The era of paper correspondence is coming to an end as Poland prepares for the mandatory implementation of e-Deliveries, a digital alternative to traditional registered mail. Starting April 1, 2025, companies registered in the National Court Register (KRS) will be required to establish an electronic mailbox for e-Deliveries, which will serve as a vital tool for communication with public entities.
According to Kinga Dobrzyń, director of the Office of Analysis and Digitalization of Processes at Poczta Polska, the system is ready to welcome new users, offering not only efficiency but also access to modern correspondence management tools. "Our previous experiences have been positive, and the system is prepared for the influx of new users," Dobrzyń stated.
The introduction of e-Deliveries is being rolled out in stages, with significant deadlines approaching. The first phase begins on January 1, 2025, followed by another on April 1, and the final stage slated for July 1, 2025. The complete digitization of deliveries for all entities is expected to conclude by October 2026, ultimately replacing the existing ePUAP system by 2029.
For entrepreneurs looking to set up their e-Delivery mailbox, the process is straightforward and free of charge. To initiate, they must log into their Entrepreneur Account on Biznes.gov.pl, where they can submit an application for an electronic delivery address. This application can be made during the registration of a new company or when updating data for existing businesses that were registered before January 1, 2025.
Once the application is submitted, it must be electronically signed, and upon approval, the entrepreneur will receive an email with activation instructions. It is essential to activate the mailbox before the obligation to use e-Deliveries takes effect. Failure to activate the mailbox in time could lead to complications, as the application process will need to be restarted if irregularities are found.
One of the critical aspects of using e-Deliveries is the concept of delivery fiction. This means that any message is considered effectively delivered 14 days after it is received in the mailbox, regardless of whether the recipient has accessed it. Therefore, it is advisable for users to log in regularly to avoid missing important correspondence.
The system has specific requirements concerning file sizes and formats. For messages sent to up to 15 recipients, the size limit is 500 MB, while for messages sent to a maximum of 1,000 recipients, it decreases to 15 MB. Users must also ensure that file names do not contain special characters or spaces, as this could hinder the delivery process.
Public entities have a transitional period until December 31, 2025, to adapt to this new communication method. During this time, they can choose between using postal operators, ePUAP, or other specialized systems for correspondence, all of which will be considered equivalent to e-Deliveries.
As the implementation date approaches, it is crucial for business owners to familiarize themselves with the e-Delivery system and stay updated on any changes or announcements. Establishing an e-Delivery mailbox sooner rather than later can help avoid last-minute rushes and ensure compliance with the new regulations.
Currently, nearly one million e-Delivery mailboxes have been created, and over 11 million shipments have been sent through this system. This growing trend highlights the importance of digital transformation in communication, moving away from paper-based methods towards a more efficient, secure, and accessible solution.
In conclusion, the shift to mandatory e-Deliveries represents a significant step in Poland's digital evolution, promising enhanced efficiency and security in business communications. As companies gear up for this transition, understanding the process and benefits of e-Deliveries will be key to navigating the changing landscape of correspondence.
