Sign insurance documents online: secure, efficient, and legally binding

In today’s digital world, more and more insurance companies are embracing the possibility of digitally signing documents - a shift that benefits both clients and insurers. From new policy applications to contract amendments, signing online saves time, improves accessibility, and ensures a smoother experience for all parties involved.

But not all digital signatures are equal. In the insurance sector, only Qualified Electronic Signatures (QES) meet the required standards for security and legal recognition. Let’s explore what that means, and why it matters.

What is a Qualified Electronic Signature (QES)?

A Qualified Electronic Signature is the most secure form of digital signature. It is issued by a Qualified Trust Service Provider (QTSP) and backed by a verified certificate that ensures:

• The signer’s identity has been verified,
• The signature is timestamped and cannot be altered afterwards,
• The signature is legally equivalent to a handwritten signature under EU law.

The legal value of QES

Unlike less secure alternatives (such as a typed name field, scanned signature, or checked box), a QES is indisputable. It is legally binding and holds full evidentiary value.

In accordance with the European eIDAS Regulation (EU 2014/910 and the update 2024/1183), a QES guarantees:

• Authenticity: It confirms the signer is who they claim to be.
• Integrity: It proves the document has not been modified after signing.
• Non-repudiation: The signer cannot deny having signed it.

This type of signature is therefore ideal for legal documents such as insurance contracts - and is often even required by law.

Why insurance companies use QES

Insurers have clear reasons to require QES for digital document workflows:

• Security: Reduces fraud and identity disputes.
• Compliance: Meets the requirements set by EU Regulation 2014/910 (eIDAS) and its recent amendment 2024/1183, which strengthens rules around digital ID and trust services.
• Remote onboarding: Supports full digital client journeys, even without face-to-face contact.
• Efficiency: Accelerates contract processing and reduces paperwork.

Insurance companies will not accept digital signatures unless they are QES-compliant, making it critical for clients to understand and adopt these methods.

Benefits for clients

For clients, signing insurance documents with a QES offers multiple advantages:

• Speed: Complete applications in minutes, even on mobile.
• Convenience: Sign documents from anywhere, at any time — no need for in-person appointments or printing.
• Security: Your identity is verified and your data is protected.
• Trust: You can be confident that the signed document is legally valid and tamper-proof.

What do you need to sign with QES?

Using QES is straightforward - you just need access to one of the approved tools or platforms. In Belgium, these include:

• Itsme (mobile identity app)
• BeID (Belgian eID)
• One-time password (OTP) methods via SMS or email, combined with long-term timestamping.

All must be recognised Qualified Trust Service Providers (QTSP) in the EU, and their signatures are valid across all EU member states.

Conclusion: a win-win for clients and insurers

Digital signing with Qualified Electronic Signatures is the future of insurance - and it’s already here. It saves time, improves trust, and delivers strong legal protection for both clients and insurers.

Whether you're applying for a new policy, updating existing coverage, or managing claims, QES makes the process easier, faster, and safer.

Need help with digital signing or want to know if your insurer accepts QES?  Contact us! We’re happy to guide you through.