How to set up an eDelivery mailbox?

The introduction of eDelivery marks a milestone in the digitalisation of administrative and business correspondence. An increasing number of entities, both public and private, must adapt to new regulations that require having an eDelivery mailbox.

Spis treści

1. What is eDelivery and What is an eDelivery Mailbox For?
2. How to set up an eDelivery mailbox?
3. How to use the eDelivery mailbox after setting it up?
4. Summary
5. FAQ – Frequently Asked Questions

What is eDelivery, what obligations arise from its implementation, and what does the registration process look like? In this article, we explain step by step how to set up an eDelivery mailbox, what the formal and technical requirements are, and how to use the system.

If you're wondering how to set up eDelivery, this guide will help you navigate the entire process without unnecessary complications.

What is eDelivery and What is an eDelivery Mailbox For?

In the era of digitalisation of public administration and business, traditional paper correspondence is increasingly giving way to electronic solutions. eDelivery is a modern communication system that allows for secure transmission of documents between government offices, companies and citizens in electronic form. It works like a digital equivalent of a registered letter with acknowledgement of receipt, ensuring full compliance with legal regulations and eliminating the need for traditional post.

With eDelivery, users can be confident that their documents will reach the recipient, and each correspondence will have an official delivery confirmation. This solution accelerates information exchange, reduces the costs of handling paper documentation, and increases the security of transmitted data.

Definition of eDelivery

According to the Ministry of Digitalisation, eDelivery is "an electronic delivery service that allows sending and receiving correspondence in a digital way, equivalent in terms of legal effects to a traditional registered letter with acknowledgement of receipt".

The eDelivery system enables users to receive and send documents electronically, eliminating the need to print, send by traditional post, and collect parcels at post offices.

Each document sent through eDelivery has assured integrity, authenticity, and official confirmation of receipt.

What matters can be handled through eDelivery?

eDelivery is a universal solution that allows handling many administrative and business matters quickly and conveniently. Thanks to the digitalisation of communication processes, users can save time and avoid the need to visit offices or post offices.

Using eDelivery, you can:

• Handle official matters – receive administrative decisions, summons, notifications, and submit applications to offices such as the Social Insurance Institution (ZUS) or Tax Office.
• Communicate with bailiffs – receive payment orders, payment demands, or other documents of a legal nature.
• Contact state authorities – apply for various permits, concessions, licences, and submit reports or declarations.
• Send and receive invoices and contracts – both in communication with public administration and between businesses (B2B).
• Manage company documents – exchange HR, accounting, and business documents electronically, eliminating the need for paper carriers.
• Streamline communication between companies – send offers, orders, invoices, and other documents that require formal confirmation of receipt.

Who is required to have an eDelivery mailbox?

The introduction of the eDelivery system is one of the key elements of public administration digitalisation in Poland. The obligation to have an eDelivery mailbox gradually covers more and more entities, which aims to streamline correspondence exchange and increase data security.

From 1 January 2025, the obligation to have an electronic delivery address applies to:

• Public entities – state administration offices, courts, prosecutor's offices, Social Insurance Institution (ZUS), Agricultural Social Insurance Fund (KRUS), National Health Fund (NFZ), and other government and local government institutions.
• Companies and businesses newly registered in the National Court Register (KRS) – and from 1 April, all commercial law companies will be required to have an eDelivery mailbox.
• Representatives of public trust professions – lawyers, legal advisors, notaries, tax advisors, bailiffs, and patent attorneys.
• For individuals, eDelivery is voluntary, but it can be a convenient alternative to traditional correspondence, especially in contacts with government offices.
  
  

The obligation to use eDelivery will be introduced gradually, so all companies and public entities must prepare for the upcoming changes. From 1 April 2025, the obligation will also include companies registered in the KRS before 2025. From 1 July 2025, the need to have an eDelivery mailbox will affect entrepreneurs from the Central Register and Information on Economic Activity (CEIDG) who submit an application for any change in the register. The final deadline for all sole proprietorships registered before 2025 will expire on 30 September 2026 – from that moment, every entrepreneur will be obliged to use eDelivery.

What are the formal requirements for setting up an eDelivery mailbox?

To go through the process of registering an eDelivery mailbox, it is necessary to prepare appropriate documents that confirm the user's identity and their right to represent a given organisation.

Depending on the type of entity, different documents are required:

• Private individuals – in the case of individual users, an ID card, passport or e-ID is sufficient, as well as a trusted profile or qualified signature for electronic authentication.
• Sole proprietorships (CEIDG) – the applicant must present their personal data and NIP number, as well as confirmation of entry in the CEIDG, which can be obtained online.
• Commercial law companies (KRS) – verification of commercial law companies takes place automatically through official state portals CEIDG / KRS.
• Public entities – state and local government institutions must present documents confirming the status of the organisational unit and the data of its administrator who will manage the mailbox.
• Proxies and representatives – if the application is submitted by a person who is not the owner of the company or does not appear in the KRS, it is necessary to provide a power of attorney authorising them to represent the entity.

What are the technical requirements (e.g. Qualified Signature, ePUAP)?

To use the eDelivery system in Autenti, you don't need complicated tools or additional documents. All you need is to sign the application and verify your identity using, for example, mObywatel, which ensures security and full user authorisation.

Anyone who wants to set up and use an eDelivery mailbox should have:

• Possibility of identity verification – in the case of sole proprietorships and public trust professions, mObywatel is sufficient to confirm your data. Companies may require additional documents, e.g. a power of attorney, if the mailbox is set up by a person who does not have the authority to represent the company.
• Email address for notifications – the user should provide an address to which notifications about new correspondence will be sent, which allows for ongoing monitoring of incoming documents.
• Phone number – the system requires the use of multi-factor authentication (MFA), which means that the user must be able to receive SMS codes to confirm their identity.

Summary

Setting up an eDelivery mailbox requires not only preparing the appropriate documents but also meeting specific technical requirements, such as having a qualified signature, access to ePUAP, or an operating system that supports electronic document signing.

By meeting these conditions, users can fully use a secure and legally compliant form of communication with public administration and contractors.

How to set up an eDelivery mailbox?

eDelivery is not only about public providers. By choosing Autenti's eDelivery service, you not only meet the statutory obligation but also gain full control over your digital correspondence. Autenti is more than an administrative tool – it's a solution that combines security and convenience in business communication. Thanks to an intuitive activation process, you can quickly configure your eDelivery mailbox and enjoy the flexibility of using a private provider's services.

Below we present step by step how to do it:

1. Log in to Your Account on the Autenti Platform

To start, log in to your account on the Autenti platform. If you don't have one yet, create a new account and activate it according to the instructions. After logging in, go to the "Autenti eDelivery" tab.

Note: Only super-administrators can set up an Autenti eDelivery mailbox. If you are not a super-administrator of your company's account on the Autenti platform, contact the appropriate person in your organisation.

2. Set Strong Account Security

According to legal requirements, to use the Autenti eDelivery mailbox, you must set up active – at least two methods of account security. This means that for logging in, you use at least two of the following methods, and methods from different groups must be available:

• Knowledge (e.g. password) 
• Possession (e.g. SMS code proving possession of a SIM card or authentication app) 
• Biometric (used to secure the mobile application)

Confirmation in the Autenti mobile application replaces two factors, which is a convenient way of security. You can download the Autenti mobile application here.

To set up additional security methods:

1. Go to the "Security" page in your Autenti account.
2. Add an additional security method from a group other than the security mechanism you already have.
3. In the "Logging in to Autenti" section, you can change "Authentication strength" to strong authentication. 

After correctly setting up security, the "Security level" header should change colour to green.

3. Verify the Account – Business or Private

The next step is to verify the account on the Autenti platform. To complete this process, a free, electronic signing of a declaration will be necessary. The signature must be made by authorised representatives of the company. For individual clients, account verification is simply identity verification – e.g. using the mObywatel application.

Note: To verify a company account, the participation of people in your company who have the right to represent it will be necessary.

To verify an account:

1. Go to the "Organisation data" page.
2. In the "Organisation information" section, verify the correctness of the data. The company name and NIP should match the actual state. 
3. Select "Confirm".
4. Go through the free account verification process, which includes signing a declaration of the right to representation, or obtain a power of attorney from a person who has this right.
   
   
   

4. Create an eDelivery mailbox

After successfully verifying the account, you can proceed to create an eDelivery mailbox:

1. In the "Activate service" section, click "Create mailbox".
2. Enter the mailbox name and click "Create".
   
   

5. Disclose the Address in the Electronic Address Database (BAE)

For your mailbox to be visible to other entities, you must disclose its address in the BAE:

1. In the "BAE address" section, click "Generate".
2. Copy the generated address. 
3. Click "Disclose BAE address".
4. Fill in the required data and click "Disclose".
   
   

6. Use eDelivery

After activating the service, you can already send and receive eDelivery messages fully compliant with legal requirements, using the intuitive Autenti panel.

Thanks to these steps, your Autenti eDelivery mailbox is ready to use, which will allow you to securely and effectively manage electronic correspondence.

How to use the eDelivery mailbox after setting it up?

Setting up an eDelivery mailbox is just the first step. To fully utilise its capabilities, it's worth understanding how to receive and send messages, manage notifications, and check correspondence status.

The eDelivery system works similarly to an email inbox but provides a much higher level of security and certainty of delivery. Each shipment has legal power equivalent to a registered letter with acknowledgement of receipt. This allows users to avoid the need to pick up paper correspondence at the post office.

How to Receive and Send Messages?

After activating the mailbox, the user can start using it to receive and send electronic correspondence.

Message Reception

Where to check received messages?

• After logging into the eDelivery system, all received messages will appear in the "Received" tab.
• The system informs about new correspondence via email and SMS notifications.
• Before opening a message, basic information is visible: sender, subject, and delivery date.

How to Open a Message?

• Click on the selected message in the inbox. 
• If the message comes from a public entity, its delivery has a legal character – after 14 days from sending, it is considered delivered, even if the user does not open it (fiction of delivery). 
• Correspondence from commercial entities may be valid for 25 days – after this time, unread messages go to the "Expired" section and can no longer be opened.

Sending Messages

1. Click the "New message" button.
2. Select the recipient from the Electronic Address Database (BAE) or enter it manually.
3. Add the subject of the message and content. You can also attach documents (attachment size limit: up to 250 MB). 
4. Click "Send" – the message will be delivered to the recipient with an official confirmation of receipt.

Each sent message is automatically saved in the "Sent" tab. There you can check the shipment status and download the proof of dispatch.

How to set up notifications about new messages?

To not miss important documents, it's worth configuring notifications. The eDelivery system enables automatic notification of the user about new messages in two ways:

• Email notifications – the user receives information about a new message to the provided email address
• SMS notifications – additional notification sent to the user's phone number.
  
  

How to enable notifications?

1. Go to the mailbox settings.
2. Select the "Notification data" tab.
3. Check the email and/or SMS notification option. 
4. Click "Save".

At least one form of notification must be active – the system does not allow them to be completely turned off.

How to check the status of sent correspondence?

After sending a message, the user can monitor its status in the system. In the "Sent" tab, there is detailed information about each shipment.

How to check if the recipient has received the message?

• "Delivered" status – the recipient has opened the message and confirmed its receipt. 
• "Pending" status – the message has been sent, but the recipient has not yet opened it. 
• "Expired" status – the recipient did not open the message within the required time frame, so it was considered delivered or moved to the archive.

How to download proof of delivery?

1. Go to the "Sent" tab. 
2. Click on the sent message. 
3. Select the "Download proof of delivery" option.

The proof of delivery is an official document and can be used as legal confirmation in contacts with public administration or contractors.

Summary

After setting up the eDelivery mailbox, the user can easily receive and send messages, monitor the status of shipments, and set up notifications about new correspondence.

• Message reception – available in the inbox, the fiction of delivery rule applies (14 days for official correspondence). 
• Sending messages – recipients can be selected from the Electronic Address Database (BAE) or entered manually. 
• Notifications – email and SMS can be configured to not miss important correspondence. 
• Sent correspondence status – the system enables monitoring whether the message has been received and downloading proof of delivery.

Summary

The eDelivery system is a convenient and secure solution that simplifies communication with public administration and business entities. The gradual implementation of the obligation to have a mailbox means it's worth preparing for these changes now. In this guide, we have discussed how to set up an eDelivery mailbox, what documents and tools are required, and what the activation process looks like. Thanks to this, users can efficiently complete registration and use eDelivery without unnecessary obstacles. It's worth not waiting until the last moment – early registration will help avoid problems and ensure full compliance with upcoming regulations.

More about eDelivery: https://autenti.com/pl/e-doreczenia 

FAQ – Frequently Asked Questions

The introduction of eDelivery raises many questions, especially among entrepreneurs and people who have mainly used traditional mail so far. Below are answers to frequently asked questions about this service to dispel any doubts and facilitate the use of the new system.

Does eDelivery replace traditional mail?

Not completely, but in many cases, it can replace it.

The eDelivery system is a digital equivalent of a registered letter with acknowledgement of receipt. This means that in situations where regulations require sending documents in paper form, they can now be sent electronically.

• For official correspondence – yes, eDelivery replaces traditional mail and is legally equivalent to a registered letter. 
• For private correspondence – some companies and institutions may still prefer traditional forms of delivery, but more and more entities are switching to digital communication.

Important! In some cases, such as sending documents to foreign authorities or entities that do not use eDelivery, it may still be necessary to use traditional mail.

How long does it take to set up an eDelivery mailbox?

Setting up a mailbox takes from a few minutes to a few days, depending on data verification.

• Private individuals and sole proprietorships (CEIDG) can activate the mailbox within a few minutes if they have a trusted profile, qualified signature, or mObywatel application. 
• Companies registered in the KRS and public entities may wait up to a few days because their data must be verified in public registers.

After sending the application, the user receives an email confirming registration, and after its approval, the mailbox is activated.

Can one mailbox be used for multiple companies?

No. Each company must have its own eDelivery mailbox.

• Each business entity (company, sole proprietorship) must have a separate address for eDelivery. 
• One mailbox cannot be used for several companies, even if they are run by the same person. 
• Within one organisation, however, several mailboxes can be created, e.g. for different departments or branches.

If an entrepreneur runs several companies, e.g. a company and a sole proprietorship, they must set up separate mailboxes for each of them.

Can the eDelivery mailbox address be deleted or changed?

The address cannot be deleted, but it can be transferred to another operator (e.g. from public to private).

• The eDelivery address is permanently assigned to the entity – it cannot be deleted or completely disabled. 
• If a company changes its eDelivery service provider, it is possible to transfer the address to another operator. 
• The mailbox administrator can be changed, e.g. when the person responsible for eDelivery in the company leaves work.

In case of a change in company data (e.g. name or headquarters), the eDelivery system automatically updates this information based on the KRS or CEIDG.

Does a private individual need to have eDelivery?

No, for private individuals, eDelivery is voluntary.

• The obligation to have a mailbox mainly applies to companies, public institutions, and public trust professions. 
• Private individuals can set up a mailbox voluntarily if they want to receive official correspondence electronically. 
• Using eDelivery can be convenient for people who want to avoid visits to the post office and receiving traditional registered letters.