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How to Prepare for the Implementation of e-Delivery?

Most companies will be required to use the e-Delivery system by the end of 2025.

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What does this obligation involve? Does your Company need to prepare? Find out in our article, based on materials provided by the Ministry of Digital Affairs.

In this article, you will find:

  • practical information on what the e-Delivery system is and who it applies to,
  • the implementation timeline for the system,
  • potential challenges arising from introducing e-Delivery in a company,
  • an overview of e-Delivery system process automation.

What is e-Delivery?

E-Delivery is a new method of document exchange between businesses and government institutions. According to the official materials of the Ministry of Digital Affairs, it is “the electronic equivalent of a registered letter with acknowledgment of receipt.”

The goal of this project is to replace paper-based official correspondence as well as the ePUAP system. The initiative stems from an EU regulation and the Polish Act on Electronic Deliveries. In practice, all entities covered by the e-Delivery system will be required to enter their addresses into the Electronic Address Database (BAE) – a public register of addresses used for official communication. These will not be existing email addresses, but new ones generated within the system.

Although e-Delivery is not new to Poland – the system has been gradually implemented since 2023 – it will soon become a significant matter for the majority of businesses in the country.

The obligation to register a contact address in the Electronic Address Database (BAE) and to implement the e-Delivery system applies to all companies in Poland. Depending on the date your business was established (specifically, the entry in the KRS or the CEiDG), your company may still have a few weeks or several months to comply. Private individuals will be exempt from this obligation, although citizens will also be encouraged to use this method of communication with public authorities.

Next to this text, we have included an implementation schedule showing the exact date when the e-Delivery requirement will apply to your company.

Potential challenges associated with implementing e-Delivery

Although the e-Delivery system offers several important technological advantages e.g. a higher level of data integrity and access to reliable documents, its most significant benefit is convenience. In an era when many businesses have permanently adopted remote work following the COVID-19 pandemic, this solution streamlines the handling of matters involving public sector organizations. Employees will no longer need to visit the post office or send all documents via traditional channels.

Furthermore, as stated on the official e-Delivery project website, the system will be expanded to include external providers (currently, the Polish Post), who will be able to offer electronic delivery services (more information on qualified service providers can be found here: https://www.gov.pl/web/e-doreczenia/kwalifikowani-dostawcy-uslug-kdu).

Interestingly, there is also a cost-saving advantage. According to ITwiz, the average cost of an e-Delivery is approximately PLN 2.20, compared to around PLN 9 for sending a traditional letter.

While e-Delivery marks an important step toward the digitalization of the state, every new system can also introduce new challenges for businesses.

Some of these challenges are outlined below.

Deemed delivery
The e-Delivery system automatically classifies every message received in the inbox as delivered after 14 days. In practice, this means there will be a need for daily, ongoing management of the new system. For large companies, this represents a significant challenge, potentially requiring dedicated personnel responsible for handling incoming correspondence on a continuous basis.
Possible inbox overload
Depending on the nature of the business, the inbox may receive a large volume of messages. As a result, just like a regular email inbox, the e-Delivery system’s inbox can become overloaded. This can lead to missed deadlines and important documents or notifications not reaching the appropriate departments on time. Many companies cannot afford such interruptions in the flow of information.
Technical instability of the system
Rrrors caused by system overload, as well as ensuring service continuity, may impact the successful delivery of documents, including attachments. This challenge affects not only public institutions but also requires businesses to optimize their workflows, for example, by adjusting to the system’s maintenance hours.
Team training requirement
Especially companies that have not previously invested in adapting their operations to the digital environment may initially face challenges in efficiently managing the system.

How document automation supports e-Delivery management

Document automation is a modern approach to streamlining tasks that involve employees working with data extracted from documents. It encompasses a variety of activities, including digitizing traditional correspondence, automating the handling of incoming and outgoing mail, document classification, data extraction, and transferring this information to internal company systems. Automation reduces the time spent working with documents, provides better cost control, and supports process scalability.

In the context of e-Delivery, an automation platform can perform a range of actions:

Classify incoming messages
Incoming documents vary in type, and the first step toward process optimization is accurately identifying the document type. Automation within the SensID platform—a product of 4Semantics—enables rapid and precise classification of incoming correspondence.
Extract data from documents
Specific processes require accurate data extracted from documents. The document automation platform locates the necessary information without involving employees, streamlining the workflow efficiently.
Support information distribution
Extracted data can be sent to specialized internal systems and directed to specific individuals responsible for the process, thereby triggering the next step in resolving the matter.

Summary – is your Company ready for e-Delivery?

The sooner you begin implementing e-Delivery, the better it will be for your company. Setting up the address itself takes only a moment, but adapting to the system may take significantly longer. Additionally, when planning the e-Delivery rollout, it’s important to consider various scenarios in which your team will need to process specific documents.

If you want to learn more about how the SensID system integrates practically with the e-Delivery platform, feel free to contact us.