your smartphone so your identity can be registered on this device.
Simple and secure! Your identity is now saved.
Your saved identity is only usable if your verification was successful. If verification fails, your signature will not count, and you will need to save your identity again after completing a new Qualified Electronic Signature.
👉 Learn more about security best practices to protect your digital identity in this dedicated article.
I can't save my digital identity on my mobile device
Make sure your mobile device's operating system is up to date.
For Android devices version 7.0 or higher
For iOS devices version 14.1 or higher
Check that you are using a compatible browser, and update it to its latest version:
For Android devices (Chrome only)
For Apple devices (Chrome, Safari, Firefox, Brave)
If you are unable to perform any of the above actions, you will not be able to save your digital identity on your mobile device (as it is not compatible). You can use a more recent mobile device.
ID Verification Attempts
Can I have more than one ID Verification Attempt?
As a signer, you may have up to 3 ID verification attempts (depending on the sender’s plan). These attempts allow you to ensure your identity is successfully validated. For guidance, refer back to Step 2: Information confirmation and Step 3: Video identification.
If all three attempts are used without success, your ID verification status will change to Blocked. This means the QES credit has been fully consumed and cannot be used for the signature request. To proceed, the sender will need to unblock you, giving you three new attempts.
Note: The number of verification attempts depends on your sender’s plan (QES by credit).
How to Avoid Errors:
Errors during the Qualified Electronic Signature (QES) process can occur for various reasons, not just name mismatches. Poor internet connection or insufficient lighting during the ID photo capture can prevent successful verification.
To better understand possible causes of failure, refer back to Step 2: Information confirmation and Step 3: Video identification.
If declared names do not match your document, see “Error Reporting and Resolution.”
Reminder: Temporary residence permit receipts are not accepted.
Sign more quickly with your digital identity
If you have already saved your digital identity with Yousign, you can sign faster 😊
After confirming your personal information (first name, last name, and email), authenticate using your saved digital identity:
From a computer: Scan the QR code with your mobile device that contains your digital identity (see how in this article), then click the QR code link to open it.
Click "Sign in".
Confirm your identification using your device’s strong authentication method (fingerprint, facial recognition, pattern, etc.).
Wait a few moments.
Swipe to sign, then click "Download the document"
Tip: Your digital identity saves significant time when signing future QES documents. Use the device you carry most often when creating your digital identity to have it available at all times.