Electronic Signatures: Why it’s time to make Qualified Electronic Signatures your default

Overview 

• HM Land Registry (HMLR) now accepts applications signed with Qualified Electronic Signatures (QES) and explicitly highlights the key benefit, no witness is required when you use QES. HMLR is currently accepting charges, transfers and assents executed with QES.
• The legal footing is solid. Under eIDAS Article 25(2) a qualified e‑signature has the same legal effect as a handwritten signature.
• Operational guardrails apply while the service scales (e.g., single electronic document, no mixed‑mode wet ink/e‑signature, and specific requirements under the rule 54C Notice such as embedded timestamps and LTV). Build these into your precedents and workflows.
• Veyco is one example of a QES facilitator for conveyancers, combining digital ID checks, QES onboarding and signing in a single flow designed for UK property files. (Validate any provider against the UK Trusted List for QTSP status.) (veyco.com)

What QES is and why this matters in conveyancing

A Qualified Electronic Signature is an advanced electronic signature backed by a qualified certificate issued by a qualified trust service provider (QTSP) and created using a qualified device. Under eIDAS, a QES has the same legal effect as a handwritten signature; in short, when properly implemented it’s treated like ink. (Legislation.gov.uk)

HMLR has moved from concept to implementation, it invites conveyancers to submit applications signed with QES, emphasising the benefit of no witness and encouraging adoption now. This is a decisive shift that removes one of the biggest friction points in deed execution. (GOV.UK)

How QES works in practice for HMLR files

HMLR’s blog Q&A sets the practical expectations:

• No witness required because identity is pre‑checked as part of the QES process.
• Single‑document approach under s.91 LRA 2002; counterpart QES signing remains technically challenging and is not yet supported.
• Mixed‑mode (paper + electronic on the same deed) is not supported; a deed must be either paper or electronic. (HM Land Registry)

The current Notice 2 under rule 54C (effective 20 May 2025) sets further conditions for QES deeds lodged with HMLR, including:

• All signatures must be QES with embedded timestamps and long‑term validation (LTV) enabled.
• Form requirements (e.g., TR1/AS1 text changes and date‑time field) and a “controlling conveyancer” workflow, including dating the document on completion.
• Scope limits as the service scales (e.g., individual signatories, specific dispositions, and residential use immediately after transfer). Build these into your checklists and transaction plans. (GOV.UK)

Scotland note: Registers of Scotland currently accept QES for the Register of Deeds, but not for recording in the Land Register of Scotland or General Register of Sasines. RoS does accept electronic discharges via its own service. Plan cross‑border files accordingly. (HM Land Registry)

The business case - stronger files, fewer delays

1) Faster completion, fewer “witness” requisitions

With QES there is no witness step. That alone can remove days of coordination, especially with remote or time‑poor clients. HMLR explicitly promotes witness‑free execution as a core benefit. (GOV.UK)

2) Reduced execution risk and clearer audit

QES platforms generate tamper‑evident documents, qualified certificates and an audit trail suitable for long‑term validation—a more robust evidential package than scanned signature pages. (GOV.UK)

3) Client experience that matches expectations

Clients sign securely on a guided digital journey; no printing or couriering. HMLR’s stance is to encourage adoption now to realise these gains. (GOV.UK)

4) Strategic alignment

QES is now part of HMLR’s digitisation roadmap, and Practice Guide 82 cross‑references the rule 54C framework governing electronic deeds. Aligning your workflows today reduces future re‑engineering. (GOV.UK)

Where Veyco fits - a QES facilitator built for property transactions

While HMLR does not endorse specific platforms, firms must choose a provider to orchestrate identity, certificates and signing. Veyco positions itself as a facilitator for QES‑based conveyancing by combining digital ID checks, QES onboarding and document signing in one flow tailored to UK property matters. Its materials describe support for biometric document checks (including NFC chip reads), liveness/anti‑spoofing, AML screening and a mobile‑first client experience—all useful when you are trying to keep the chain moving. (veyco.com)

Veyco’s QEST product page markets rapid TR1/AS1 QES execution with the deed returned to your portal/CRM, and states that it integrates QES identity steps via partners (e.g., Onfido, now part of Entrust). Treat any timing or insurance claims as vendor features you should diligence in procurement, and verify the underlying QTSP used against the ICO’s UK Trusted List. (veyco.com)

Veyco is running a free webinar in December : Learn what sets Qualified Electronic Signatures (QES) apart from standard e-signatures and how they can streamline TR1 completion while staying compliant. Hosted by Ian Quayle.   To register: https://lnkd.in/e6nCDBPP

Due diligence tip: Whichever platform you choose, verify the QTSP on the UK Trusted List (and, if relevant, EU trusted lists) and save that evidence to the file. (ICO)

Implementation playbook (you can lift this into your SOP)

1) Decide scope for your pilot
Start where HMLR has been clearest: charges, transfers and assents. Pick 10–20 files (remortgages and straightforward TR1s) and run a controlled pilot. (HM Land Registry)

2) Pick a platform and validate the QTSP
Record the QTSP’s UK Trusted List entry (and EU LOTL where relevant). Keep a copy in your vendor due‑diligence file. (ICO)

3) Update precedents and signature blocks
Reflect rule 54C Notice wording (date/time of effect; execution panels). Add a standard note that all parties will sign the same electronic document and that mixed‑mode is not supported. (GOV.UK)

4) Script the “controlling conveyancer” steps
Adopt the Notice 2 workflow—set up the signing, ensure QES with embedded timestamps + LTV, then date on completion and preserve the completion certificate/audit report with the title pack. (GOV.UK)

5) Brief counterparties and lenders early
Circulate a one‑pager explaining no witness, single‑document execution, and what you will accept. Link to HMLR’s QES news/blog in your cover email. (GOV.UK)

6) Set policy: all‑electronic or all‑paper
If one party cannot use QES, revert the whole set to your established CCES/Mercury route rather than mixing modes. (HM Land Registry)

7) Capture MI and harden your process
Track cycle time, requisitions, and client NPS. After 4–6 weeks, expand the scope and mandate QES as default for eligible matters.

Common questions you will get from colleagues (and clients)

“Is QES really equivalent to ink?

Yes—eIDAS Article 25(2) gives QES ink‑equivalence as to legal effect. HMLR’s adoption operationalises that for land registration. (Legislation.gov.uk)

“Can we still sign counterparts?”

HMLR says there are current technical challenges and its position is that s.91 LRA 2002 requires a single document for QES; providers are encouraged to improve counterpart solutions, but for now plan on one electronic deed. (HM Land Registry)

“Mixed‑mode? We will do wet ink for one party and QES for the other.”

Not currently supported—a document must be either paper or electronic; once secured, an electronic deed cannot have a wet‑ink signature added. (HM Land Registry)

“Which provider should we use?”

HMLR does not maintain an approved list. You have flexibility; validate the QTSP on the UK Trusted List, and run a pilot with a platform that fits your files and case management. (GOV.UK)

Quick ROI model you can share with partners

• Time saved per deed from removing witness logistics and scanning/courier steps.
• Requisitions avoided (witness/attestation defects disappear under QES).
• Soft benefits: better client experience; stronger audit for PI insurers.
  Even at 30 minutes saved per deed across fee‑earner + support, the hours reclaimed over hundreds of files are material.

Your readiness checklist

• Platform chosen (e.g Veyco); QTSP validated (UK Trusted List / EU LOTL as needed) (ICO)
• Precedents updated for rule 54C wording (date/time; execution panels) (GOV.UK)
• Team trained on controlling conveyancer steps; LTV/timestamp verification; audit report retention (GOV.UK)
• Policy agreed: single electronic deed; no mixed‑mode; reversion path to CCES/Mercury (HM Land Registry)
• Client/counterparty QES explainer prepared (with HMLR news/blog links) (GOV.UK)
• Pilot cohort identified (remortgages / straightforward TR1/AS1) with MI collection

Sources you can cite in internal training

• HMLR news (1 Aug 2025): accepts QES; “no paper or witness needed”; invites submissions. (GOV.UK)
• HMLR QES FAQ blog (8 Oct 2025): scope, counterpart & mixed‑mode positions; current accepted deed types. (HM Land Registry)
• Practice Guide 82: e‑signature routes; references to rule 54C framework. (GOV.UK)
• Notice 2 under rule 54C (20 May 2025): formal conditions for QES deeds (LTV, timestamps, forms, controlling conveyancer, scope limits). (GOV.UK)
• eIDAS Article 25(2): QES has the same legal effect as handwriting. (Legislation.gov.uk)
• ICO – Using the UK Trusted List: how to verify a QTSP. (ICO)
• Veyco overview pages: platform positioning for ID + QES onboarding and property‑specific flows. (veyco.com)

Final thought

QES removes one of the most stubborn blockers in deed execution and gives you a cleaner, safer evidential trail. With HMLR acceptance in place, the question for conveyancers is not “if” but “how fast can we make this our default?” Shortlist your platform (for example, Veyco), validate the QTSP, run a four‑week pilot, and bake QES into your standard completions. (GOV.UK)