Bottom line: As a rule One person or company = one e-Delivery address, but there are exceptions to every rule. Below we explain the details for different situations: individuals, businesses, offices and attorneys. We will answer the question of when having several boxes makes sense and what limitations the law imposes.
For an ordinary citizen who does not run a company, the matter is simple: he is entitled to one e-Delivery box (electronic delivery address). The law introduced the principle that in the state database of electronic addresses (BAE) one entity can have only one address. This means that we can't have several boxes - the state wants to avoid chaos.
Exception: However, if the same person acts in different roles, such as running a business or practicing a profession of public trust (lawyer, legal counsel, notary, etc.), then there is a different situation. In such cases, the person should Have two e-Delivery addresses - one for private purposes and the other for professional purposes. The law explicitly provides for this for entrepreneurs enrolled in CEIDG and, among others, attorneys, legal advisors, tax advisors and other similar professions. As a result, a lawyer, for example, should have a separate box for contacting the court as a professional attorney, regardless of the private box used for personal correspondence.
From the user's point of view, this is good news - you can separate business and private affairs. For example, entrepreneur Jan Kowalski may have an e-Delivery address „Jan Kowalski - Company” for the company's official contacts and a separate address „Jan Kowalski - Private” for non-business related correspondence. Both mailboxes are assigned to the same person, but to different roles, which is in accordance with the regulations.
Companies and business activities also applies the principle of „one entity = one address.” Every entrepreneur (be it a sole proprietorship or a company) should have their own electronic delivery address entered in the database. It is not possible for one company to set up two or three e-Delivery boxes for itself - this would contradict the idea of a unique official address for an entity. If by some miracle two addresses were created for the same company, the relevant Minister of Digitization would act as an order controller and cancel the redundant address. In other words, duplication of company mailboxes is out of the question (such a „redundant” address will be removed from the register).
What about the situation when one person has several companies? Here we distinguish between two scenarios:
The good news: Just because a company has a single e-Delivery address does not at all mean that the CEO or owner has to personally receive every message. The solutions offered by Asseco - available through podpisano.pl - allow convenient management of the mailbox by multiple users simultaneously. Already at the application stage you can specify several administrators who will have access to the same company mailbox. This could be, for example, an administrative employee, an accountant or even an external accounting office.
As a result, the responsibilities for receiving and sending correspondence can be flexibly divided, without the risk of overlooking important letters. This is a real convenience - especially in larger organizations where more than one person must have access to the mailbox. These solutions allow for efficient, secure and compliant teamwork in e-Delivery.
In the case of public entities (offices, state and local government institutions, etc.) also have a rule of one address per entity. Each institution has its own official e-delivery address, which it must set up and disclose in the database of electronic addresses. For example, a municipal office, a county labor office or a public school - each of them has its own e-Delivery box, which becomes the default channel for receiving official correspondence.
Can an office have several boxes? As a rule, no, but here, too, the legislature has provided some flexibility for elaborate structures. If the institution has branches or subsidiaries in the field, which operate fairly independently, then it can request additional addresses -. one for each branch. This requires the approval of the Minister of Information Technology, but is feasible. It is important that such a branch actually performs separate tasks at its location and makes sense to have its own box. For example, a large city office with many field departments could get separate e-Delivery addresses for branches, e.g. the communications branch in district X, the civil affairs branch in district Y, etc., instead of handling everything through the headquarters.
Even if the office has several addresses for branches, must indicate one main address (central) as the primary one. Each branch applies for an address separately and receives its own unique identifier, entered into the database. Such a division streamlines correspondence - letters concerning local matters can go straight to the local branch, instead of circulating through the headquarters.
Thus, in practice, a public institution does not create multiple „spare” boxes”, but can have one per organizational unit. When there have been cases of setting up two addresses for the same office (e.g., for a municipality and in parallel for a municipal office as a separately notified entity), the regulations mandate the deletion of the redundant address, so that only one proper one remains. Order must be - each office has a clearly defined official address for service.
Law firms, accounting offices and other attorneys They often deal with multiple clients. Does that mean they can set up ten e-Delivery boxes for themselves - one for each client? No. Formally, each box is assigned to a specific entity (person or company). The law firm as a business will have your own single address e-Delivery (e.g., „XYZ law firm - delivery”), just like any other business. It cannot have separate official addresses for individual clients, because clients are not branches of the law firm - they are separate entities.
So how will an attorney receive letters for a client via e-Delivery? Well, in official and court communications, the rule is that if an attorney for service has been appointed, then correspondence may be addressed to the address of that attorney. In the digital world, this means that, for example, a court or office will send a letter directly to the e-Delivery box of the lawyer/counsel representing the client, instead of to the client's address. Yes, you read correctly - a lawyer can get an official letter for a client at the your own e-address. The aforementioned provision mentions that a person acting as a professional attorney should use a separate address for professional matters. Therefore, an attorney uses the address of his law office (or personal professional address) to handle client matters, which separates these matters from his private correspondence.
For an accounting firm or tax advisor, it looks similar: any official letter can go to the advisor's e-Delivery address, if he or she has been formally appointed as an attorney to receive the firm's correspondence. Of course, each represented customer must have its own entry in the address database - most often it will simply be the address of that company, to which the proxy has access or redirection. Thus, the accounting office can help many entrepreneurs, but by logging into their mailboxes one by one (as an administrator or authorized user). The system makes it possible to give access to the e-Advice mailbox to another person, such as just an accountant or lawyer, both permanently and as a replacement during an absence. This allows the attorney to manage the correspondence of various entities, But they are still separate boxes for each entity, not one magic box for everything.
In practice, lawyers often combine several roles and addresses. Example: a legal advisor employed as a full-time employee in an office at the same time runs his own law firm. Such a counselor will have Two separate e-Delivery addresses - one official office he will use for official correspondence, and the other is the address of his private business (law firm). When communicating, he can use either the address of the office (when acting as an employee of the office) or the address of his law firm (when acting as an independent attorney). Similarly, if a lawyer is a partner in a law firm registered in KRS, the firm has its own address for service, independent of the lawyer's own address. Everything is separated so that it is clear „who is who” in a given case and at which address he receives letters.
Law imposes restrictions, to keep digital correspondence in order. If everyone could set up as many official mailboxes as they wanted, offices wouldn't know which address was right for which citizen or company. That's why The electronic delivery law adopts the principle of one address per subject. The exceptions have been clearly indicated (two boxes for people combining private and professional roles) and do not depend on the discretion of officials - they follow directly from the regulations.
From the technical The e-Delivery system makes sure not to duplicate entries. Attempting to set up a second address for the same PESEL or NIP will end in the rejection of the application (or its subsequent cancellation). The Ministry of Digitization even has the power to strike an additional address from the official registry if it has somehow been registered against the rules. In other words -. one box is your official address and that's it. Want to change your address? You can update your mailbox data, but you won't set up a second one „just in case.”.
It is also worth remembering that each e-Delivery address must be associated with a trusted service - either a public service of registered electronic delivery (PURDE) offered by a designated operator (Poczta Polska), or with a qualified delivery service from a private provider. We won't set up a box without using such a service, so in terms of infrastructure, too, it doesn't make sense to multiply accounts beyond the need. For that multiple users can be hooked up to one box (e.g., several clerks handling one office box, or several employees in a company) - this is provided for and facilitates cooperation.
Given these principles, in what situations having several addresses (under permitted scenarios) is practical and reasonable? Here are some examples:
In summary, the e-Consultation system is designed to. assign each entity a unique official address. This makes it clear where to direct official letters electronically. The multiplication of addresses is limited on purpose - it is to ensure transparency and security of delivery. If you have multiple roles, the law gives you the option of several boxes, but it is always one address on one specific identity or function. This can be compared to PESEL/NIP numbers - you also have one main one, although you can conduct different activities. For that, you can organize teamwork (adding authorized persons) within one e-Delivery address and integrate this channel into the workflow of the company or office.
Finally, it's worth adding a bit of optimism: although it may seem complicated at first, e-Delivery is supposed to make our lives easier, reduce running to the post office and piles of paper. One box per head (or per company) is a tidbit - and it's a tidy one. Everything under control, with proof of delivery and electronic signature. And that sometimes we have more of these boxes (because we also wear several hats) - well, a sign of the times and the digital revolution.
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