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In the age of digitalisation, more and more processes are moving online, including correspondence. One important step in this transformation is the introduction of e-Delivery, the electronic equivalent of a registered letter with acknowledgement of receipt. In this article we explain what e-Delivery is, who must use it, what deadlines apply and what benefits its implementation may bring.
What is e-Delivery?
e-Delivery is the electronic equivalent of a registered letter with acknowledgement of receipt: the sending of electronic correspondence with guaranteed delivery and confirmation of receipt.
With e-Delivery, citizens, companies and public bodies can exchange documents without visiting offices or queuing at the post office. The service greatly simplifies communication and is a key element of the digitalisation of public administration in Poland.
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Who is e-Delivery for?
e-Delivery is intended for four main groups:
Citizens: Thanks to this service, each of us will soon be able to receive registered letters from authorities online, eliminating delivery notices and visits to the post office.
Businesses: Companies registered in CEIDG and KRS will have to use e-Delivery by specified deadlines.
Public bodies: From 1 January 2025, public administration, budgetary units and other state bodies will be obliged to use e-Delivery.
Members of professions of public trust: e-Delivery will also become mandatory for this professional group from 2025.
Who must use e-Delivery and from when?
The obligation to use e-Delivery was introduced gradually, taking into account the specific circumstances of different user groups:
Commercial companies:
- Registered in KRS by the end of 2024: activation deadline 1 April 2025.
- Registered in KRS from 1 January 2025: mandatory from registration.
Businesses entered in CEIDG:
- Entered before 2025: activation deadline 1 October 2026.
- Entered before 2025 but making changes in CEIDG after 30 June 2025: mandatory from 1 July 2025.
- Entered from 2025: mandatory from registration.
Public bodies:
- From 1 January 2025, with a transition period until the end of that year.
What are the benefits of e-Delivery?
1. Saving time and money Instead of a traditional registered letter, all correspondence takes place online. This means no queues, postage costs or time lost visiting offices or post offices.
2. Security and reliability e-Delivery guarantees document delivery and confirmation of receipt. Each document sent in this way has legal force equivalent to traditional mail.
3. Transparency and orderly processes The central electronic address database (BAE) makes it possible to track and control all mail.
4. Ecology Fewer traditional paper letters mean less paper consumption and fewer emissions associated with postal transport.
How do you set up an e-Delivery address?
Setting up an e-Delivery address is simple but requires following particular steps:
Submit an application: Submit an electronic application to create an address on your chosen e-Delivery platform.
Appoint a mailbox administrator: Companies must identify the person responsible for handling correspondence.
Electronic signature: The application must be signed by persons authorised to represent the company, for example using a trusted profile.
Activate the mailbox: After verification and activation, the address is entered in BAE and e-Delivery can be used.
How do you prepare for e-Delivery?
Implementing e-Delivery requires more than setting up an address: internal procedures must also be adapted. Well in advance, you should:
- Provide a system for monitoring electronic correspondence.
- Train employees responsible for handling e-Delivery.
- Update data in CEIDG/KRS and BAE when company information changes.
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Summary
If your company needs accounting support, we encourage you to use the services of our TaxCoach accounting firm. Our team will ensure compliance with the law and is happy to help if you have further questions.
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