If you have experience operating a business in Poland, then you understand better than anyone else the importance of maintaining proper official correspondence. Important news from government agencies, official letters, negotiations with potential partners, and much more. Almost all of this requires the use of postal services. However, this is not very convenient and also quite time-consuming. The best solution is to use digital letters for correspondence.
That is why the Polish authorities have already launched an innovation in the field of letters. Starting from January 1, 2025, every KRS and CEIDG entity is required to register its own email address in the new e-Doręczenia system. Moreover, individuals can also use this to avoid the inconvenience of paper letters. In this article, we would like to tell you more about the e-Doręczenia system, how it works, and what it is designed for. We have prepared a step-by-step guide for you on how to register a mailbox in e-Doręczenia for your business!
What is e-Doręczenia in simple words?
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The e-Doręczenia system is a new method of official communication between companies, government agencies, and other organizations in Poland. This system was introduced to replace traditional paper letters, especially registered mail with delivery confirmation. You all know how the old system works through Poczta Polska. The main goal of e-Doręczenia is to make document flow faster, safer, and more transparent. So, what does an e-Doręczenia address look like and what does it consist of?
AE:PL-XXXXX-XXXXX-YYYYY-ZZ
AE – adres elektroniczny
PL – Poland
X – unique set of numbers
Y – unique set of letters
Z – mailbox control number
Simply speaking, e-Doręczenia is the electronic equivalent of a registered letter that you send via a secure digital platform. All the legal force of the dispatch is retained: the exact date and time of dispatch and receipt are recorded, a confirmation of delivery is created, and the documents cannot be forged or altered.
Find out more about the legal basis for e-Doręczenia on the official website → https://dziennikustaw.gov.pl/DU/2024/1841
Advantages of the e-Doręczenia system over a registered letter
The transition from paper correspondence to e-Doręczenia offers businesses a number of advantages. Let's talk about this in more detail! The first and most important advantage is saving time and resources. Previously, to send a registered letter, you had to prepare paper documents, print them, pack them, go to the post office, and pay for shipping. With electronic delivery, everything is done online in a matter of minutes, without the need to overpay.
In addition, e-Doręczenia offers significantly higher reliability. Your letter cannot simply get lost in the mail, as was the case in the past. Each delivery has legally significant confirmation, and access to shipments is possible at any time from the digital archive. This is especially important in disputes, lawsuits, or tax audits. All documents are also signed online, which further enhances the protection and authenticity of business correspondence.
Who is required to use the electronic mail delivery system in Poland?
The obligation to join and use the e-Doręczenia system currently applies to all legal entities registered in the National Court Register (KRS). For individuals, including ordinary citizens and sole traders (registered in CEIDG), the use of e-Doręczenia remains voluntary until at least the end of 2026.
Surely, transferring millions of businesses to an electronic system in a matter of days is simply an unrealistic task. That is why a schedule has been established for connecting to the e-Doręczenia system for entities conducting business activities in Poland.
Date | Who connects to the system? | Is it mandatory to join? |
From July 5, 2022 | Ministry of Digital Affairs and first state authorities | Voluntary |
From January 1, 2025 | All entities registered in KRS before 2024 (in other words, existing companies) | Mandatory |
From October 1, 2026 | All entities registered in CEIDG | Mandatory |
Thanks to a clearly defined schedule, the transition to an electronic system for receiving and sending letters will take place smoothly and without any major disruptions to business operations. Overall, this transformation is only the beginning, and it will continue over the next few years. In the future, all legal entities and individuals will use this digital system, leaving paper letters behind.
Briefly about the PUH alternative
Since e-Doręczenia is a huge revolution in the legal sphere in Poland, it is impossible to implement all the changes in one day. That is why this system is being implemented gradually, and today electronic mailboxes are not available to everyone. The solution to this problem is a hybrid service from Poczta Polska called Polska Usługa Hybrydowa (PUH). In simple terms, this is a temporary solution that allows paper letters to be sent to those who do not yet have their own e-Doręczenia mailbox. How does it work in practice?
You have a company registered in Poland and you need to receive correspondence.
Thanks to the PUH service, you can receive emails in paper form, printed out. And conversely, you can send paper letters to those who do not have an e-Doręczenia address.
The system receives letters automatically, and if you do not yet have e-Doręczenia, the letters will be printed and sent to your physical address. This is a good temporary alternative. But either way, the best solution is to register your own email account. How do you do that? We will tell you everything below!
Step-by-step guide to registering for e-Doręczenia online
Finally, we come to one of the main points of this article—the registration process in the system. What do you need to do this, and how do you do it? Let's break these questions down step by step:
Visit the e-Doręczenia portal. Go to the official website via this link and select the option “Załóż skrzynkę doręczeń”.
Log in to the portal. You can use Profil Zaufany or e-dowód for authorization. This is necessary to confirm the identity of the company representative.
Fill out the form. Provide the organization's details, such as NIP, PESEL, REGON, KRS (if available), as well as the details of the person authorized to register.
Sign the application with an electronic signature. You can use a qualified signature or a trusted profile. Learn how to sign official documents online in our article.
All that remains is to wait for confirmation. As practice shows, applications are processed within 3 to 7 business days on average. After verification, the organization receives a unique email delivery address.
Where can you get assistance?
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Have you experienced difficulties receiving official correspondence? Would you like to register your own e-Doręczenia email account? At aksis, we have extensive experience and expertise in many aspects of doing business in Poland. We help with quick business registration (sole proprietorship, LLC, and other forms), tax consulting, changing tax forms, and much more.
If you are having trouble registering e-Doręczenia, don't worry! This is a new service that is just becoming part of everyday life for all entrepreneurs in Poland. We are here to help you figure it out. Just contact us in any convenient way, including via our website, by phone, or through social media, and get a free consultation. Start your entrepreneurial journey with the professionals at aksis!
