As the deadline approaches, businesses registered in Poland's National Court Register (KRS) are facing a crucial requirement: by April 1, 2025, they must establish an electronic delivery address, which will be entered into the Electronic Addresses Database (BAE). This new system is designed to facilitate digital communication between businesses and public administration bodies, ensuring that electronic deliveries hold the same legal weight as traditional registered mail.
The introduction of this digital address is part of a broader push towards the digitization of administrative processes in Poland. According to a report by Rzeczpospolita, while the benefits of electronic communication are clear, interest among businesses in adopting this new system remains surprisingly low. As of now, only about one in ten businesses registered in the KRS has set up an e-delivery address, with only 84,848 out of over 740,000 entities taking the necessary steps.
This low uptake is concerning, especially given that the requirement for electronic deliveries has already been imposed on various public institutions, including government and local administration bodies, as well as the Social Insurance Institution (ZUS), the Agricultural Social Insurance Fund (KRUS), and the National Health Fund (NFZ). These entities were required to comply with the new system starting January 1, 2025. If a public body needs to send a document to a business, it will first check the BAE to see if the recipient has an electronic delivery address. If so, the correspondence will be sent electronically, streamlining the process significantly.
The implications of this new system are significant. Under current regulations, once a notification is received in the electronic mailbox, it will be considered delivered after 14 days, regardless of whether the recipient has actually accessed the message. This has direct consequences for legal timelines, such as the ability to appeal decisions made by public authorities.
Despite the clear advantages of e-delivery—such as faster processing times, easier tracking, and reduced risks associated with traditional mail, like lost letters—many businesses remain hesitant. Data from the Ministry of Digitization indicates that the situation is even more favorable for those registered under the Central Register and Information on Economic Activity (CEIDG), where 236,047 entities have established their electronic mailboxes.
Lawyer Piotr Owczarek, a partner at CGO Legal Chajdas Gawlak Owczarek, commented on the situation, stating, "The introduction of the electronic delivery system is a significant change in the way communication functions between public entities and businesses. The aim of this solution is to increase the certainty and efficiency of document circulation. Such deliveries are faster, trackable, and devoid of some risks, such as the loss of a document during traditional delivery."
Owczarek also noted that a fully implemented e-delivery system has the potential to significantly cut costs related to postage, printing, and paper usage. This move towards digital communication is seen as a necessary step in the ongoing process of digitizing public administration and the justice system in Poland.
As the April 1 deadline looms, the government is urging businesses to adapt to this change. The low engagement in establishing electronic delivery addresses raises questions about the effectiveness of outreach efforts and the perceived value of the new system among entrepreneurs.
The Rzeczpospolita article highlights the urgency of this transition, noting that the benefits of digital communication are well-documented, yet the response from the business community has not met expectations. With only a fraction of businesses taking the initiative to comply with the new requirements, there is a risk that many may miss out on the advantages offered by electronic communication.
In light of these developments, the government must address the barriers preventing businesses from adopting e-delivery. Increased awareness campaigns and support for businesses navigating this transition could be key to improving participation rates before the deadline.
Moreover, the upcoming implementation of the e-delivery requirement is part of a larger initiative by the Polish government to modernize its administrative processes and improve efficiency. The digital transformation is expected to enhance the overall interaction between citizens, businesses, and government institutions, ultimately leading to a more streamlined and effective public administration.
The urgency to establish an e-delivery address is clear, and as the deadline approaches, businesses are encouraged to take action. The potential benefits of this new system are significant, and those who adapt early may find themselves at an advantage in navigating the increasingly digital landscape of public administration.
As Poland moves towards greater digital integration, the success of the e-delivery system will depend on the willingness of businesses to embrace change and the government's ability to facilitate this transition. The next few days will be critical as businesses prepare to meet the April 1 deadline and adapt to the new norms of digital communication.
