An electronic digital signature in Ukraine is a widely used tool by legal entities and entrepreneurs to submit reports and official correspondence to state bodies and organizations. In Ukraine, the digital key is officially called a Qualified Electronic Signature (QES), though it is often referred to as a digital signature or an electronic key. In this article, the terms QES, digital signature, and electronic or digital key all refer to the same thing. Essentially, it is a digital file that, when uploaded to a specific website along with a password, grants the user access to services on behalf of a company or organization. As of today, it is difficult to imagine the activities of a company, a non-governmental organization, or an entrepreneur in Ukraine without using a digital key. Moreover, tax and social insurance authorities refuse to accept reports in paper form and require that declarations be submitted via the relevant websites, access to which requires the mandatory use of an electronic signature. At the same time, companies receive digital keys from their bank to conduct financial transactions. Such keys are not always accepted by state bodies, but their receipt is a prerequisite for making payments, and sometimes for accessing Internet banking. A qualified electronic signature in Ukraine can also be used to sign documents (including, but not limited to, acts, invoices, declarations, and agreements) between two companies/entities via special web services.
That is, for doing business or non-profit activities in Ukraine, obtaining electronic keys is a necessary requirement. Moreover, the process of registering a company in Ukraine is considered complete only after the CEO* receives an electronic signature (digital key).
How to obtain an electronic signature for a legal entity/company in Ukraine?
The algorithm below is the same for all legal entities, regardless of the type (business partnership, non-profit organization) and type (LLC, Cooperative, charitable organization, etc.). The first condition is the correct state registration. To obtain keys for a legal entity, it is compulsory that the entity registration in Ukraine be properly performed. That is, all company/organization documents must comply with the legislation, contain no errors, and have no unknowns.
The following list of documents must be provided
- charter (or a description of documents, with a valid access code to the website of the Ministry of Justice of Ukraine);
- certificate (extract) from the Ukrainian companies’ register (or a description of documents, with a valid access code to the website of the Ministry of Justice of Ukraine);
- minutes/decision on the appointment of the head of the company/organization;
- documents confirming the CEO’s identity.
Please note that the keys are personally received by the CEO. Obtaining keys by proxy is technically impossible. The CEO’s physical presence is mandatory for identity verification during the initial issuance. When issuing a QES, the applicant independently chooses a password that must be used together with the QES during authorization. Using a KEP is not possible without a password. In this case, as a rule, it is possible to lock the keys through the call center and a “secret phrase”. The procedure for issuing keys can be carried out only after state registration of a business or organization.
A Digital Signature can be obtained in three ways.
1 – At a Ukrainian bank after opening an account. Please note that as of May 2026, keys issued by the following banks may be accepted by state authorities (including the Diya service and the Tax Service of Ukraine): Ukrsibbank, SenseBank, PrivatBank, Credit Agricole, Oschadbank, and some others. Obtaining keys without opening an account is not possible. Please note that account opening is conducted exclusively in the presence of the company/organization’s General Manager (CEO).
2 – At the company that has the appropriate license to issue electronic keys, registration of such keys gives access to all state services where the use of an electronic key is provided.
3 – At the Ukrainian State Tax Service or other authorized government agencies. While this method is less common, its primary advantage is the absence of a registration fee. However, in terms of user experience and integration, these keys are often considered less convenient for daily business operations.
Companies with 2 or more CEOs (for example, a general director and deputy directors) can receive QES for each executive (it’s not compulsory, though). A necessary condition is that the executive be registered in the official Ukrainian company/organization registration documents. That is, they must be indicated in the registration certificate/extract. The powers of such persons to use the keys will be regulated by the charter and/or internal documents of the company/organization. Worth mentioning that when appointing such persons, the company’s owners may indicate that they do not have the right to receive digital keys by establishing appropriate restrictions.
Important nuances regarding electronic keys in Ukraine.
Often, the digital keys in Ukraine are transferred to the relevant accountant or financial director of the company/organization. Very often, the keys are given to representatives of a company that provides accounting or legal services. This is a fairly common practice in Ukraine. Yes, on the one hand, it is a risk, but on the other hand, it is the only available tool for the relevant specialist to perform their duties. But in any case, it is advisable to indicate in the relevant documents (for example, an agreement on the provision of accounting or legal services) the fact of transferring the keys to the relevant third party, as well as indicate on what basis such a transfer took place.
It is worth noting that since 2024, Ukraine has had an “electronic court” system, and notifications to participants in the process and/or consideration of court cases in Ukraine are carried out through the judiciary’s relevant online system. Of course, the keys also provide access to this portal and the right to submit procedural documents, receive court decisions, familiarize yourself with the case materials, track the status of cases, receive push notifications about the receipt of new documents and changes in the status of cases, receive court summons (including summons to the court and notification of the time and place of the meeting in electronic form), participate in court hearings online (if the court decides to hold the hearing remotely), pay the court fee, etc.
The QES also provides legal entities with access to Diia and the right to submit/receive state services, permits, licenses, etc., online.
For how long are Ukrainian digital keys issued?
Electronic keys issued by banks are issued for one year (in general, Ukrainian banks require client verification and client data updates every 12 months). Keys issued by private companies are issued for 1 or 2 years, at the owner’s choice. Once the validity period of the QES issued by the private company expires, they are rendered invalid. But until their expiration date, there is usually an option to extend them online.
CEO* means the head, executive, director, president, or any other general manager.
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