e-Delivery as a revolution in official correspondence

December 20, 2023

e-Delivery is an electronic equivalent of a registered letter with acknowledgment of receipt. It will be used for sending, receiving and storaging official correspondence (e.g., official letters, correspondence with the courts). Because of this service public entities and companies can benefit from this secure electronic delivery. Ultimately, all of them will be required to have an address for conducting correspondence via e-Delivery.

The e-Delivery address will remain the same, even in the event of a change in the physical address of the company. 

Key advantages of e-Delivery

  • secrecy of correspondence, 
  • the ability to quickly determine the address for the recipient’s e-Deliveries, 
  • access to reliable and legally accepted proof of shipment and collection, 
  • access to information about the date and time of sending and receiving correspondence. 

Progressively, all offices will start using e-Delivery to communicate with citizens and companies. Their document management systems will be connected to e-Delivery. It is predicted that other trusted providers will be able to start the e-Delivery service.  

The obligation to use e-Delivery will fall on all public entities and companies registered in the National Court Register (KRS) and Central Register and Information on Economic Activity (CEIDG).  

Correspondence is free of charge: 

  • from citizens and businesses to public entities, 
  • between public bodies. 

Only when the public body does not take part in correspondence, citizens, and companies will pay the costs. Public entities will pay for sending documents to citizens, companies, or other non-public institutions.  

Start date 

Public entities 

30th December 2023 

  • government administration bodies and budgetary units providing services to these bodies (Article 155(1) of the Act), 
  • other public authorities, including state control and law enforcement bodies and budgetary units providing services to these bodies, 
  • The Social Insurance Institution (ZUS) and the funds managed by it, and the Agricultural Social Insurance Fund and the funds managed by the President of the Agricultural Social Insurance Fund, 
  • National Health Fund, 
  • executive agencies, budgetary management institutions, state special purpose funds, independent public health care institutions, the Polish Academy of Sciences and its organisational units, state and local government cultural institutions, other state or local government legal persons established on the basis of separate acts to perform public tasks,  
  • local government units and their associations, metropolitan associations and local government budget establishments – within the scope of the public service of registered electronic delivery. 

 1st October 2029  

  • courts, tribunals, bailiffs, public prosecutor’s offices as well as law enforcement agencies and the Prison Service, 
  • local government units and their associations. 

Other entities will have to launch e-Delivery from 1st January 2025. 

Non-public entities 

 30th December 2023 

  • individuals performing professions of public trust such as lawyer, tax advisor, patent attorney or notary, 
  • entities entered into the National Court Register (KRS) from 30 December 2023. 

1st January 2024 

  • entities submitting an application for entry in the Central Register and Information on Business (CEIDG) after 31 December 2023, 
  • entities entered in CEIDG by 31 January 2023, if they change something in CEIDG between 30 September 2025 and 30 September 2026. 

The obligation for entities entered into the National Court Register before 30th December 2023 falls on 30th March 2024.  

Entities that will not have changes anything in CEIDG from 30th September 2025 to 30th September 2026 will have to launch e-Delivery from 1st October 2026. 

Setting up e-Delivery  

Before applying for an e-Delivery address, prepare:  

  • details of the requested entity,  
  • details of the representative or attorney along with a document confirming the representation or power of attorney of the entity,  
  • administrator data.  

To submit an application, you need to have: an e-ID, a trusted profile, a qualified signature.  

After filling out the application for an address and e-Delivery inbox, attach a document confirming the representation/power of attorney of the entity. The next step is to fill out the data about the entity and specify the administrator who will manage your inbox. Check thoroughly the application and sign it with chosen form of signature. Later on, you will receive a confirmation of your application at the administrator’s email address. 

 

Text based on: https://www.gov.pl/web/e-doreczenia/czym-sa-e-doreczenia; https://www.gov.pl/web/e-doreczenia/jak-zalozyc-adres-i-skrzynke-do-e-doreczen2 

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