Definition and Use
Electronic seals play a key role in reliably protecting documents in day-to-day business operations. They confirm the authenticity of digital content and provide evidence of its origin. Find out everything you need to know about how electronic seals work, their benefits and the legal framework governing their use.
Tabele of contents
Key facts at a glance
- An electronic seal is used to ensure the origin and integrity of electronic documents or data.
- An electronic seal is based on a digital certificate and protects the document content from being tampered with.
- Unlike an electronic signature, an electronic seal is issued to a legal entity, i.e. a company.
What is an electronic seal?
An electronic seal is used to ensure the origin and integrity of electronic documents or data. A digital certificate issued to the company creating the seal is required to create an electronic seal.
The terms “company seal”, “corporate seal” and “digital seal” are used interchangeably.
Types of electronic seals
The legal basis for electronic seals is the eIDAS Regulation. The requirements for electronic seals are set out in Section 5, Articles 35 to 40. As with electronic signatures, there are three types of electronic seals:
- Simple electronic seals
- Advanced electronic seals
- Qualified electronic seals
A simple electronic seal consists of data in electronic form that is attached to or logically associated with other data in electronic form to ensure its origin and integrity.
Advanced electronic seals must meet additional requirements defined by the eIDAS Regulation, such as being uniquely linked to the seal creator.
Qualified electronic seals must meet the requirements for advanced electronic seals, be created using a qualified electronic seal creation device and be based on a qualified certificate.
In general, advanced and qualified electronic seals provide a very high level of security. The appropriate type of seal depends on the requirements of the particular situation. If in doubt, it is advisable to check the regulatory requirements applicable to the relevant industry or seek legal advice.
What does an electronic seal look like?
There is no standard visible appearance for an electronic seal. It is a technical element that is embedded into a document in the background. To the viewer, it is often only visible as an indication within the document.
In Adobe Reader, this indication appears at the top of the PDF in a blue bar: “Certified by …, certificate issued by …”
In Adobe Reader, this indication appears at the top of the PDF in a blue bar: “Certified by …, certificate issued by …”
How is an electronic seal created?
To create an advanced or qualified electronic seal, a digital certificate must first be obtained from a Trust Service Provider (TSP) in the name of the company. The seal is then applied either via a command in the software interface or through the software provider’s API (application programming interface). The latter is particularly common for high-volume sealing processes, such as for invoices.
In the completed PDF document, the seal appears in Adobe Reader as a blue bar above the content. This makes it possible to identify both the issuer and the integrity of the document at a glance.
Electronic seals vs electronic signatures
An electronic seal is…
An electronic seal is a company seal for a legal entity, i.e. a company or organisation, which confirms the origin and integrity of the document.
More about electronic seals
An electronic seal is a company seal for a legal entity, i.e. a company or organisation, which confirms the origin and integrity of the document.
More about electronic seals
An electronic signature is…
An electronic signature is created by a natural person and used to sign a document as part of a declaration of intent.
“An ‘electronic signature’ means data in electronic form which is attached to or logically associated with other data in electronic form and which is used by the signatory to sign.”
More about electronic signatures
An electronic signature is created by a natural person and used to sign a document as part of a declaration of intent.
“An ‘electronic signature’ means data in electronic form which is attached to or logically associated with other data in electronic form and which is used by the signatory to sign.”
More about electronic signatures
| Criteria | Digital seal | Electronic signature |
|---|---|---|
| Who “signs”? | A company / organisation | A natural person (e.g. employee, managing director) |
| Purpose | Confirmation that a document originates from the company | Binding declaration of intent by an individual |
| Typical use | Invoices, official notices, certificates, automatically generated documents | Contracts, approvals, authorisations by individuals |
| Legal statement | “This document was issued by this organisation.” | “I, this person, have signed.” |
| Evidential function | ✔ Authenticity of the document✔ Integrity of the document✔ Origin | ✔ Identity of the person✔ Integrity of the document✔ Time of signing |
| Legal effect | Serves as evidence of the company’s origin (not a substitute for a personal signature) | Matching declarations of intent form the basis of a valid contract. Depending on the required form: simple, advanced or qualified signature |
| Automation | Ideal for fully automated processes | Usually manual or semi-automated |
| Example | ERP system applies the company seal to an invoice | Managing director and employee sign an employment contract |
| Legal basis (EU) | eIDAS Regulation | eIDAS Regulation |
| Technical association | Certificate issued to an organisation | Certificate issued to an individual |
Summary: While an electronic signature represents the personal signature of an individual, a company seal represents a legal entity, i.e. a company or organisation. Where a declaration of intent must be made by means of a signature, an electronic signature is required.
Electronic seal providers
Many providers combine electronic signature and electronic seal technology, as this can make workflows even more efficient. Some providers also offer electronic sealing independently of electronic signatures.
Electronic seals with inSign
With inSign, documents are automatically sealed as soon as they have been electronically signed. At the same time, inSign also offers a separate electronic sealing solution.
The basic requirement for creating an electronic seal is a digital certificate issued in the name of the company. This can be obtained directly through inSign. The actual sealing process is carried out via the inSign REST API and can also be used for high-volume processes, for example for e-invoices.
The inSign company seal meets all eIDAS requirements. Both advanced and qualified electronic seals can be created.
Conclusion: Fast and efficient document processing
Where documents need to be protected against tampering, electronic seals are the appropriate solution. The eIDAS Regulation defines the different types of electronic seals and their respective requirements. Companies and large organisations benefit particularly from automation for high-volume sealing processes.
FAQ: Frequently asked questions about electronic seals
Many providers combine electronic signatures and seals. This allows you to work as efficiently as possible.
Look for eIDAS compliance, easy integration with automation capabilities, transparent pricing and, of course, data protection and data sovereignty, including the company’s registered office and servers being located in Germany.
A digital company stamp is an electronic version of the traditional company stamp on paper. It contains a simple image with company information. An electronic seal, on the other hand, is based on a digital certificate and protects documents against tampering.
About the author
Christina Detling
As Online Marketing Manager at inSign GmbH, I manage the content, SEO and SEA strategy for Germany's leading electronic signature solution. With a focus on B2B marketing, I drive lead generation and the optimisation of digital customer journeys. My background in Business Informatics (B.Sc.) bridges technical understanding with strategic marketing expertise, a combination I have been putting into practice at inSign since 2019. I use inSign myself and am genuinely convinced by the solution: straightforward, legally compliant and efficient. It is a tool I recommend without hesitation.
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