New obligations for companies in the field of E-Deliveries from 2025

From 1 January 2025, new rules for the delivery of official correspondence are in force in Poland. As part of the reform, the E-Delivery system was implemented, which introduced significant changes in communication between public entities and entrepreneurs. The new regulations impose on companies the obligation to use individual electronic mailboxes, which affects the method of receiving correspondence requiring confirmation of posting or receipt.

E-Deliveries are based on a system of electronic delivery addresses, which allows for secure transmission of correspondence. The key feature of this solution is the ability to identify the sender and recipient of shipments, as well as to store evidence confirming the sending and receipt of correspondence. The system also allows you to determine the exact moment when the document was collected. In addition, as in the case of traditional correspondence by letter, the so-called fiction of delivery applies in E-Deliveries. This means that if the recipient does not collect the parcel within 14 days of its availability in the system, it is considered effectively delivered.

The introduction of the system is associated with the obligation to set up an E-Delivery box by all companies. For newly established entities, this requirement applies from January 1, 2025, while existing companies will have to activate their E-Delivery boxes by April 1, 2025. It is worth noting that this obligation applies only to the receipt of correspondence from public entities. Currently, correspondence sent by companies to offices can still be done on general terms, i.e. using traditional forms of communication.

In order to be able to use E-Deliveries, each company will have to appoint a E-Delivery box administrator who will be responsible for its activation and ongoing management. The administrator will be tasked with receiving and sending correspondence, configuring the E-Delivery box and granting permissions to other users. It will be possible to appoint many administrators in one organization, which allows you to adjust the E-Delivery box management system to the individual needs of the company.

Important! Applications for the establishment of an E-Delivery box should be submitted together with applications for entry of changes in the National Court Register, therefore companies that report changes in the period from 1 January to 31 March 2025, despite the fact that there is no obligation to have a E-Delivery box, are required to submit an application for its creation.

E-Delivery boxes will be available free of charge via government online platforms. After their activation, the ADE address will be automatically entered into the database of electronic addresses. It should be remembered that entering the address into the database means agreeing to receive correspondence in electronic form.

The implementation of the E-Delivery system is aimed at improving the efficiency and security of correspondence exchange. Thanks to the new solution, entrepreneurs will gain access to a transparent system that will allow for quick and reliable confirmation of key activities related to sending documents.

In the following articles, we will present further information on how to set up, configure and use the E-Delivery box, in accordance with the provisions of the Labor Code and the requirements of the GDPR.

Franciszek Horała

Attorney-at-law