Electronic signatures help companies complete official digital transactions, but they rely on a certificate, a signing device, and safeguards that protect the signer’s identity. The company should assign possession and authority to the appropriate person and keep a clear record of permitted use.
Issuing the certificate
Prepare the company file, documents of its legal representative, and any required authorizations according to the instructions of a licensed electronic certification service provider. The company and representative details should match current official records.
Use within the company
Identify who holds the signing device, which transactions that person may execute, and how passwords and recovery methods are secured. The device should not be shared among employees or used beyond the scope of the authorization. Keep an internal record of issued authority and transactions requiring separate approval.
Renewal and changes to the representative
Track the certificate’s expiry date in advance. Update the provider’s records when the legal representative, company name, or legal status changes. Continuing to use a certificate with outdated details may lead to rejection of a transaction or a dispute over authority.
If the device is lost or compromised
Stop using it and promptly follow the provider’s reporting, suspension, or cancellation procedures. Document the incident internally and review transactions made during the period of concern. Restrict access to recovery codes and ensure that a replacement certificate is issued to an authorized holder.
Practical internal controls
- Keep the device in the custody of the named authorized signatory.
- Use a strong, private authentication method and do not share credentials.
- Set approval limits for transactions with financial or legal consequences.
- Review permissions whenever an employee’s role or the company representation changes.
- Retain copies of signed documents and the corresponding approval record.
Legal Protector can review the authorizations and internal policies connected with electronic signatures. Last legal review: October 2026. Reference sources: Egypt’s Information Technology Industry Development Agency and licensed certification service providers; check current provider instructions before applying.
