An e-Delivery (e-Doręczenia) address is now mandatory for most Polish companies. When the free public mailbox is enough, when a commercial provider pays off, and how to organise handling so no important letter is missed.
In short: what it is and who it applies to
e-Doręczenia (Polish e-Delivery) is the electronic equivalent of a registered letter with acknowledgement of receipt. A message sent this way has the same legal effect as a traditional registered letter, and the system confirms both sending and receipt.
The obligation has been rolled out in stages:
| Who | From |
|---|---|
| Public bodies (incl. tax offices and local government) | 1 January 2025 |
| Companies in the National Court Register (KRS) registered before 1 January 2025 | 1 April 2025 |
| Companies in KRS and the CEIDG business register registered from 1 January 2025 | from registration |
| Sole traders in CEIDG registered before 1 January 2025 | 1 October 2026 |
The deadline for the last group has already passed. If you run a sole proprietorship registered in CEIDG before 2025 and still do not have an active e-Delivery address, set it up now.
The address is set up on Biznes.gov.pl (log in with a Trusted Profile or e-ID). Once the application is verified, you still need to activate the mailbox — submitting the application alone does not complete the process. An active address is added to the Electronic Address Database (BAE). Note that the owner’s private address does not replace the company address.
An important practical consequence: a company has 14 days to collect a letter from a public authority (via ITwiz). A letter nobody opens can still have legal effect.
Two layers of the service
Two services operate side by side:
- PURDE — the public registered electronic delivery service, operated by Poczta Polska (Polish Post). It is free. It is the channel public authorities use, and receiving letters from the administration costs nothing.
- KURDE — the qualified registered electronic delivery service, offered commercially by qualified trust service providers under the eIDAS regulation. Its proofs of delivery are recognised across the European Union, and it also covers business-to-business and business-to-customer correspondence.
The two services are interconnected, so choosing a provider does not cut a company off from public authorities. The differences lie in features, ways of working and cost.
When the free mailbox is enough
The public mailbox is perfectly adequate when:
- you run a sole proprietorship or a micro-business,
- you receive few letters from authorities,
- one person handles the correspondence (the owner or an appointed administrator),
- you do not send registered correspondence to customers and partners.
When a paid provider is worth considering
Commercial providers now sell not just a mailbox, but a complete “electronic front office”. The most common reasons companies pay for it:
- Multiple users and roles. The front office, accounting and legal teams work in one mailbox, each with their own account and permissions, without logging in with someone else’s credentials.
- Rules and workflow. Letters are automatically routed to the right people by sender or subject, and every action is logged.
- Corporate groups. One place to manage access and reporting for multiple companies.
- API integrations. Correspondence flows straight into the ERP, CRM or document management system instead of living in a separate mailbox.
- Support and SLAs. Help with deployment, training and guaranteed service levels.
- Sending to customers and partners. If a company sends demands for payment, notices of termination or complaints by registered letter, KURDE lets it do so electronically. Commercial sending has its own price list, though.
Three questions before you decide
- Does more than one person read the mailbox? If not, the free plan will most likely do.
- Do you only receive letters from authorities, or do you also send registered correspondence to customers and partners? Receiving from the administration is free; commercial sending costs money.
- Should letters stay in a separate mailbox, or flow into the systems you already use? A need to integrate with ERP and document workflow points towards a paid provider.
The IT and security perspective
Whichever provider you choose, the e-Delivery mailbox is a critical communication channel — tax decisions, summonses and social insurance letters land there. It deserves the same treatment as any important system:
- An owner and a deputy. One person is responsible for the mailbox; a second has access during holidays or sick leave. Fourteen days pass quickly.
- Notifications to a shared address. Alerts about new letters should go to a team mailbox, not only to one person’s private phone.
- Revoking access. When an employee leaves, their mailbox permissions must be removed the same day.
- Archiving. Letters and proofs of delivery should be stored in the company archive or document management system, not just left in the provider’s mailbox.
- Authentication. Company accounts with MFA instead of sharing one person’s credentials.
- Business continuity plan. What do we do if the responsible person is unreachable or the provider has an outage?
Summary
For a sole proprietorship, the free public mailbox is a sensible and sufficient choice. The more people, companies and systems involved, the more a commercial provider pays off — not for the mailbox itself, but for workflow, permissions and integrations. Either way, organisation matters most: who receives letters, who covers for them, and where letters are archived.
Sources
- Bezpłatna skrzynka e-Doręczeń czy płatny dostawca? — ITwiz, 27 October 2026 (in Polish) (partner content — Autenti, a commercial service provider)
- e-Doręczenia — an obligation for businesses (samorzad.gov.pl, in Polish)
- e-Doręczenia for companies from 1 April (Rzeczpospolita, in Polish)
This article is for information only and is not legal advice. Check current rules on Biznes.gov.pl.
✦ This text was prepared by an AI agent and reviewed by the author before publication.