International document signing with QES: new opportunities for Ukrainian business

In 2026, Ukrainian companies can sign electronic documents with EU countries using a qualified electronic signature (QES). Ukrainian signatures are technically compatible with EU standards and can be verified through European services. At the same time, the legal validity of such signing depends on the specific country, the type of document, and the terms of the agreement between the parties.

This means that businesses can already sign contracts with foreign partners — if the process is properly organized.

In this article, we explain how European legislation regulates the use of QES within EU countries and how Ukrainian companies can manage document exchange with European partners.

International document signing: how it works

The use of electronic signatures in the European Union is governed by the eIDAS Regulation (No. 910/2014). This regulation defines three main types of electronic signatures:

• Simple (SES): suitable for basic documents and does not require robust identity verification.
• Advanced (AES): includes additional authentication steps (for example, document verification or biometrics) and allows detection of any subsequent changes to the signed data.
• Qualified (QES): the highest level of trust and security, equivalent to a handwritten signature. Its creation requires strong electronic identification, and a digital certificate is automatically attached to the signature. QES is created using specialized secure devices that ensure the signer has exclusive control over their data.

The regulation also establishes the principle of mutual recognition: a QES issued in one EU member state is automatically recognized in all other member states.

Why this is relevant now

Integration into the EU Digital Single Market is a strategic step for the Ukrainian economy.

In 2023, Ukraine became the first country outside the EU to be included in the Trusted List of third countries (TC AdES LOTL). In 2026, this gives Ukrainian businesses unique opportunities: scaling into European markets without «paper borders», quickly agreeing on cooperation terms, and making supply chains more predictable.

In 2025, Latvia became the first EU country to practically demonstrate readiness for full recognition of Ukrainian QES equivalents.

The Latvian case became a precedent due to:

• Mutual recognition. Latvian public authorities and businesses began accepting documents signed with Ukrainian keys via the pan-European verification platform.
• Full legal compliance. Ukrainian QES meets ETSI technical standards used in the EU.
• No paper duplication. Ukrainian exporting companies were able to fully отказаться from international courier services when working with Latvian counterparts.

How Ukrainian legislation is adapting to EU requirements

Until a full mutual recognition agreement (MRA) is concluded with the EU, Ukrainian legislation applies interim mechanisms. In particular, the law allows Ukrainian businesses to legally use QES issued by European providers included in the EU Trusted List.

On the other hand, Ukrainian electronic signatures are also recognized in the EU, but there is an important nuance. At present, the «Diia» system (Diia.Signature-EU) has successfully passed technical validation in the EU.

However, according to eIDAS rules, qualified signatures from third countries are treated within the EU as advanced electronic signatures (AES), not qualified ones (QES). This means Ukrainian QES can be used to identify a person or sign commercial documents such as:

• contracts;
• non-disclosure agreements (NDAs);
• invoices;
• service completion acts, etc.

For strictly regulated actions in the EU (for example, tax reporting or signing statutory documents of a foreign company), a European QES is still required.

Opportunities for Ukrainian business

For businesses, international online document exchange (ODE) is a significant cost-saving tool. The use of international QES is critical for efficiency: according to statistics, 89% of European companies report increased productivity due to electronic signatures, and 96% report reduced document processing time.

Which businesses can use international document exchange

International electronic document exchange is most relevant for companies where contract execution speed directly impacts revenue. This includes:

• Retail networks, distributors, and manufacturers involved in export and import activities.
• Ukrainian businesses relocated to the EU or opened branches or representative offices there.
• Foreign companies working with Ukrainian counterparties.
• International non-profit organizations and foundations.

What companies need to sign documents with international partners

To fully execute electronic documents abroad, companies must take the following steps:

1. Define the required signature level. If AES is sufficient for the contract, Ukrainian Diia.Signature-EU can be used. If the European partner or legislation requires QES, a European signature must be obtained.
2. Obtain a European QES (if needed). This requires selecting a provider from the EU Trusted List. Ukrainian citizens can complete the KYC/AML verification process online using a biometric passport or ID card (often without requiring residence permits or a European bank account).
3. Choose a document management platform. Businesses can use specialized services already technically compliant with eIDAS requirements and integrated with international QES providers. This ensures proper document formats (ASIC-E or PAdES) and audit trail maintenance.
4. Consider geographic limitations. It is important to remember that the eIDAS regulation applies to EU and EEA countries. Some countries, including the United Kingdom (due to Brexit) and Switzerland, are not part of eIDAS and do not automatically recognize Ukrainian or EU QES — local laws and contractual terms apply.

How Vchasno services help with this

The Vchasno ecosystem is designed with cross-border document exchange requirements in mind.

In particular, the Vchasno.ODE electronic document management service acts as an exchange gateway: the platform allows users to upload documents, invite foreign partners, and store signed files in a secure cloud archive. The system automatically verifies signature validity, reducing risks for legal departments.

International document signing with QES in 2026 is becoming a standard of security and speed. The Latvian case as a foundation demonstrates that Ukrainian business is already integrated into the European digital space. Transitioning to online signing allows companies to focus on business growth rather than paper logistics.