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QES identity validation rules
Ensuring the security and reliability of Qualified Electronic Signatures (QES) starts with accurate identity verification. This process compares the declared identity of the signer with the details extracted from their official identity document, including given and last names.
However, name matching can be challenging due to variations in naming conventions, national specificities, and diverse formatting styles. This article outlines the rules that guide QES identity validation, helping users navigate these complexities for a seamless signing experience.
Accepted Documents
Before starting the process, keep in mind that the following identity documents are accepted for name matching:
National ID card
Passport
Residence permit
Temporary residence permit receipts are not accepted for name matching.
Format Rules for Identity Validation
To ensure an accurate identity validation, you must follow these formatting rules for first and last names:
Case Format
Names can be provided in either lowercase or uppercase, without affecting the matching process.
Special Characters
Latin special characters (e.g., à, é, ç) are normalized to their basic form (a, e, c) during verification.
Example: "José" → "Jose"
Hyphens and Apostrophes
Hyphens ( - ) and apostrophes ( ‘ ) can be replaced with spaces.
Example: "Jean-Luc" → "Jean Luc"
Example: "N’O" → "N O"
Multiple Alphabets
If an identity document includes names in Latin and non-Latin scripts (e.g., Cyrillic, Arabic, Chinese), only the Latin script version must be used.
Example: For the name "ОБРАЗЕЦ TESTER," use "OBRAZETS" (first name) and "TESTER" (last name).
First Name Verification
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).
Compounded first names are sometimes written without hyphens. For example:
"Jean-François" may appear as "Jean François" on an identity document.
When this occurs, the document parsing process treats the two words as separate given names. To ensure successful identity verification, only the first word of the first name should be provided.
Example: If the document lists "Jean François," declare the first name as "Jean."
Exceptions to Name Separation Rules
Certain identity documents do not follow the standard rule of treating spaces as separators. In these cases, all characters before the first expected separator (e.g., a comma) must be written in full.
Example:
For a French Passport or National Identity Card (CNI):
If the document lists two first names, "Jean François" and "Baptiste," written as "Jean François, Baptiste," the first name must be declared as "Jean François."
Here, the comma is treated as the separator, not the space.
Other Documents with Similar Exceptions:
Spanish National Identity Card (DNI)
Romanian National Identity Card
Spanish Passport
For these documents, spaces are not separators. If first names are separated by a space, all must be provided as a single entry.
The list of name separators
This section outlines the characters recognized as separators during identity verification, ensuring accurate interpretation of names from identity documents.
The list of separators is defined below:
Country | Document | Version | First names separator |
ARG | Passport | P7, P8 | , |
CHL | Passport | P4 | , |
COL | Passport | P10 | , |
DNK | Passport | P9, P12, P13 | , |
DNK | Residence Permit | RP2, RP4 | , |
ESP | ID | I4, I5, I6 | , |
ESP | Passport | P3, P5 | , |
ESP | Residence Permit | RP19 | , |
FRA | ID | I5 | , |
FRA | Passport | P3 | , |
ITA | ID | I7, I6 | , |
ITA | Residence Permit | RP1, RP4,RP5, RP6 | , |
MEX | Passport | P6 | , |
PER | Passport | P6 | , |
VEN | Passport | P6 | , |
Last Name Verification
To ensure successful identity verification, the signer’s last name must follow the following rules:
1. Match Exactly One Name
The declared last name must match either the birth name or the usage name displayed in the "last name" field of the identity document.
2. Choose One Name When Both Are Displayed
If both the birth name and usage name are listed, only one of them should be declared.
Example: If the document lists "GABLER MUSTERMANN," you can declare either "GABLER" or "MUSTERMANN."
Declaring a combined name like "GABLER-MUSTERMANN" will result in a failed verification.
3. Names with Multiple Particles
Last names containing multiple particles (e.g., "VAN DEN DRIES") must be declared in full and as a single last name.
4. Certificate of Signature
The name displayed on the certificate will be the one you declare, whether it is the birth name or the usage name, provided it matches the identity document.
Honorary, Nobiliary, or Doctorate Titles
Citizens of some European countries may have honorary titles (e.g., "Baron", "Dr.") displayed in the last name field of their identity document, before their last name.
These titles should not be included when declaring the signer’s identity. Only the first name and last name should be provided for matching with the identity document.
Accurate identity verification is essential for ensuring a successful Qualified Electronic Signature (QES) process. By following the guidelines for declaring names, understanding the rules for matching with your identity document, and complying with the format requirements, you help ensure smooth verification and legal compliance.