📖 Table of contents
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
The Signer's first name declared in the Signature Request must exactly match one of the extracted given names on the ID document or a valid combination of them.
For example:Either "Maëlys-Gaëlle" or "Marie" can be used individually.
A combination is allowed ("Maëlys-Gaëlle Marie" or "Marie Maëlys-Gaëlle").
A hyphen is optional for a single given name ("Maëlys Gaëlle" is valid), but mandatory for multiple names ("Maëlys Gaëlle Marie" is invalid; only "Maëlys-Gaëlle Marie" or "Marie Maëlys-Gaëlle" is accepted).
But we strongly recommend that you use only one first name in Signer data, to avoid problems with incorrect combinations.
Compounded first names are sometimes written without hyphens on the ID document.
e.g. "Jean-François" is sometimes written as "Jean François" on the ID Document used. In that case, the identity document parsing will handle these 2 words as 2 different given names. For such Signers, only the first word of their first name should be provided (e.g. "Jean" in this case).
A few identity documents do not comply with the above rule. A space is not interpreted as a separator, so everything before the first separator expected must be written.
e.g. for a French Passport, a Signer has two first names "Jean François" and "Baptiste" which are written on the identity document ‘Jean François, Baptiste’. It is expected that ‘Jean François’ is written in full because it is the character string before the comma, which is the expected separator.
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.