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A new way of sending registered letters from the new year. List of entities obligated to the e-Delivery box

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From January, sending a registered letter to many offices and institutions will be possible via the Internet. An e-Delivery system will be launched. The service will be free. – A document sent using e-Delivery is legally equivalent to a traditional registered mail with acknowledgment of receipt – explains Dariusz Standerski, Deputy Minister of Digitization.

The e-Delivery system will be widely launched at the beginning of January next year. This is when most offices will have to enable electronic correspondence. Thanks to this, citizens will be able to send and receive letters in this form.

– A document sent using e-Delivery is legally equivalent to a traditional registered mail with acknowledgment of receipt, and the number of entities obliged to use this form of correspondence is constantly growing – explains Dariusz Standerski, Deputy Minister of Digital Affairs.

The operation of the new system is regulated by the Electronic Delivery Act.

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The service is completely free of charge

The popularization of e-Delivery means in practice that: all official letters and decisions can be received and sent electronically. This solution will make it easier to handle administrative matters for both Kowalski, entrepreneurs and officials.

Importantly, citizens can use the service completely free of charge when contacting public entities, so compared to traditional document sending, it will not only save a lot of time, but also money. To be able to use this tool freely, it is worth submitting an application for setting up an e-Delivery box today – you can do it in a few simple steps via the website mObywatel.gov.pl.

Who must have an address for e-delivery

The following must have an e-Delivery box: entrepreneurs registered in CEIDG and entrepreneurs registered in the National Court Register. In addition to companies, other non-public entities entered in the National Court Register, for example foundations and associations, must also have an e-Delivery address.

Representatives of some companies must also use e-Delivery professions of public trust. This applies to: – attorney – legal advisor – tax advisor – restructuring advisor – patent attorney – notary.

The list of entities covered by this obligation to have an e-Delivery box also includes:

– city and commune offices, – county offices, – tax offices, – Social Insurance Institution (ZUS), – Agricultural Social Insurance Fund (KRUS), – National Health Fund (NFZ), – public hospitals, clinics and health centers, – universities, schools, kindergartens, nurseries, – social welfare institutions, – ministries.

A longer time to introduce e-Delivery will include, among others: courts and prosecutor's offices, law enforcement agencies, prison service and other units dealing with the administration of justice. A new correspondence tool will be introduced in these institutions October 1, 2029.

Deadlines for entrepreneurs

The deadline for implementing e-Delivery for companies depends on the date of registration of the company in CEIDG or KRS:

– companies that will register their activities in CEIDG or v KRS from January 1, 2025will set up e-Delivery boxes during registration – companies that have registered or will register their business in CEIDG until December 31, 2024, must have an e-Delivery address from October 1, 2026
– companies that have registered or will register their business in the National Court Register before January 1, 2025, must have an e-Delivery address from April 1, 2025.

Transition period

In November, the Sejm passed an amendment to the Act introducing a transitional period in the Act on Electronic Deliveries until December 31, 2025. The change is intended to enable the effective implementation of e-Delivery in public entities.

During this period, delivery to an electronic delivery address will be equivalent to delivery to ePUAP and other alternative delivery methods, and an extensive information campaign promoting the new delivery system will be carried out. The amendment also provides for the extension of the obligation to have an address for electronic delivery.

Ultimately, the e-Delivery service will replace traditional paper official correspondence, as well as correspondence via ePUAP.

Deputy Minister of Digitization Dariusz Standerski, who was present at the Sejm session at that time, informed that the government administration was ready to introduce e-Delivery. – The biggest challenge at the moment is in local government units. In the same local government units that recorded a decline in income or a decline in income dynamics and therefore did not have sufficient funds to accelerate the development of computerization in their offices – he explained.

He added that from the beginning of 2025, a program for the implementation of electronic document management in local government units (LGUs), financed from the KPO, will be launched. Standerski also announced that 2025 will be devoted to ensuring that local governments that are not yet ready install electronic document circulation and implement the e-Delivery system.

Account in the e-delivery system

Citizens, companies and institutions can now use the address and e-Delivery box. Citizens submit the application via the website mObywatel.gov.pl. In turn, companies submit their applications via Biznes.gov.pl. Representatives of the public trust profession submit an application via e-service on the gov.pl website. The e-Delivery service is provided only by trust service providers: public and commercial (non-public). Public e-Delivery provider – currently Poczta Polska SA is the entity designated to provide a free e-Delivery service and to provide electronic mailboxes to all those who decide to use the public e-Delivery service. Private e-Delivery provider is a commercial entity where you can set up an address and a mailbox for e-Delivery.

Main photo source: Shutterstock



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