Frequently asked questions about electronic signatures and stamps for business

An electronic signature is the equivalent of a handwritten signature for an electronic document (one that is not printed), and has the same value.

Electronic documents (for example PDF files) are signed using an electronic certificate which is guaranteed to represent the signatory.

The electronic signatures issued by the Business Development Agency are electronic signatures that can only be used for business purposes. The electronic signature is provided by an individual authorised to represent a legal entity.

Electronic stamps are the equivalent of company stamps or “seals”. Electronic documents (for example PDF files) are signed using an electronic certificate. The certificate is issued on a smart card by the Business Development Agency to an individual duly authorised by the legal representative.

An electronic signature is linked to an individual (representing a legal entity) while an electronic stamp is linked to a legal entity, just like the company stamp or "seal".

An electronic certificate is a file that includes a set of data and makes it possible to protect communications as part of the electronic signature and stamp process.

Electronic signature and stamp certificates are issued on a smart card by the Business Development Agency. It is this smart card and the electronic certificate that is recorded on it that enable users to sign documents.

You can obtain two types of certificate from the Business Development Agency:

• Signature certificates issued on a smart card that enable electronic signature by an individual representing legal entity
• Stamp certificates enable the company stamp to be affixed. There are two types of stamp certificate:
  • Simple stamps, issued on a smart card, allow users to stamp one document at a time (for example, they can be used to affix the company’s stamp to an employee’s contract)
  • Server stamps can be used to stamp several documents at the same time (for example, a company with more than 50 employees can install the server certificate directly within its HR system to stamp employee payslips)

Server stamp certificates can be used to create electronic stamps in order to seal data. These certificates can be installed directly on a server or cryptographic module.

A simple electronic stamp on a smart card allows an individual representing a legal entity to affix their electronic stamp to documents one at a time, while a server certificate allows multiple documents to be stamped at once. E.g.: a company with more than 50 employees can install the server certificate directly within its HR system to stamp employee payslips.

Stamp certificates can be used by legal representatives or by anyone who has been given authorisation by a legal representative to represent the legal entity (also known as the certificate holder). Please note that the company must be registered in Monaco’s Trade and Industry Registry. 

The certificate holder is the individual identified on the certificate. This is the person who will use the certificate to sign and stamp documents depending on the electronic certificate chosen.

The authorised representative is the person appointed by the legal representative to apply for and collect certificates on behalf of others in the company.

There are three main advantages of using electronic signatures and stamps:

• Increased document security: each signature guarantees the integrity of the document, its authenticity and non-repudiation
• Reduced document printing, archiving and forwarding costs – and this is better for the environment, too
• Quicker, smoother customer relations since contractual activities can be carried out remotely by exchanging digital documents

Electronic certificates are issued by the Monegasque State, which acts as the trusted third party and guarantees the link between an electronic signature and the signatory. The certificates are delivered to users by the Business Development Agency.

Full details of how to obtain a certificate are available here.

A server stamp allows users to affix stamps to large numbers of documents on a regular basis (e.g. when issuing large numbers of payslips or invoices). You can select this type of certificate on your application form.

Full details of how to obtain a certificate are available here.

This procedure requires additional reliable systems and infrastructure which should be discussed with your IT department (HSM equipment, automated document seal software, security procedure, etc.).

For more information, you can contact the Business Development Agency by email: esign@gouv.mc

As the legal representative of a company registered in the Monaco Trade and Industry Registry, you can appoint an employee as a certificate holder.

To do this, you can consult the procedure on this subject, available here. 

As the legal representative of a company registered in the Monaco Trade and Industry Registry, you can appoint an authorised representative to be responsible for all of the company’s electronic certificates, overseeing the application, the identity of the future holder, registering the application with the Business Development Agency and collecting the card on which the certificate is recorded.

To do this, you can check the procedure available here. 

The following information is collected regarding the legal representative, certificate holder or authorised representative: last name, first name, title, position in company and work contact details (company name, head office, work email address, telephone number, Trade and Industry Registry number).

To activate your certificate:

• Go to the link in the activation email
• Enter the access code (noted on the paper document) on the webpage which appears
• A page showing a link to a downloadable PDF containing your PIN is displayed
• Download and install the SafeNet Client software by following this link

Full details of the process are described in step 5 of the procedure available here. 

To be able to use the electronic signature on a PDF file, the person authorised to represent the company (the signatory) must have a smart card on which an electronic certificate is recorded. This is used to identify the signatory and guarantee the integrity of the document.

Full details of the process are described in step 6 of the procedure available here. 

You can use your electronic signature to sign contracts, purchase or delivery orders, invoices, acts of undertaking, declarations and payslips.

No. The certificates issued by the Business Development Agency may be used for business electronic signatures and stamps only.

You will continue to be able to choose between signing documents by hand or using an electronic signature.

When a card is issued, the holder receives a paper document showing an activation code that they can use to activate their signature certificate.

The holder receives an email enabling them to activate their card. They enter their activation code on a special webpage and are then allocated a six-digit PIN, which is contained in a PDF file.

The cancellation code is issued when the certificate is generated and is emailed to the user and the authorised representative. It is used to cancel (invalidate) the certificate in the event that it is compromised (for example if the card is lost or stolen).

If you lose your PIN or enter it incorrectly five times, your card will be blocked and you will need to contact the Business Development Agency by emailing esign@gouv.mc to renew your certificate and obtain a new card.

Please be aware that the issue of a new card will incur a fee of €120.

No, your PIN is strictly for personal use.

If you would like one of your employees to be able to represent you, you can appoint them as a certificate holder. They can then apply for registration with the Business Development Agency by following the procedure in place.

No, there is no limit on the number of documents that can be signed per year.

No, electronic certificates enabling electronic signatures are strictly for personal use. You are the only person who may use your certificate: the certificate guarantees the integrity of the document and identifies the author.

If you would like one of your employees to be able to represent your company, you can appoint them as a certificate holder.

Full details of how to obtain a certificate are available here.

The holder receives an email enabling them to activate their card. They enter their activation code on a special webpage and are then allocated a six-digit PIN, which is contained in a PDF file.

Certificates are cancelled under the following circumstances:

• Expiry of the certificate
• Compromise of the certificate: loss or theft of card
• Closure of the company (removal from Trade and Industry Registry)
• Departure from the company of a certificate holder
• Death of a certificate holder

The cancellation procedure is described online here.

Once a certificate has been issued to a certificate holder, the holder receives a cancellation code by email. This code allows the holder to request the cancellation of a certificate online if required.

You should inform the Business Development Agency, which will deactivate your card, or you can enter the cancellation code that you were sent when the card was issued, at the link provided for this purpose.

The cancellation procedure is described online here. If you have forgotten your cancellation code, you can contact the Business Development Agency by telephone.

If an employee who holds an electronic certificate leaves the company, you will need to cancel their certificate. To do so, you will need to use the cancellation code that you received by email when the certificate was issued.

The validity of electronic certificates is limited to three years to comply with the current legislation and regulations on the security of information systems.

Certificates are valid for three years from the date of issue. You must renew your certificate before the expiry date. To renew it, you will repeat the same procedure you followed when you first registered.