12 February 2025

e-Delivery – step-by-step guide for establishing e-mailbox

In Poland, the e-delivery system is a modern tool that allows for the safe and convenient exchange of correspondence between companies and public institutions. It replaces traditional registered letters, constituting the electronic equivalent of a letter with acknowledgment of receipt. Thanks to it, communication with offices becomes faster, simpler, and more effective. From January 1st, 2025, depending on the form of business, entrepreneurs will be required to use e-Delivery. So how do you set up an e-Delivery mailbox? Here is a detailed guide.

Step 1: Fill in the application for an address and e-Delivery mailbox

To set up a mailbox, start by filling in the application for an e-Delivery address. To do this, you need to:

• Fill in the application form on the www.biznes.gov.pl platform.
• Attach documents confirming the representation or power of attorney of the entity (power of attorney templates are available in Word and PDF versions).
• If the proxy is not exempt from the stamp duty, attach proof of the fee for the power of attorney.
• Complete the data concerning the entity and indicate the administrator of the mailbox (the person who will manage the e-Delivery address), providing their details and e-mail address.
• After filling out the form, carefully check all the data and sign the application electronically – using a trusted profile, e-ID, or qualified signature. Confirmation of application submission will be sent to the e-mail addresses of the administrators indicated in the application.

Step 2: Checking the status of the application

After applying, you can check its status by logging in to the edoreczenia.gov.pl website in the “Manage e-Delivery addresses” tab. There you will find all submitted applications and information about their status. If after applying you notice an error (e.g. lack of power of attorney), do not submit a new application. Wait for the application to be rejected and then submit a corrected version.

Step 3: Activating the e-Delivery mailbox

After the application has been positively considered, the administrator (the person indicated in the form) will receive an e-mail with instructions on how to activate the mailbox. The activation process takes place in 5 steps:

1. Log in to the mObywatel.gov.pl website.
2. In the side menu, select the “Your mailboxes” tab.
3. Click the “Activate mailbox” button next to the selected mailbox.
4. Provide an e-mail address for notifications and read the terms and conditions of service provided by the Designated Operator.
5. Click the “Activate” button.

After activation, the administrator will receive confirmation that the mailbox is ready for use.

Step 4: Implementation  in the company

The deadlines for implementing e-delivery for companies vary depending on the form of business and the date of its registration:

• From January 1st, 2025 – for new companies registering in the KRS or CEIDG.
• From April 1st, 2025 – for companies previously registered in the KRS.
• From July 1st, 2025 – for companies making changes to the entry in CEIDG.
• From October 1st, 2026 – for companies registered in CEIDG before 2024.

Step 5: Setting up and managing an e-Delivery box

The created e-delivery address resembles a string of characters that is recognized and read by the system. The string of characters is an identifier and de facto an e-delivery address. The individual symbols in the AE:PL-XXXXX-XXXXX-YYYYY-ZZ structure mean:

• AE – literally means “electronic address”;
• PL – country code compliant with the ISO 3166 standard;
• X – digit;
• Y – letter;
• ZZ – checksum.

Correspondence sent between public entities and from citizens and companies to public entities is free of charge. The e-Delivery system is a step towards simplifying formalities for companies, enabling safe and fast exchange of correspondence with offices. To use this service, entrepreneurs must set up an e-Delivery mailbox, which involves a few simple steps, such as submitting an application, activating the mailbox and appointing an administrator. It is important for entrepreneurs to be aware of the e-Delivery implementation dates, which depend on the form and date of registration of their business.