Poland Mandates E-Delivery System For All Companies

Starting April 1, 2025, every company registered in the National Court Register (KRS) before 2025 will be required to use the e-Delivery system, known as e-Doręczenia. This initiative, highlighted by Poczta Polska, is a significant step towards the digitization of administration and business communication in Poland. The system allows for the sending and receiving of official correspondence online, effectively eliminating the need for traditional registered letters.

Entrepreneurs looking to utilize the e-Delivery system must first establish an e-Delivery address (ADE). The registration process is free and involves several straightforward steps. First, users must log into their Entrepreneur Account on Biznes.gov.pl and submit a request for an e-Delivery address. This request can be made during the company registration process or when updating company data. The application must be electronically signed using a trusted, personal, or qualified signature. Once approved, the address will be added to the Electronic Address Database (BAE), and users will receive an email with activation instructions.

By activating their e-Delivery address, entrepreneurs can engage in electronic correspondence that holds the same legal weight as traditional registered letters with confirmation of receipt. The e-Delivery system aims to streamline communication between public institutions, businesses, and citizens, enhancing efficiency and response times.

As e-Doręczenia comes into effect, it is important to differentiate it from the e-Polecony service offered by Poczta Polska. While e-Doręczenia focuses on correspondence with government offices, e-Polecony facilitates digital communication between private entities, such as exchanges between businesses and individuals. This service is particularly valuable for companies that frequently communicate with individual customers, offering a secure and legally compliant way to manage correspondence.

Despite the advantages of the e-Delivery system, adoption rates among businesses have been surprisingly low. According to recent data, only 11% of companies in Poland have established their e-Delivery addresses, even with the approaching deadline. Approximately 740,500 entrepreneurs are expected to be covered by this obligation, yet only about 81,000 have taken steps to comply. Experts suggest that a lack of information and awareness about the requirements may be contributing to this low uptake. Additionally, the absence of penalties for non-compliance may further discourage businesses from adopting the system.

Since the beginning of 2025, the e-Delivery system has already been mandatory for many public institutions, including local governments and various public trust professions such as lawyers and accountants. However, the rollout has not been without its challenges. Technical issues have plagued the system, leading to delays in the sending of shipments and problems with downloading attachments. Dariusz Śpiewak, Vice President of Poczta Polska for Digitization, noted that these delays were primarily due to incorrect system integrations within local government units, with 34 out of 200,000 entities experiencing integration issues. This has caused significant disruptions, comparable to system slowdowns seen during DDoS attacks.

In response to these challenges, Poczta Polska has assured that most technical problems have been resolved, and the organization is prepared for the influx of new users expected to join the system on April 1. The transition to e-Doręczenia is seen as a digital revolution in business communication in Poland, aiming to modernize the way correspondence is exchanged between public institutions, businesses, and citizens.

Looking ahead, the future of e-Doręczenia appears promising. By October 1, 2029, the obligation to use the e-Delivery system will extend to courts, prosecutor's offices, and law enforcement agencies, further solidifying its role in the digital landscape of Poland. Currently, nearly 950,000 mailboxes have been established, with over 230,000 belonging to entrepreneurs registered in the Central Registration and Information on Business (CEIDG) and more than 40,000 to public entities. The use of e-Doręczenia for correspondence with public institutions is free of charge, while paid services for correspondence between businesses and private individuals are managed by registered trust service providers.

As the deadline approaches, businesses are encouraged to act promptly to establish their e-Delivery addresses and embrace this new digital communication method. The transition to e-Doręczenia not only aligns with modern digital standards but also enhances the efficiency and effectiveness of communication in the rapidly evolving business environment. Will companies be ready to adapt to this digital transformation, or will they fall behind in the new era of communication?