Electronic Delivery For a Limited Liability Company – Who Is Required to Use It? How Should It Be Managed?

Electronic delivery is mandatory for entities registered in the National Court Register (KRS) that are covered by the implementation schedule for the electronic service of process system. In practice, the challenge for many companies is no longer simply setting up an address for electronic service, but rather determining internal responsibilities: who submits the application, who can serve as the mailbox administrator, who activates e-Delivery, and how to organize the handling of electronic correspondence within the company.

Electronic Delivery for a Limited Liability Company — What Is It and What Does It Mean in Practice?

The electronic delivery system (e-Doręczenia) is a public registered delivery service. Its long-term aim is to replace traditional official correspondence sent by registered post.

For companies entered in the National Court Register, the main obligation is to have an electronic delivery address registered in the Electronic Address Database. The company should also appoint a person responsible for mailbox management and user access.

The registered e-Delivery address becomes the official communication channel with public entities.

Electronic Delivery For a Limited Liability Company – When Does the Obligation Apply?

The obligation to use the e-delivery system (“e-Doręczenia”) is being introduced in stages.

Key Deadlines for Companies Listed in the National Court Register

This means that limited liability companies (sp. z o.o.) registered from 1.01.2025must obtain an e-Delivery address during the registration process. Companies entered in the KRS before that date must have an e-Delivery address from 1 April 2025. This distinction is very important for the National Court Register and e-Delivery system. Different rules apply to newly registered companies and to companies that already exist.

Who Submits the E-Delivery Application for a Limited Liability Company

The application for e-delivery address for an LLC is submitted by a company representative or by a proxy. If a proxy submits the application, proof of authorisation may be necessary.

This will most often be a management board member listed in the National Court Register or a commercial proxy (prokurent). A professional legal representative, or another person acting under a power of attorney, may also do it.

The application is submitted electronically through the Business Account on the Biznes.gov.pl portal. Submitting the application for an e-delivery address and mailbox is free of charge.

To complete the application, it is necessary to provide company details, including the National Court Register number. You should also indicate the mailbox administrator and sign the application electronically.

Who Is the e-Delivery Mailbox Administrator?

Appointing a mailbox administrator is one of the most important steps in the process.

The administrator is responsible for the technical and organisational management of the mailbox. They can grant user permissions, manage access, and organise correspondence handling.

The mailbox administrator can be a management board member or an employee from the administration, legal, or compliance department. An external legal representative, or another designated person, is also allowed.

The law does not require the administrator to be a board member. Yet, the management board should keep control over the system and granted permissions.

Is the Mailbox Administrator Responsible for Receiving Correspondence?

Not always. The administrator is primarily responsible for managing the system and user permissions. In many companies, the administrator also handles day-to-day correspondence. Yet, it does not have to be the case.

This is why it is so important to assign responsibilities within the organisation.

In many companies, a safe approach is to appoint a technical administrator and grant access to several people. Next, set up a daily mailbox monitoring procedure. It should define rules for forwarding correspondence to the management board or legal department.

Who Activates the E-Delivery Mailbox?

Once the application is approved, the mailbox must be activated.

Activation is carried out by an authorised person in the system. Usually, this is the administrator named in the application. They log in to the system, launch the mailbox, and manage it.

Many organisational problems arise at this stage. It happens that a company formally obtains an e-delivery address. Yet, it fails to set up mailbox monitoring procedures. Securing continuous access after staff changes may also be problematic.

How to Set Up Electronic Delivery For a Limited Liability Company — Step by Step

The process can be divided into several stages.

Electronic Delivery For a Limited Liability Company — Step by Step

1. Assign a person responsible for implementation.
2. Appoint the mailbox administrator.
3. Prepare company and administrator data.
4. Submit the online application.
5. Verify the application.
6. Create the electronic delivery address.
7. Activate the mailbox by an authorised person, usually the administrator.
8. Grant user access.
9. Implement correspondence handling procedures.

What Information Is Needed to Set Up an e-Delivery Mailbox?

The required data depends on the type of entity and the person submitting the application.

For a limited liability company, the following information is usually required:

• the company’s identification details;
• the National Court Register number;
• the correspondence address;
• the administrator’s details;
• the administrator’s email address;
• the administrator’s national identity number (PESEL) or European identifier.

The application is signed electronically. You can use a trusted profile (Profil Zaufany) or a qualified electronic signature.

E-Delivery and the Management Board — Who Is Responsible?

This is one of the most important organisational questions. The mailbox administrator is usually an employee or an external provider. Yet, responsibility for proper communication management remains with the company. Thus, it concerns its governing bodies.

For the management board, it is important to ensure continuous access to the mailbox. Clear rules for receiving correspondence should also be established. The company should implement replacement procedures, monitor deadlines, and properly manage user permissions.

The internal e-Delivery procedure should clearly define responsibilities. It should specify who monitors the mailbox, who receives correspondence, who forwards documents to the relevant departments, and who supervises procedural, tax, and administrative deadlines.

Can One Person Hold Multiple Roles?

In smaller companies, one person often manages the mailbox and handles correspondence.

In larger organisations, it may be safer to separate technical and operational responsibilities.

What Are the Risks of Not Implementing e-Delivery?

Failing to implement e-delivery brings risks related to official communications. It can create organisational problems. The most dangerous situation is when a company has an active e-delivery address and correspondence arrives, but no one monitors it.

This can lead to missing administrative, tax, or court deadlines. For the management board, what matters is not just meeting the registration obligation. The company must also organise its correspondence flow. The process must allow to respond quickly to incoming letters.

How to Implement e-Delivery Safely

Setting up the mailbox alone is not enough. A safe implementation should cover appointing responsible persons and creating a correspondence-handling procedure. Remember to set cover rules and monitor the mailbox regularly. It is crucial to control user permissions and prepare for staff changes.

It is especially important to secure access to the mailbox when an employee leaves. It is also important during a change of administrator or a change in the management board.

Most Common Mistakes Companies Make When Implementing Electronic Delivery For a Limited Liability Company

The most common mistake is treating e-Delivery only as a technical requirement. A company sets up the address and appoints an administrator. However, it does not create procedures for receiving correspondence or for forwarding documents to the right people.

It is also risky to rely on one person’s access. There may be no backups or substitutes. The mailbox may not be checked regularly. Access rights may not be updated after staff changes. In practice, problems often appear only when a company misses an official letter or a deadline to respond.

Electronic Delivery For a Limited Liability Company — Summary

Electronic Delivery For a Limited Liability Company is not just a technical obligation. It is also an important part of how the company organises formal communication.

For the management board, it is crucial to clearly assign responsibility for mailbox handling. It is also important to appoint an administrator and implement procedures for receiving and processing correspondence.

The main risks do not concern setting up the electronic delivery address itself. They relate to poor organisation after the mailbox is activated.

Has your company implemented e-delivery correctly?

If your company is unsure who should be responsible for e-Delivery, how to organise administrator roles, or how to reduce the risk of missing correspondence, it is worth reviewing internal procedures before problems arise.

Our experts support businesses in implementing e-Delivery. We help prepare internal procedures, define responsibilities, and organise a secure flow of e-correspondence within the company. Contact us today!

FAQ — Frequently Asked Questions About Electronic Delivery For a Limited Liability Company