From 1 April 2025, companies registered in the National Court Register in Poland must have an electronic delivery address

As of 1 April 2025, all companies registered in the Polish National Court Register (KRS) before 1 January 2025 will be legally required to have an active electronic delivery address. This obligation results from the Polish Act on Electronic Deliveries.

Every company registered before 1 January 2025 will be required to have an active e-Delivery address. The new regulations are part of the process of digitalising communication with public administration and are important from the perspective of efficient exchange of official correspondence.

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The role of the electronic delivery address in communication with authorities

The e-Delivery system is the electronic equivalent of a registered letter with acknowledgement of receipt. Companies in Poland can use this system to receive requests, notices, decisions from authorities and to submit applications and documents to public institutions.

Correspondence sent via e-Delivery has full legal force and ensures the security, confidentiality and reliability of delivery. Ultimately, the service will replace traditional paper official correspondence and correspondence via the ePUAP platform.

Offices, public institutions and newly registered entities are already using this service. As of April 2025, the obligation will be extended to previously registered companies – including limited liability, joint-stock, limited partnerships or foundations doing business.

Entrepreneurs can obtain a free address and e-Delivery box via the Biznes.gov.pl portal.

Each activated address is entered into the Database of Electronic Addresses (BAE), which means that the administration authorities will from then on send correspondence only digitally.

For companies looking to avoid complex formalities and ensure smooth compliance with the e-Delivery obligation, getsix® offers complete support at every stage – from the technical creation of the inbox, through the appointment of an administrator, to the ongoing supervision of official correspondence. Depending on the company’s needs, getsix® can act as the administrator – a role that requires a valid Polish PESEL number – or take on the role of observer, monitoring the inbox and forwarding incoming correspondence. For more information about the service, don’t hesitate to contact the getsix® team.

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How to obtain an electronic delivery address in Poland?

1. Preparing the relevant information

Before submitting the application, it is recommended to collect all the required information and documents in advance. This will allow you to smoothly and correctly complete the online application wizard available at Biznes.gov.pl.

To submit an application for creating an electronic delivery address, the following identification data of the business entity are required:

For all business entities:

• full company name (in the case of sole proprietors registered in the Central Register and Information on Economic Activity – CEIDG – the name must include the person’s full name),
• correspondence address,
• Tax Identification Number (NIP), if issued, or a statement confirming its revocation or invalidation,
• statistical number (REGON), if issued.

For entities registered in the National Court Register (KRS):

• KRS number,
• legal form (e.g., limited liability company, joint-stock company),
• registered office address.

For sole proprietors registered in CEIDG:

• PESEL number (Polish personal identification number), or if not available – European Identifier,
• email address to which information about the creation and activation of the e-Delivery inbox will be sent.

e-Delivery inbox administrator:

• first and last name,
• email address,
• PESEL number or European Identifier (if PESEL has not been issued).

For sole proprietors registered in CEIDG, appointing an administrator is not mandatory – it is possible to manage the inbox personally. In the case of companies registered in the KRS, appointing an administrator is required.

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If the application is submitted by an attorney, a member of a governing body entitled to represent the company, or a proxy whose authority does not result directly from the entry in KRS or CEIDG, one of the following sets of documents must be prepared:

1. Power of attorney:
   1. a document electronically signed by the business owner, or
   2. a digital copy of the power of attorney confirmed as a true copy of the original by the business owner, a notary, or a representative of the entrepreneur – attorney-at-law, legal adviser, patent attorney, tax adviser, or counsel of the General Counsel to the Republic of Poland (Prokuratoria Generalna RP).
2. Proof of stamp duty payment (PLN 17) for submitting the power of attorney. The payment should be made to the account of the municipal or city office appropriate for the place of residence or registered office of the principal.

Alternatively – if a document confirming representation is submitted instead of a power of attorney, it must be:

• electronically signed or
• confirmed as a true copy of the original by authorised persons – in the same manner as in the case of a power of attorney.

All required data and documents should be prepared before logging in to the online service to avoid interruptions and ensure a smooth application process.

2. Signing and submitting the application

After completing the application form in the wizard, the system will redirect the user to the document signing page.

The application for creating an e-Delivery address must be signed electronically using one of the following methods:

• Trusted Profile (Profil Zaufany, used via ePUAP),
• qualified electronic signature,
• personal signature (e.g., embedded in an e-ID card),
• electronic seal.

If the document requires the signatures of more than one person (e.g., members of the management board in capital companies), the “Multiple signatures” option must be used. The document can be downloaded, saved locally, and forwarded to the next authorised signatories. Once all required signatures have been collected, return to the “Notifications” tab in the Entrepreneur’s Account on Biznes.gov.pl, where a link for final submission will be provided.

The application must be signed by persons authorised to represent the company in accordance with information disclosed in the CEIDG or KRS registers. It may also be submitted by a proxy or representative – provided they hold the proper authorisation.

Unsigned documents are stored in the system for 4 days. Within this time, all required signatures must be collected. After this period, the process must be restarted from the beginning.

3. Verification of the application

Once the application has been submitted, it is subject to verification by the Polish Ministry of Digital Affairs (Ministerstwo Cyfryzacji).Both the formal correctness and the completeness of the submitted data are assessed.

If any deficiencies or irregularities are identified, the administrative authority will request that they be rectified within 7 days. Failure to comply with this requirement will result in the application being left without consideration.

4. Creation of the inbox and assignment of the electronic delivery address

Following successful verification, the Ministry of Digital Affairs will create the electronic delivery address and the associated e-Delivery inbox. Confirmation of this step will be sent to the email address provided in the application – the message will also include instructions on the next steps.

For sole proprietors registered in the Central Register and Information on Economic Activity (CEIDG) who have not designated an inbox administrator, the notification will be sent directly to the business owner. For entities registered in the National Court Register (KRS), the designated administrator will receive the message.

5. Activation of the inbox and address

To make the e-Delivery inbox operational and the address visible in the National Electronic Address Database (Baza Adresów Elektronicznych, BAE), activation is required. A detailed step-by-step guide will be included in the notification sent by the system.

Once activated, the business owner gains access to the free e-Delivery inbox via their Entrepreneur Account (Konto Przedsiębiorcy) on the Biznes.gov.pl platform.

6. Entry into the National Electronic Address Database (BAE)

Upon activation, the electronic delivery address is automatically entered into the National Electronic Address Database.

From that moment on, all official correspondence from public administration will be sent exclusively to the electronic delivery address registered in the BAE.

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When is the deadline to create the address?

• Companies registered in the National Court Register before 1 January 2025 – must complete the setup by 1 April 2025.
• New companies registered in the National Court Register from 1 January 2025 – must create the inbox as part of the registration process.
• Sole proprietors registered in CEIDG – deadline is 1 October 2026.

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The obligation to maintain an electronic delivery address for companies registered in the National Court Register starting from 1 April 2025 is part of a broader process of digital transformation of public administration in Poland. The new system allows entrepreneurs to conduct official correspondence in a fully electronic, secure, and legally compliant manner.

Setting up an electronic delivery address requires completing a registration process through the Biznes.gov.pl platform. This includes preparing the necessary data, submitting the application, applying electronic signatures, activating the inbox, and registering the address in the National Electronic Address Database.

Meeting this new obligation on time helps businesses avoid organisational difficulties and ensures full readiness for communication with public institutions under the new rules.

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If you have any further questions or require additional information, please contact your business relationship person or use the enquiry form on the HLB Poland website.

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