e-Deliveries are the electronic equivalent of a registered letter with acknowledgement of receipt. The service enables the legally effective delivery of correspondence between a public entity (a university) and a natural person (a student).

Correspondence may be delivered via:

• PURDE – Public Registered Electronic Delivery Service (delivery to an electronic delivery address – ADE, with legal effect),
• PUH – Public Hybrid Service (electronic correspondence converted by the operator into paper form and delivered by traditional post).

• Electronic document – a document created in digital form (e.g. a PDF file generated electronically) which can be signed with an electronic signature.
• Digital reproduction – a scan or photograph of a paper document; it is not equivalent to an electronically signed document.
• ADE (Electronic Delivery Address) – an individual address enabling the receipt and sending of correspondence within the e-Delivery system.
• Proof of receipt – an electronic confirmation that a document has been delivered, producing specific legal effects.

Students may submit letters to the University via the PURDE service.

For delivery to be legally effective, the document must be in electronic form and signed with an electronic signature.

✅ Acceptable ways of submitting a letter:

1. Entering the full text of the letter in the “Message content” field in the e-Deliveries mailbox and then selecting “Sign and send”.
   In this case, the electronic signature applies to the message content, which will be visible to the University of Lodz staff in the document “Cover_letter” attached to the e-Delivery.
2. Attaching a file that constitutes an electronic document (e.g. a PDF file generated electronically) signed with one of the accepted electronic signatures (see Which electronic signatures are accepted?).

Please note: 

Entering only a short message in the message content field, e.g. “Please find attached my declaration of withdrawal from studies”, and attaching only a scan or photograph of a handwritten signed document will result in the delivery not being legally effective.

❌ Unacceptable forms (delivery will not be legally effective):

• a scan of a paper document with a handwritten signature,
• a photograph of a document with a handwritten signature,
• a file containing a digital reproduction of a signature (e.g. an inserted image of a signature),
• an electronic document without the required electronic signature.

A scan or photograph of a document signed by hand does not constitute an electronic document within the meaning of the applicable regulations, and therefore does not produce the legal effects associated with e-Deliveries.

Documents submitted to the university should be signed using one of the following signatures:

✔ Qualified electronic signature

An advanced electronic signature created using a qualified certificate. It is legally equivalent to a handwritten signature.

✔ Trusted signature (Trusted Profile)

A signature created using the free tool available on the gov.pl portal. It confirms the identity of the person signing the document.

✔ Personal signature

A signature created using an e-ID card (a national identity card with an electronic layer).

Delivery of correspondence to an ADE address produces legal effects:

• at the moment the correspondence is received, or
• after 14 days from the date it was delivered to the ADE, even if the recipient has not opened it (the so-called legal presumption of delivery).

This means that the delivery mailbox should be checked regularly.

The introduction of e-Deliveries does not exclude the possibility of submitting documents:

• in paper form (e.g. via a postal operator),
• in person at the university.

Traditional forms remain acceptable in accordance with applicable regulations.

Students are encouraged to:

• set up a free ADE address,
• use e-Deliveries as a secure and legally recognised form of correspondence,
• ensure each time that the document being sent is in electronic form and has been signed correctly,
• note that correspondence sent via PURDE by a natural person to a public entity is free of charge.

Setting up an ADE is:

• free of charge,
• voluntary (for natural persons),
• available online via: https://www.gov.pl/web/e-doreczenia

Once the address has been created, the student gains access to their delivery mailbox through their account on the gov.pl portal.

In the mailbox settings, the ADE can be linked to an email address in order to receive notifications about new correspondence. Please ensure that this is the student’s private email address. Providing a university email address is not recommended, as access to such accounts is usually limited to the period of study.