Check out these top nine HR use cases that require qualified signatures in the EU

In the European Union (EU), digitisation has transformed human resources (HR) management, enabling remote hiring, digital workflows, and paperless operations. However, legal compliance remains paramount, especially when it comes to document signing.

Certain HR related documents demand the highest level of electronic identification, known as a Qualified Electronic Signature (QES). For example, using a QES for employment contracts is not just a best practice but, in many cases, a legal necessity.

A Qualified Electronic Signature is the only type of e-signature legally equivalent to a handwritten signature across all EU member states, as defined by the eIDAS Regulation (EU Regulation No 910/2014). It is backed by a digital certificate issued by a qualified trust service provider (QTSP), and the identity of the signer must be verified - often with a video or physical identification process. These extra steps offer superior legal protection and are critical in HR, where contracts and agreements have long-term implications.

In this article, we’ll explore the top 9 HR use cases that require or strongly benefit from using QES within the European Union.

Why Does HR in the EU Need Qualified Signatures?

Human Resources departments handle a wide range of sensitive and legally binding documents—from hiring agreements to termination notices. When the validity of a document can be challenged in court, an advanced or basic e-signature might not provide sufficient legal assurance.

In jurisdictions like Germany, France, Austria, and others, QES is mandatory for certain employment-related transactions. For instance, a fixed-term employment contract in Germany must be signed with QES to be valid in digital form. Without it, companies are at risk of non-compliance, which can result in legal penalties or unenforceable contracts.

While some HR teams may view QES as overly complicated or costly, the reality is that modern solutions have made its use far more seamless. Integrating QES platforms with HR software helps streamline the document management lifecycle while ensuring legal compliance.

The Connection Between HR and the Sales Process

At first glance, HR and the sales process may seem unrelated. But in enterprise operations, both functions depend on legally valid documentation. Just as the sales department must send out contracts, quotes, and NDAs with verified digital signatures, HR must do the same for employment contracts, compensation agreements, and policy acknowledgment forms.

Many companies now operate with remote teams and international hires, which increases the complexity of managing legally binding HR documents. QES ensures consistency and validity across borders - whether you’re hiring a developer in Germany or onboarding a sales executive in France. Without QES, HR documents can be questioned or even declared invalid by local labor courts.

Top Nine HR Use Cases That Require Qualified Signatures

Here are the nine most critical HR related use cases where a Qualified Electronic Signature is required - or at least highly recommended - within the EU:

1. Employment Contracts (Especially Fixed-Term)

If signed using only a simple or advanced e-signature, the document might not be enforceable. Using QES for employment contracts ensures compliance and protects both parties in case of disputes.

2. Amendments to Employment Agreements

Any amendments to an existing employment contract, such as a change in salary, job title, or working hours—must be properly signed and documented. A QES guarantees the integrity and authenticity of these changes, especially when employees are remote.

3. Termination Notices

Some EU jurisdictions require termination notices to be issued in written form and signed. In digital workflows, QES provides the necessary legal assurance that such notices were duly authorized and served properly.

4. Non-Disclosure Agreements (NDAs)

NDAs signed during the hiring or onboarding process are critical in protecting sensitive company information. Using QES ensures these agreements hold up in court, particularly when confidential data or trade secrets are involved.

5. Compensation Agreements and Bonus Plans

Bonuses and incentive structures often form part of contractual agreements between employer and employee. Signing such documents with QES avoids future conflicts regarding what was agreed upon and when.

6. Remote Work and Flexible Work Agreements

Post-pandemic, many companies now allow employees to work remotely. These agreements outline specific terms such as equipment usage, data protection, and availability. In some cases, QES is recommended to ensure enforceability, especially in compliance-heavy industries.

7. Collective Bargaining Agreements

When unions or workers’ councils are involved, the documentation of collective agreements often requires formal signature processes. Using QES ensures that each stakeholder has formally accepted the terms under EU labour laws.

8. Training Acknowledgments and Policy Agreements

Employees are often required to acknowledge policies such as anti-harassment, data protection (GDPR), or compliance training. QES ensures these acknowledgments can’t be repudiated later, which is critical for internal audits or legal reviews.

9. Relocation or Expatriate Contracts

For international assignments, HR teams must create legal documents that outline duration, benefits, housing stipends, and more. QES helps ensure the legitimacy of such arrangements under both local and EU labour laws.

Benefits of Using QES in HR

✔ Legal Validity

QES is legally recognised across all EU member states and provides the strongest proof of signer identity and document integrity.

✔ Cross-border Hiring

Eases legal burdens of hiring and onboarding employees in multiple EU countries with different labour laws.

✔ Audit Readiness

QES logs are immutable, making them perfect for HR audits, ISO certifications, and internal compliance checks.

✔ Employee Trust

Demonstrates professionalism and care in handling sensitive agreements, building trust with employees.

Final Thoughts

The future of HR is digital, but it must also be legally sound. The use of Qualified Electronic Signatures (QES) is not only a legal necessity in certain EU countries but a strategic advantage for HR teams managing cross-border employment, compliance-heavy processes, and remote workforce policies.

Whether you're preparing an employment contract, issuing a termination letter, or rolling out a company wide NDA, QES ensures that your documents are secure, compliant, and enforceable.

As digital transformation continues to reshape HR, adopting QES solutions can elevate your team's efficiency, reduce legal risks, and align with EU regulations. If you're looking to modernize your HR document workflows, QES isn't just a good idea - it's essential.