e-Doręczenia in Poland: what is this system, when will it become mandatory, and what should Ukrainians do?

Poland is switching to an electronic system for receiving official letters, e-Doręczenia — all documents will be sent online only. Find out what this service is, when it will become mandatory, and what Ukrainians should do to avoid missing important messages

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The transition of Polish government agencies to electronic communication is entering its final stage. According to gov.pl, all government agencies must switch to the e-Doręczenia electronic document delivery system, the official channel for receiving legally significant letters from government agencies, by January 1. For foreigners, including Ukrainians, who are in Poland on the basis of temporary protection or who work here legally, understanding the new rules is critically important.

What is e-Doręczenia and how will it replace ePUAP?

e-Doręczenia is a state system for the electronic delivery of official letters, decisions, documents, summonses, and administrative notifications. It completely replaces traditional paper correspondence and the ePUAP service.

In terms of legal force, messages received via e-Doręczenia are equivalent to a registered letter with delivery confirmation. This means that they will be considered delivered even if the addressee has not read them, but they have appeared in their electronic mailbox.

The system is administered by the Polish Ministry of Digital Affairs.

When will Poland fully transition to e-Doręczenia?

The changes will take place in stages, but the key dates have already been set:

● Until the end of 2025, both ePUAP and e-Doręczenia will be in operation.

● From January 1, 2026, paper letters and ePUAP will officially cease to be used for government correspondence.

After this date, all government agencies are required to use electronic delivery as the primary method of correspondence.

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What foreigners, including Ukrainians, should do

For citizens of other countries who are in Poland, creating an e-address is mandatory if they interact with government agencies — submit documents, renew their residence card, obtain a PESEL, legalize their employment, etc. You need to:

1. Go to the official e-Doręczenia website and create an address (ADE).

2. Fill out the registration form with basic personal data.

3. Activate the mailbox via Profil Zaufany, banking, or another available method.

4. Check your e-mailbox regularly, as all decisions and letters will be sent there.

Without an activated address, a person may miss an important message. And “non-receipt of a letter” will not be grounds for appeal, as the system automatically records the moment of delivery.

Why e-Doręczenia is important for Ukrainians

Ukrainians in Poland regularly receive official documents regarding:

● extension of temporary protection,

● administrative processes,

● work permits,

● residence status,

● decisions on social support,

● Voievoda / Urząd issues,

● summons to review documents.

All these notifications will soon be sent only electronically. An unchecked mailbox can lead to missed deadlines, cancellation of an application, or even refusal of legalization. That is why it is important for Ukrainians who are in the process of legalization or have complex situations with their status to receive professional support.

Tip: if you need to extend your residence card, file an appeal, apply for a work permit, or deal with a notification received via e-Doręczenia, we recommend consulting with immigration lawyers. Visit Ukraine offers online consultations with experts who will explain the procedures, help you prepare documents, and advise you on how to act in case of disputes.

We remind you! Ukraine has opened a new vice-consulate in Rzeszów (Żeszów), which will serve about 60,000 citizens. Read about the services that the institution will provide.

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