e-Delivery: A digital communications revolution

The introduction of the electronic form of communications with authorities (“e-Delivery”) into the Polish communications system symbolises a landmark step towards digitalisation. This service, which is the digital equivalent of a registered letter with acknowledgement of receipt, aims to streamline the exchange of correspondence with authorities and provide users with the convenience that traditional solutions often lack. Although it raises some concerns, its potential to improve the efficiency of communication cannot be overestimated.

Benefits of introducing e-Delivery

E-Delivery has been designed to increase security and convenience for users. Among the many advantages of the system are:

• Data security: e-Delivery letters are protected to the highest standards, minimising the risk of leakage, loss or unauthorised access to documents.
• Convenience and accessibility: users can send and receive correspondence anywhere and anytime, avoiding queues at the post office and the constraints of office opening hours.
• Efficiency of document exchange: the new system eliminates the need to physical send correspondence, significantly speeding up administrative processes.
• Savings for authorities: public institutions can exchange documents between themselves free of charge, which reduces the costs of handling correspondence.
• In addition, users receive immediate notifications of new correspondence to the assigned e-Delivery address, making communication management easier.

Challenges for users

Despite the numerous benefits, the introduction of e-Delivery services also raises certain concerns, especially resulting from the fact that e-Delivery will become mandatory for many businesses.

• Obligation to have an e-Delivery address: the system will cover, among others, trust service providers, public entities and businesses entered into the Central Registration and Information on Business (CEIDG) and the National Court Register (KRS). Sole traders may choose whether to use the new solution or to remain with traditional correspondence.
• Service by default: every action in the system, including simply logging onto an account, is treated as receipt of a document. If no response is received, the document is deemed to have been served by default, which could lead to unexpected consequences.
• Timetable for implementation: the introduction of the e-Delivery obligation will take place in stages, according to the statutory timetable. For many operators, keeping an eye on deadlines and adapting to the new requirements may be a challenge.
• All of these aspects require users to regularly check correspondence and closely monitor changes, which, especially for less tech-savvy individuals and companies, might be difficult.

Timetable for implementation

The obligation to have a e-Delivery address will be imposed on the first group of users in January 2025. This is a key moment, allowing the effectiveness and functionality of the new system to be tested and assessed. It is important for both institutions and businesses to be prepared for the new obligation early, in order to reduce the risk of issues that may arise at the initial stage of the process.

Summary: digital future within reach

E-Delivery is a step towards modernity that has the potential to revolutionise the way we communicate with authorities and beyond. The introduction of this service should significantly improve the efficiency of document exchange, while benefiting both citizens and public entities.

Nevertheless, the success of the new solution depends on users and authorities being properly prepared. Therefore, it is advisable to know the principles of the system’s operation now and to adapt your processes to fully use the potential of e-Delivery and avoid any problems in the future.