e-Delivery represents another change in Polish official communications, which became mandatory for most public entities and selected non-public entities on January 1, 2025. It is a digital form of communication, equivalent to traditional registered mail with return receipt, which is expected to replace paper correspondence in dealing with public administration.
In this article:
What is e-Delivery and why is it important?
Calendar of implementation of e-Guarantees
The process of setting up an e-Delivery box
Practical aspects of using the system
How to choose an e-Delivery provider?
e-Delivery – the most common questions
What is e-Delivery and why is it important?
Definition and legal basis of e-Guarantees
The e-Delivery Service is a qualified trust service that is the electronic equivalent of a registered letter with acknowledgment of receipt, providing a legally binding form of communication between entities.
The legal basis for the operation of e-Delivery is the EU eIDAS regulation and the Electronic Delivery Act (UoDE). In addition, the system is subject to the strict technical standards of the European Telecommunications Standards Institute ETSI.
Key advantages of the e-Guarantee system
e-Delivery introduces several important benefits for users:
- Unambiguous identification of the sender and recipient
- Maintaining the secrecy of correspondence
- Integrity of transmitted data
- Access to legally binding proof of shipment and receipt
Thus, an entrepreneur can use e-Delivery to communicate with offices and for any correspondence requiring an advisory. In addition, the system provides convenience of use – documents can be sent and received at any time, from anywhere, using a computer, tablet or phone with internet access. For public entities and entrepreneurs, this primarily means saving time and costs associated with traditional correspondence.
Calendar of implementation of e-Guarantees
First of all, as of January 1, 2025, the obligation to use e-Collateral extends to government bodies, budget economy institutions, public universities, local government units, ZUS, KRUS, NFZ and local government units, among others. Entrepreneurs already registered with the National Court Register will be required to activate the e-Guarantee box by April 1, 2025.
Accordingly, the following schedule has been established for companies registered with CEIDG:
- Entrepreneurs registered until December 31, 2024, making changes to the entry after June 30, 2025 – deadline of July 1, 2025
- Other CEIDG entities – deadline of September 30, 2026
In addition, a special deadline has been set for courts, prosecutors’ offices, law enforcement agencies and the prison service – they must implement the system by October 1, 2029. This means that we will not send a court case to the court. So what if we have maintained correspondence with a particular company, and now we would like to serve it on the court? It will be necessary to print letters with an official receipt.
Transition period for e-Delivery
A useful transition period has been introduced until December 31, 2025. During this period:
- Public entities will be able to gradually adapt to the new system
- Paper delivery, e-Delivery and correspondence via ePUAP will be legally equivalent
- Institutions may waive electronic delivery in justified organizational cases. According to information on the gov.pl website, they will then be required to send the letter in another form.
Consequences of failing to meet deadlines
The entry of an e-Delivery address in the Database of Electronic Addresses (BAE) is mandatory for public entities and designated non-public entities. The legal effects of the entry take effect from the date of its entry – from that moment correspondence will be directed to the e-Delivery address.
If an address is not renewed for e-Delivery, it is automatically deleted from the BAE. It should be noted that non-public entities have the option to opt out of the public service of registered electronic delivery (PURDE), which results in the deletion of the address from the database.
The process of setting up an e-Delivery box
Setting up an e-Delivery box requires a systematic approach and preparation of the appropriate documents. First of all, it is important to understand that the process consists of several key steps.
Step by step – how to set up an e-Delivery box
The process of setting up an e-Delivery box is as follows:
- At first, you need to fill out an application for an address and a box for e-Delivery,
- the appropriate document that confirms the representation or power of attorney of the entity must be attached,
- Then include a receipt for the attorney’s fee,
- Complete the entity’s data,
- select the administrator who will manage the e-Delivery box – his/her data and e-mail address will be necessary,
- After checking the application, sign it electronically, such as with a trusted profile or qualified signature),
- wait for confirmation of the application, which will be delivered to the e-mail address of the administrator indicated in the application.
Required documents and data
In the case of entrepreneurs registered in the National Court Register, it will be necessary:
- Name of the entity
- KRS Number
- Designation of legal form
- Headquarters and address
- Details of the mailbox administrator (mandatory). As we mentioned above, the administrator’s data and email address are necessary first to set it up. Confirmation of the application will also be received on the administrator’s e-mail.
In addition, if represented by a proxy, the following are required:
- Electronically signed power of attorney
- Confirmation of stamp duty (PLN 17) for power of attorney
Activation and first login
We can activate a mailbox for e-Delivery, among other things, at gov.pl/e-delivery. Let’s open the Your mailboxes tab in the side menu. Then let’s click the Activate mailbox button next to the mailbox we want to activate. You will then need to enter your e-mail address for notifications and read the designated operator’s terms of service. Finally, we need to click the “activate” button. Then a message will come to the e-mail address we have chosen, informing us that the mailbox is already active.
Practical aspects of using the system
The e-Delivery system offers solutions for everyday electronic communication. First of all, users have a variety of methods to access the system. Indeed, access to the e-Guarantee system is possible through the following platforms:
- Portal edoreczenia.gov.pl,
- Entrepreneur Account on business.gov.co.uk,
- EZD integrated mailroom systems,
- Applications of companies providing e-Delivery service.
In case of problems with the shipment, the user has the option to file a complaint directly through the e-Delivery box (option “Additional Services”).
Privilege and access management
The mailbox administrator has the broadest range of rights, including:
- Delivery box configuration
- Correspondence management
- Granting rights to other users
According to Article 19 of the Electronic Delivery Law, the administrator may:
- Define rules for automatic forwarding of correspondence
- Indicate the persons authorized to operate the box
- Manage the permissions of other users
It is worth noting that one mailbox can be handled by several administrators, which increases flexibility in managing correspondence.
How to choose an e-Delivery provider?
Qualified service providers, i.e., entities that have been authorized as qualified providers of registered electronic delivery and have been entered in the register of trust service providers, include:
- Asseco Data Systems S.A.
- Autenti sp. z o.o.
- KFJ Inwestycje Sp. z o.o.
- Poczta Polska S.A.
- Polska Wytwórnia Papierów Wartościowych S.A.
Our recommended choices are Polska Wytwórnia Papierów Wartościowych S.A, which is one of the more reliable state-owned companies, or Asseco Data Systems S.A, which has extensive experience in cooperating with the state, while being a private profit-oriented company. The cost of the package will depend, among other things, on the number of letters we will send to non-public entities. The price of an electronic postage stamp from different providers may vary. Therefore, before choosing a supplier, you should consider how often you will correspond by letter with non-public entities and pay attention to the cost of this stamp. It is worth remembering that it will be possible to change suppliers if necessary.
e-Delivery vs. virtual office
Entrepreneurs starting their business after January 1, 2025 will be forced by the system to set up e-Consultation boxes. Other entrepreneurs will also soon set up e-Delivery boxes to comply with the legal changes. Some entrepreneurs can fully opt out of traditional mail handling if they do not handle matters that require the receipt of registered letters, such as:
- court correspondence,
- participation in tenders,
- disputes with other companies or consumers.
In view of this change Office for Bear has created a new package of SMEs trying. This is an ideal solution for companies using e-Grants exclusively. We offer this package at an optimal price compared to the competition. The attractive price is made possible by a fair approach on the principle of “positive-sum game”, that is, a situation in which both parties gain something from it, so that the entrepreneur can become a “price champion”. Inspired by the channel recommended by Office for Teddy Bear Honestly About Business. Of course, if the situation in the company changes, you can always change the package and choose one whose scope includes the collection of letters, such as the following. the package MiŚ works. It’s worth remembering, however, that even though traditional advice letters will be a much smaller part of normal correspondence, and e-Delivery will be enough for us to communicate with the tax office, for example, some documents, such as those from the courts, the National Court Register, or some B2C contracts, will still require traditional delivery at least until 2029.
e-Delivery – the most common questions
Is e-Delivery mandatory for all businesses? As of January 1, 2025, e-Delivery will become mandatory for new businesses. Existing companies will have different deadlines to implement the system, depending on their legal form. For CEIDG, this will be until September 30, 2026, and for companies until April 1, 2025. The system for CEDIG will force registration when trying to change the KRS after July 1, 2025.
When exactly does the obligation to use e-Delivery come into effect? The obligation to use e-Guarantees for most public entities goes into effect on January 1, 2025. For entrepreneurs and other non-public entities, the deadlines are staggered until September 30, 2026.
What will be the situation with ePUAP after the introduction of e-Delivery? There will be a transitional period until December 31, 2025, during which delivery via ePUAP, the postal operator and e-Delivery will be equivalent. According to the gov.pl website, eventually the e-Delivery system is to replace correspondence via ePUAP.