New rules of service – revolution in communication with offices since January 2025

From January 1, 2025 Poland enters a fresh era of communication with public administration. Run e-Service system, which is to become a mandatory tool for citizens to contact public institutions. The introduction of this strategy is simply a step towards digitalisation of administration and to simplify procedures that have so far required a conventional exchange of recommended letters.

What is an e-Service system?

The e-Service strategy is simply a digital version of the conventional registered letter, which will enable rapid, safe and inexpensive transportation of correspondence between citizens and offices. alternatively of receiving letters from offices in paper form, citizens will receive notifications of fresh messages in peculiar electronic box. Each strategy user will get a unique address in format AE:PL, different from the conventional email address.

How do I get an e-service box?

To usage the fresh system, users request to set up an e-Service box. It can be done through the website gov.pl, and it will be essential to set up a box trusted profile, e-proof or qualified electronic signature. This will guarantee a advanced level of security, which is crucial in the circulation of authoritative documents.

Thanks to e-deliveries, citizens will not gotta worry about losing shipments due to the fact that each correspondence will be sent straight to virtual inbox. It is worth noting that this strategy will reduce the waiting time for the transportation of authoritative documents, which will velocity up the circulation of papers in the public administration.

Implementation of the e-Service system

The e-Service strategy will be implemented in stages. By 2029 it is to be full implemented in Poland, and by January 2025 most public institutions, specified as city offices, municipalities, medical centres or universities, will be obliged to usage this tool. However, the longest transitional period was granted courts, DA and law enforcementwhich will not full adapt the strategy until the end of 2029.

As of January 2025, the strategy will become mandatory for all public bodiesand for representatives of the public assurance professionssuch as lawyers, notaries is Legal advisers. This means that any authoritative correspondence sent by public institutions will be sent to e-Service boxes and the citizen will be obliged to receive them in this form.

Benefits of the e-Service system

The introduction of the e-Service strategy has a number of benefits for both citizens and public institutions:

1. Security and assurance of service – Electronic correspondence will supply reliability and speed, eliminating the hazard of paper confusion as is the case in conventional mail.
2. Savings – The introduction of digital transportation will save on paper costs, envelopes, as well as labour costs associated with the handling of conventional mail.
3. Accelerating the circulation of documents – Electronic exchange of papers will let faster reaction by public authorities and institutions. The waiting time for the transportation of letters that may have taken respective working days will now be reduced to a minimum.
4. Increasing accessibility – The e-Service strategy allows access to papers from any place and at any time of day and night, which importantly increases user convenience.
5. Citizens' convenience – alternatively of waiting for the mailman, citizens will be able to follow service status their shipments are kept up-to-date in the system. Receiving correspondence straight to the email address of the e-Service box will enable the handling of authoritative matters remote.

Obligations and changes for entrepreneurs and public institutions

The fresh rules besides have consequences for entrepreneurs and public institutions. Since January 2025 all companies businesses will be required to receive correspondence electronically. In practice, this means that entrepreneurs will gotta place e-Service boxes and regularly check the shipments.

Thanks to the system, the information strategy will be handled in a way that allows minimisation of errors resulting from the manual transmission of correspondence. In addition, entrepreneurs will not gotta worry about delays in delivery, which will contribute to better business planning.

The e-Service strategy will surely revolutionise the way citizens communicate with public administration. While the introduction of changes entails circumstantial challenges, specified as the request to set up a box and adaptation by officials and entrepreneurs, this will benefit both citizens and public institutions in the long term. This will make Poland modern digital societywhere regular communication will be quick, safe and convenient.