How to Effectively Implement e‑Doręczenia? Expert Guidance

At the beginning of 2026, e‑Doręczenia became the default channel of communication with public administration. For debt collection companies, law firms, or publicly listed companies, this is no longer just a formal requirement—it has become an operational foundation. Below, GoNextStage experts explain how to successfully implement e‑Doręczenia in your organization.

Table of contents

1. Why integrating e‑Deliveries with your document workflow is essential for larger companies
   1. “Fictional delivery” as a serious consequence of lacking procedures
2. How to set up an e‑Deliveries inbox
3. How to efficiently manage access to your e‑Deliveries inbox
4. Summary

Why integrating e‑Doręczenia with your document workflow is essential for larger companies

e‑Doręczenia are designed to speed up communication with public institutions and provide legally binding proof of document delivery. Sending a registered letter takes at least several days—moving to a digital format ensures the message reaches the recipient immediately after clicking “send.”

To fully leverage the potential of e‑Deliveries, medium and large companies should integrate them with their internal document workflow systems. Using the government’s browser interface may be sufficient for microbusinesses, but for large organizations, it quickly becomes a recipe for administrative chaos.
True automation is only possible with an e‑Doręczenia Connector integrated with a BPM system. This ensures that letters from government institutions automatically become tasks in the system, and outgoing correspondence can immediately be linked to internal business processes—for example, debt collection, a specific construction project, or an employee file. This is the only way for administrative functions to genuinely support the business rather than just service it. – Stanisław Korwin‑Kossakowski, Business Analyst & Solution Architect, GoNextStage.

“Fictional delivery” as a serious consequence of lacking procedures

In the new legal framework, ignorance of what’s in your e‑Doręczenia inbox does not exempt you from responsibility. This is a critical point emphasized by security experts.

The biggest mistake in implementing e‑Doręczenia is treating them like ordinary email. We must remember about the concept of fictional delivery—after 14 days, a letter is considered delivered, even if no one has opened it.

Without a system that actively monitors the inbox and sends alerts, companies risk missing key legal deadlines. e‑Deliveries are a new evidentiary standard—sending a message through the system and getting the Electronic Delivery Receipt (EPO), and refusal to accept correspondence are all arguments that no lawyer will challenge in court. – Jacek Paudyn, Solution Architect, GoNextStage

How to set up an e‑Deliveries inbox

For companies registered in the Polish National Court Register (KRS), the process is now automated. However, it is still crucial to activate the Electronic Delivery Address (ADE) in the national address database. If your company has not yet completed this step, follow the instruction:

1. Submit an application via gov.pl (requires a qualified signature or Trusted Profile of an authorized person).
2. Once you receive your ADE number, configure access for external systems.
3. To implement e‑Doręczenia effectively, avoid manually managing the inbox—use the e‑Deliveries Connector to minimize human error.

How to efficiently manage access to your e‑Deliveries inbox

In the traditional model, the key to the physical mailbox stayed in someone’s pocket. In e‑Doręczenia, the “key” is digital identity, usually based on the individual Trusted Profile of a specific employee. This creates new organizational challenges.

The challenge for IT and Administration Departments is to assign permissions in a way that keeps document workflow running smoothly, even when someone is on sick leave or holiday. Relying solely on employees’ private Trusted Profiles is a strategic mistake. It’s also important to remember that the standard government interface offers “all‑or‑nothing” access — an authorized person typically sees the company’s entire inbox, which creates a significant confidentiality risk in larger organizations.

The solution is a centrally managed role structure delivered by the GoNextStage e‑Doręczenia Connector. Instead of granting access to the entire inbox, the tool intelligently routes correspondence according to your business logic: letters from ZUS go straight to the HR team, while procedural court documents are visible only to the legal department. Employees access only the documents relevant to their responsibilities within the BPM system panel. This removes the need to log into the central inbox via a Trusted Profile and ensures that sensitive information never ends up in the wrong hands. – Stanisław Korwin‑Kossakowski, Business Analyst & Solution Architect, GoNextStage.

Summary

Successfully implementing e‑Doręczenia is a strategic step toward a higher level of legal and operational security. Medium and large enterprises should prioritize full automation and integration with BPM systems, as this minimizes the risk of fictional delivery and ensures continuity when key employees are absent.
The GoNextStage e‑Doręczenia Connector enables fast integration with any document workflow system.