Polish Post: Guide to the e-Delivery box
As of December 10th of this year, public entities and newly registered businesses are required to use the National Electronic Delivery System. The operator designated to provide the service (Poczta Polska) has prepared a comprehensive guide that provides a step-by-step introduction to the world of digital communication with government offices.
The material in this guide provides a detailed overview of using the mailbox, focusing on the processes of sending and receiving parcels and reading receipts. The manual also includes information on activating the delivery mailbox (SD).
Step 1: Activate e-Delivery
Establishing an Electronic Delivery Address (ADE) is possible after submitting an application to the Minister responsible for IT. This can be done quickly and conveniently via the gov.pl by answering a few simple questions. After creating an account, simply activate the public delivery address (SD), which will enable e-Delivery in communications with public entities.
By clicking on the additional services panel, you can activate an additional service for communicating with non-public entities, namely Q-Delivery. After accepting the terms and conditions, a Qualified Delivery Box (SDK) is created in real time. From this point on, you can freely use the service, communicating electronically and securely with other holders of Electronic Delivery Addresses (ADE), the number of which will increase over time.
The issuance of ADEs by the Minister and the electronic address database (BAE) managed by him guarantee that we know exactly who we are corresponding with – there is no possibility of impersonation. Each user wishing to use the service must authenticate themselves, i.e., log in using an electronic identification method, such as a trusted profile.
Step 2: SD Activation – How easy it is!
The entire Delivery Box activation process has been carefully optimized, ensuring that, above all, the official can easily navigate through all stages. The entire activation path consists of a few simple steps:
- Complete the electronic delivery address (ADE) application form
– for public entities
- The Minister responsible for computerization (Minister of Digital Affairs) awards ADE
– ADE is entered into the database of electronic addresses (BAE)
- Setting up a delivery box (SD)
– MC automatically forwards information to Poczta Polska (PP) about the new ADE
- Polish Post confirms the establishment of SD
– electronic confirmation of SD establishment sent to MC
- MC informs the ADE holder
– information about the creation of ADE and SD and activation instructions are sent to the email address indicated in the application
- ADE holder activates SD
– the holder indicates the email address for notification
- Done! Broadcast electronically
– the ADE holder receives the PURDE regulations and PURDE policy by email for notification
Step 3: How to ship?
First, you must authenticate yourself to the delivery mailbox (SD) for citizens or businesses , e.g., with a trusted profile/e-ID/mObywatelem. The panel displays all mailboxes to which you have access. Depending on your needs, this can be a personal, work, or business mailbox.
- select the mailbox from which you want to send e-Delivery
- select "Write a message"
- select the recipient from the list
- Enter a subject, write the message text, add an attachment if necessary, and send the message. The message will be sent to your "Sent" folder.
- After selecting a shipped shipment, you can preview and download it, along with any receipts. The receipt confirms that your shipment has been accepted.
Currently, the maximum size of a message with attachments cannot exceed 15 MB, and a single message can be sent to a maximum of 15 recipients.
If the recipient fails to authenticate within 7 days and on the 14th day, the recipient will receive an email reminder about the pending shipment. Failure to authenticate within 14 days will result in a false delivery . Unclaimed shipments will be deleted after 25 days from the date they were made available.
Step 4: How to receive parcels?
After receiving a notification (to the email address provided for notifications) about a pending shipment, log in to your delivery inbox on gov.pl. In the "Inbox" folder, the new message waiting to be read is visible in bold. After selecting the message, you can review the message content and attachments, and download the message and supporting documents as a zip file to your local drive.
Step 5: How to read the evidence?
The most important elements when reading a receipt are: the receipt number, the type of receipt, and the time of the incident. Further details regarding the issuance of the receipt are displayed, including the issuing supplier, the sender and recipient, the shipping time, and the shipment number.
The next section contains elements related to, among other things, certificates for the time stamps used and the supplier's electronic seal. Issuing ID cards in XML format is a standard requirement, as this format allows for verification of the ID card's authenticity.
Poczta Polska, as a trust service provider, provides the verification tool in the additional services panel. To verify your ID, simply attach an XML file and click the "Verify" button. The system indicates whether the ID is authentic and allows you to download confirmation.
According to regulations, the Registered Electronic Delivery service must provide evidence from each stage of the service process. Evidence names consist of two characters – a letter and a number . Each letter designates a different group of evidence. Depending on the event, appropriate evidence is issued. When, what type, and for whom?
A – sending
B – exchanges between suppliers
C – pre-notification
D – preparing the shipment for pickup
E – receipt
Poczta Polska also offers Q-Delivery
Poczta Polska also offers the Q-Delivery , a Qualified Registered Electronic Delivery Service, intended exclusively for private entities for communication and the exchange of messages (with attachments). At the time of shipment, the sender specifies the recipient's time to collect the shipment (from 1 to 14 days). The recipient can accept or reject the notification of a pending shipment. Q-Delivery complements the PURDE offering, enabling access to all correspondence between entities through a single service provider. The service is available in the additional services of the delivery mailbox associated with PURDE. Please note that the maximum size of a message with attachments within Q-Delivery cannot exceed 10 MB, and a single message can be sent to a maximum of 50 recipients.
Both of these services allow you to send an electronic shipment with an attachment. After sending the shipment, you will receive proof (of shipment, fulfillment, and receipt) proving that, as a trusted third party, Poczta Polska oversees the secure delivery of the shipment, adhering to rigorous ETSI standards, ensuring shipment integrity and unambiguous identification of the sender and recipient. The proof includes a qualified time stamp of each event and is secured with the service provider's qualified electronic seal.
See also: how to use additional services for e-Delivery, i.e. Q-Delivery for communication between non-public entities :
Q-Delivery – how to activate the service?
How to receive messages in Q-Delivery?
Q-Delivery – check how easy it is to send a parcel
Evidence for Q-Delivery – how to read it