e-Delivery for Entrepreneurs – When Does It Become Mandatory and How to Set Up an e-Delivery Mailbox?

On January 1, 2025, the obligation to have an address for e-Delivery came into force — a service that, over the next few years, is intended to replace traditional official correspondence, including correspondence handled through the ePUAP system. e-Delivery first applies to most public entities and representatives of professions of public trust. What is an e-Delivery address and what does the implementation schedule for this service look like? See what entrepreneurs should know! 

What is e-Delivery and why is it important for entrepreneurs?

e-Delivery is a registered electronic delivery service, the digital equivalent of a traditional registered letter with confirmation of receipt. This modern solution allows public entities, companies, and citizens to use convenient and fully secure electronic deliveries, which significantly streamlines many formal procedures.

e-Delivery address and the electronic address database

The Electronic Address Database, known in Poland as BAE, is a public register of all e-Delivery addresses managed by the Minister of Digital Affairs. In addition to addresses, this database also includes a list of all available providers offering e-Delivery services. 

Creating an e-Delivery address for a business is equivalent to indicating it as the address for official correspondence. Adding the address to the official Electronic Address Database therefore means that public offices using e-Delivery will from then on send company correspondence only electronically.

e-Delivery – from when is it mandatory for entrepreneurs?

The obligation to use the National Electronic Delivery System is regulated by two key legal acts:

• the Act of November 18, 2020 on electronic delivery;
  
• Regulation (EU) No. 910/2014 of the European Parliament and of the Council of July 23, 2014 on electronic identification and trust services for electronic transactions in the internal market, repealing Directive 1999/93/EC, known as the eIDAS Regulation.
  

Also important is the Announcement of the Minister of Digital Affairs of July 12, 2024 amending the announcement on determining the date of implementation of the technical solutions necessary for delivering correspondence using the public registered electronic delivery service or the public hybrid service, and making available in the ICT system an access point to registered electronic delivery services in cross-border traffic. According to it, the implementation date for the e-Delivery system for the first group of entities was set for January 1, 2025.

e-Delivery implementation schedule – who does it apply to?

Deadlines for public entities: 

From January 1, 2025: 

• government administration bodies and budgetary units supporting these bodies;
  
• other public authorities, including state control and law protection bodies, and budgetary units supporting these bodies;
  
• the Social Insurance Institution, ZUS, and the funds it manages, as well as the Agricultural Social Insurance Fund, KRUS, and funds managed by its president;
  
• the National Health Fund;
  
• executive agencies, budgetary economy institutions, state earmarked funds, independent public healthcare institutions, public universities, the Polish Academy of Sciences and its organizational units, state and local government cultural institutions, and other state or local government legal persons established under separate acts to perform public tasks;
  
• local government units and their associations, metropolitan unions, and local government budgetary establishments — within the scope of the public registered electronic delivery service;
  

By October 1, 2029: 

• local government units and their associations, metropolitan unions, and local government budgetary establishments — within the scope of the public hybrid service;
  
• courts, tribunals, bailiffs, the prosecutor’s office, law enforcement bodies, and the Prison Service.
  

Deadlines for non-public entities:

From January 1, 2025:

• people practicing professions of public trust, including advocates, legal counsels, tax advisors, restructuring advisors, patent attorneys, and notaries;
  
• non-public entities registering in the National Court Register, KRS, from January 1, 2025;
  
• non-public entities applying for entry in the Central Register and Information on Business Activity, CEIDG.
  

From April 1, 2025:

• non-public entities registered in the KRS before January 1, 2025;
  

From July 1, 2025:

• non-public entities registered in CEIDG by December 31, 2024 — if they make changes to their entry after June 30, 2025;
  

From October 1, 2026: 

• non-public entities registered in CEIDG by December 31, 2024.
  

Qualified service providers for registered electronic delivery 

The e-Delivery service is provided by trust service providers, both public and commercial. The public entity designated to provide the free e-Delivery service is Poczta Polska S.A. Qualified service providers include:

• Certum – Asseco Data Systems S.A.

• Autenti sp. z o.o.
  
• KFJ Inwestycje Sp. z o.o.
  
• Polska Wytwórnia Papierów Wartościowych S.A.
  

How to set up an e-Delivery mailbox?

The first step is to complete an application for an electronic delivery address, ADE:

• private entrepreneurs apply electronically through the biznes.gov.pl portal;
• public entities apply through the e-service available on gov.pl. 

Together with the address, an e-Delivery mailbox is created, which can be used to securely send, receive, and store correspondence.

Formal requirements

To submit an application for an ADE, you need to prepare a complete set of company data, including, among others, the company name, REGON, NIP, PESEL, correspondence address, e-mail address, and, optionally, the details of the mailbox administrator. 

If the application is submitted by a proxy, a member of the body authorized to represent the company, or a commercial proxy, and the authorization to submit the application on behalf of the entrepreneur does not result from CEIDG or KRS, then it is also necessary to prepare the relevant power of attorney, as well as confirmation of payment of stamp duty or a document confirming representation.

e-Delivery – how to create an account? Step-by-step instructions

To submit an application for an e-Delivery address, you need to log in using a trusted profile or e-ID. The application must be signed electronically, using a trusted profile, qualified electronic signature, e-ID, or electronic seal, by people authorized to represent the entrepreneur or by a proxy authorized to submit this document. 

After the application is submitted, the Minister of Digital Affairs assigns the ADE, which is automatically entered in the Electronic Address Database and becomes a unique digital identifier. Entry of the address in the database is equivalent to concluding an agreement with Poczta Polska for the provision of the public registered electronic delivery service, PURDE, and the public hybrid service, PUH. 

The final step is mailbox activation, which is necessary for the address to become visible in the Electronic Address Database and for the mailbox to start working. To activate it, follow the instructions included in the message confirming creation of the ADE, sent to the e-mail address indicated in the application. During activation, it is necessary to provide an e-mail address for notifications, where information about pending deliveries and other updates will be sent. From that moment, the entrepreneur can send digital registered letters.

What documents can be sent using e-Delivery?

e-Delivery has a wide range of applications — it can be used in any administrative, court, or civil procedure. This is possible because it belongs to the category of so-called trust services. In practice, this means that: 

• the sender and recipient are identified, which means there is no possibility of taking over addresses or impersonating someone else;
• the trusted service provider allows users to download proof of sending and proof of delivery of correspondence;
• the service is fully secured, guaranteeing that no one can modify the content of the correspondence before it reaches the recipient. 

What happens if you do not have an e-Delivery mailbox?

Although the regulations do not provide for specific legal consequences resulting directly from failing to set up an e-Delivery mailbox by the applicable deadlines, entities that do not do so may face a number of operational problems, which can significantly disrupt everyday business management. 

It is also worth remembering that, at the initial stage of implementation, the so-called hybrid service was introduced. The Council of Ministers adopted a draft amendment to the Act on Electronic Delivery, which provided for a transition period until the end of 2025. 

In practice, this meant that public authorities could communicate with non-public entities that did not have an e-Delivery address in three ways: 

• if the public authority did not have an e-Delivery address, correspondence continued in paper form;
• if the public authority already had an e-Delivery address, it had the option to send correspondence using the public hybrid service, PUH — in this case, the authority entered the correspondence electronically through its mailbox, and then the letter was automatically printed and enveloped by the operator, Poczta Polska, which delivered it to the recipient in paper form together with a confirmation card verifying the integrity and origin of the electronic document; 
• if the addressee did not have an ADE but, for example, submitted a request through ePUAP to receive correspondence electronically, then correspondence with authorities could take place through the traditional ePUAP system.

Virtual office and e-Delivery address – the ideal combination for smooth correspondence flow

In the age of ongoing digitalization, entrepreneurs are increasingly looking for solutions that make company management easier. One of them is a virtual office, which, combined with an electronic delivery address, becomes a key element improving the flow of company correspondence, while also offering additional benefits for entrepreneurs.

Full access to incoming correspondence

Due to the transition period mentioned above, many public authorities used the hybrid version, sending both e-Delivery and a traditional registered letter. For this reason, a virtual office service remains an important factor supporting the smooth and secure circulation of company documents, ensuring that all correspondence — regardless of its form — reaches the addressee on time.

 Qualified reception service

A virtual office is a guarantee of professional service and support in receiving letters and parcels, as well as prompt notifications about new deliveries. As an entrepreneur, you do not have to worry about missing important correspondence. It also gives you the option to rent a comfortable office space whenever you need it, on flexible and fully transparent terms. 

Prestigious address – impact on company image and credibility

Finally, a virtual address for a company allows entrepreneurs to use a prestigious business address without having to rent a physical office space. This solution is especially attractive for freelancers, startups, and smaller companies, which can significantly reduce their operating costs in this way. 

A virtual office and an electronic delivery address are therefore an ideal combination for companies that want to streamline correspondence flow while building a professional image. Thanks to this solution, the entrepreneur gains not only time and money, but also a modern tool for managing the business effectively and comfortably. In a world where speed and flexibility matter, this combination is becoming almost indispensable.

[1]: https://www.biznes.gov.pl/pl/portal/004495?utm_source=chatgpt.com “e-Doręczenia dla przedsiębiorców”