Knowledge Base

Overview 

This article explains how Document Signing Enterprise certificate validation works, what information is verified, and what customers can expect during the process. It also provides guidance to help customers respond to validation requests and understand common reasons why Document Signing Enterprise certificate issuance may take longer. 

Document Signing Enterprise certificates allow individuals to digitally sign documents on behalf of an organization with trusted, tamper‑evident signatures that help confirm author identity and document integrity. 

Common Questions This Article Answers 

• What is a Document Signing Enterprise certificate? 

• Who can request a Document Signing Enterprise certificate? 

• What information is verified during Document Signing Enterprise validation? 

• What actions are required from me during validation? 

• How do Document Signing Enterprise certificates help protect signed documents? 

 

What is Document Signing Enterprise Certificate Validation? 

A Document Signing certificate is a digital certificate issued by Sectigo, a trusted Certificate Authority (CA), that enables users to digitally sign documents, such as PDFs and Office files. 

Document Signing certificates: 

• Confirm the identity of the signer 

• Protect documents from unauthorized changes 

• Help ensure signatures are legally binding and trusted 

These certificates are commonly used in environments that require document authenticity, integrity, and long‑term trust. 

Document Signing certificates are commonly used for: 

• Legal agreements and contracts 

• Financial reporting and audit documents 

• Human resources forms and approvals 

• Government and regulated‑industry documentation 

• Any documents that must remain tamper‑proof after signing 

How Document Signing Enterprise Validation Works 

Document Signing Enterprise validation confirms three key things: 

1. The identity of the organization and an individual withing the organization requesting the certificate 

2. The physical presence and contact information of the organization 

3. That the certificate request and Subscriber Agreement were properly authorized 

To complete this process, information is verified using trusted public records, government sources, and direct confirmation with the applicant. 

 

What Is Verified During Document Signing Enterprise Validation 

Document Signing Enterprise validation includes the following required checks. 

Organization Identity 

• Organization’s name is verified using reliable third‑party data sources or government registries 

• Acceptable organization name format in the certificate: Legal name or DBA or DBA (Legal Name) 

Subscriber Identity Verification 

• The applicant’s identity (individual within the organization) is verified using automated Video ID verification to confirm the applicant’s identity and identify indicators of document alteration, identity misrepresentation, or falsification 

• A valid, unexpired government‑issued photo ID is required 

• The complete first and last name on the ID must exactly match the admin name on the order 

Address Verification 

• The organizational address is verified using reliable third‑party data sources or government registries 

• If the address cannot be independently confirmed, additional documentation may be requested 

Contact Information (Method of Communication) 

• At least one working phone number or email address must be verified 

• Contact details must appear in reliable third‑party data sources or government registries 

Subscriber Agreement and Request Authenticity (Callback) 

• Verification that the Subscriber Agreement was signed 

• Confirms that the certificate request was intentionally submitted and approved 

• Authentication is completed using verified contact information only 

 

What to Expect During Document Signing Validation 

While validation is in progress, customers may be asked to: 

• Complete the Subscriber Agreement 

• Complete Video ID identity verification 

• Respond to a verification call or email confirming certificate authorization 

• Provide additional documentation if requested 

Prompt responses help prevent delays. 

Customers can track validation progress and required actions using the link included in the order confirmation email. 

 

Certificate Request Authentication (Callback) 

Callback authentication is a critical part of secure and compliant Document Signing certificate issuance. This step helps prevent fraud and ensures that the certificate request is legitimate and authorized. This is completed through a verification call (a manual callback performed by one of our specialists) or an email sent only to contact details obtained from trusted, independent sources. 

Only verified contact details are used. Calls or emails are not made to self‑provided or unverified contact information. 

 

Secure Storage and Use of Document Signing Certificates 

Document Signing certificates use private keys that are stored in secure hardware, such as hardware tokens or hardware security modules (HSMs), in accordance with industry security requirements. 

This ensures that: 

• Private keys cannot be copied or exported 

• Signatures cannot be created without authorization 

• Signed documents remain trustworthy and tamper‑evident 

Timestamping services may also be used to help ensure that document signatures remain valid over time. 

 

How to Avoid Common Document Signing Enterprise Validation Delays 

Most Document Signing validation delays are caused by incomplete identity verification or unverified contact information. The following tips can help speed up the process: 

Complete Identity Verification Carefully 

• Complete the Video ID verification as soon as it is requested 

• Ensure your first and last name exactly match your government‑issued ID 

• Use a clear, valid ID and follow the instructions carefully 

Use the Correct Name on the Order 

• Enter your full legal name in the admin contact information and a verifiable organization name in the company name field. 

• Do not use abbreviations or informal names 

Provide a Verifiable Address 

• Use a real physical address associated with the organization 

• Ensure the address matches trusted public records 

Ensure Contact Information Is Verifiable 

• Use a phone number or email address listed in reliable third‑party data sources or government registries 

• Avoid personal or temporary contact details that cannot be independently verified 

Complete the Subscriber Agreement Promptly 

• Review and complete the Subscriber Agreement as soon as it is received 

• The certificate cannot be issued until the agreement is completed 

Monitor Order Status and Emails 

• Regularly check the order confirmation email and validation link 

• Respond promptly to any validation‑related requests 

 

Frequently Asked Questions (FAQs) 

Why does Document Signing Enterprise validation take longer than expected? 

Document Signing certificates require identity, address, contact, and authorization verification. These checks may require customer action or additional review. 

Why do I need to verify my identity? 

Identity verification confirms that the applicant is real and authorized, which protects recipients from forged or altered documents. 

Why do I need to complete a callback? 

The callback confirms that the certificate request was intentionally submitted and approved, helping prevent unauthorized certificate issuance. 

Why can’t the callback be completed using my provided phone number or email?  

Callback verification can only be completed using contact details that are independently verified through reliable third‑party data sources or government registries. Self‑provided or unverified contact information cannot be used for this step. 

What if the phone number or email address on file is incorrect?  

If the contact information cannot be verified, you may be asked to provide documentation showing a valid business phone number or email address. This documentation must come from a reliable third‑party data source or government registry and list the contact details under the same organization name. 

What happens if my Document Signing token is lost, damaged, or not received?  

Document Signing certificates are stored on a secure hardware token and cannot be copied or recovered. If the token is lost, damaged, or not received, you must contact validation support as soon as possible. For security reasons, a replacement requires revoking the original certificate and issuing a new one, which may involve revalidation and additional steps.  

How is the Document Signing token delivered?  

After validation is complete, the Document Signing certificate is provisioned onto a secure hardware token and shipped to the customer using a tracked delivery method. The order administrator receives an email with the tracking number and token password. The certificate can only be used with this physical device, so it is important to ensure the shipping address is correct and that the token is stored securely upon receipt. 

What should I do if my Document Signing order seems stuck? 

Track validation progress and required actions through the Validation Manager link included in the order confirmation email. Review pending actions in your order confirmation email, complete identity verification, ensure the Subscriber Agreement is completed, and respond to any verification requests.