This is an important step towards improving electronic communication between entrepreneurs and public administration. We encourage you to start preparations now rather than waiting until the last moment.
Deadlines for Implementing the e-Delivery System
- Companies registered in the National Court Register (KRS) before January 1, 2025 must have an e-Delivery address by April 1, 2025.
- Companies registered in the Central Register and Information on Economic Activity (CEIDG) before January 1, 2025 must comply by October 1, 2026.
- Representatives of public trust professions, such as attorneys or notaries, must use e-Delivery from January 1, 2025.
What is e-Delivery?
e-Delivery is an ICT system that allows you to send, receive and store correspondence online. This service guarantees the secure delivery of correspondence and has the same legal effect as a registered letter with acknowledgment of receipt.
This system, managed by the Ministry of Digital Affairs, allows:
- Entrepreneurs to send documents in a structured, uniform form, regardless of their legal form, industry or size.
- Public administration to receive electronic documents and have immediate access to all transmitted documents, facilitating oversight and analysis.
How to Prepare Your Company for the e-Delivery System?
Below, we present four basic steps to implement and start using the e-Delivery service.
- Check your current software.
Ensure that the software used in your company is compatible with the e-Delivery system. If needed, contact your software provider for updates. Only trusted service providers can deliver e-Delivery services: Poczta Polska S.A. as the public provider, and commercial, non-public providers listed in the register maintained by the Ministry of Digital Affairs. - Apply for an e-Delivery address.
Register your company in the e-Delivery system on the Ministry of Digital Affairs website. Complete the application, attach relevant documents confirming representation or authorization, and provide proof of payment for the authorization. This can be done via the website: https://www.biznes.gov.pl/pl/e-uslugi/00_0709_00. Once the electronic delivery address (ADE) is activated, it is automatically added to the National Register of Electronic Recipients (BAE) based on application or CEIDG or KRS data. - Assign permissions.
If you are a CEIDG-registered entrepreneur, you can manage the inbox yourself or appoint an administrator to do so on your behalf. Entrepreneurs registered in the KRS must appoint an inbox administrator. Civil partnerships cannot have an electronic delivery address as they are not legal entities. Only individual partners can have ADEs (electronic delivery address). - Activate Your Inbox and e-Delivery Address.
After receiving an activation message, log in to your Business Account. You can do this using a trusted profile or e-ID. During the first login, the system will prompt you to provide an email address for notifications from Biznes.gov.pl.
How to Update Company Data in the Electronic Address Database?
If your company data has changed, first update it in the CEIDG or KRS register. After receiving confirmation that the changes are visible, log in to the e-service at Biznes.gov.pl and submit a request to update the data in the electronic address database (BAE). If your company data is already updated, simply sign and submit the request electronically. You can also change the notification e-mail address in the Entrepreneur's Account settings and change the administrator of the e-Delivery box by selecting the appropriate option in the e-service.
Who Covers the Costs of e-Delivery?
According to the regulations, correspondence via the e-Delivery service is free of charge when:
- citizens and companies send messages to public entities,
- public entities communicate with each other.
Public entities will cover the costs of sending documents to citizens, companies and other non-public institutions. However, citizens and businesses must bear the costs of correspondence if it does not involve a public entity, such as communication between businesses or between a company and a private individual.
When is a Document Considered Delivered?
For electronic delivery, a document is deemed to have been served at the time indicated in the electronic acknowledgement of receipt. If such confirmation is unavailable, electronic delivery is considered effective after 14 days from the placement of the document in the ICT system. Please note that the e-Delivery system will not notify users of newly submitted documents, so it is advisable to check the system regularly.
Benefits of Implementing e-Delivery
The implementation of e-Delivery offers many benefits, such as:
- Speed and Efficiency: electronic delivery enables immediate transmission of documents, significantly reducing processing time.
- Security: the e-Delivery system ensures a high level of data security using advanced encryption technologies.
- Cost Savings: electronic document transmission eliminates costs associated with traditional mail, such as shipping fees, paper, and printing expenses,
- Environmental Protection: e-Delivery contributes to reducing paper usage, which benefits the environment.