Electronic registered mail (ERM) is revolutionizing the way legal professionals manage their official correspondence. This digital solution combines the legal value of traditional mail with the speed and efficiency of digital. For law firms using specialized software, ERE represents a considerable time-saver and an optimization of administrative processes. Today, electronic registered mail is an essential tool in the digitalization of legal practices.

What is electronic registered mail (ERM)?

Electronic registered mail is a dematerialized mail service that guarantees the same legal value as traditional postal registered mail. It enables official documents to be sent electronically, while retaining proof of deposit and receipt for legal purposes.

ERE is based on an electronic certification system that ensures the integrity, authenticity and traceability of transmitted documents. Each transmission generates a time-stamped electronic acknowledgement of receipt, constituting legal proof that the document has been delivered to the recipient.

This solution relies on qualified trusted service providers, complying with the requirements of the European eIDAS regulation. Documents are encrypted and secured throughout the transmission process.

How does EE work?

The electronic registered mail process follows several rigorously controlled stages. The sender uploads the document to the trusted service provider’s platform, enters the recipient’s details and validates the delivery.

The service provider, such as AR24 Docaposte, then generates a time-stamped electronic deposit receipt. The document is then transmitted to the recipient by secure email or via a dedicated portal.

The recipient receives notification of receipt of an electronic registered mail. The recipient must authenticate to view the document, which automatically generates an electronic acknowledgement of receipt.

All these stages are traced and time-stamped, creating an indisputable chain of electronic evidence. The associated metadata enables us to precisely reconstruct the document’s journey.

Advantages of electronic registered mail

ERE offers measurable advantages over traditional mail. Speed is the first benefit: a document is delivered in an average of 15 minutes, compared with a minimum of 24 to 48 hours for postal mail. This time difference can be crucial in meeting procedural deadlines.

The savings are quantifiable and significant. The cost of online registered mail represents an average saving of 60% compared with postal registered mail. For a firm handling 500 mailings a year, this represents an ROI of over 2,000 euros a year, not counting printing, envelope and travel costs.

Traceability is also superior, with granular real-time tracking. ERE offers automatic notifications at every stage (filing, transmission, consultation, acknowledgement of receipt), with precise time stamping. This total transparency greatly facilitates the management of procedural deadlines, and reduces the risk of litigation linked to proof of delivery.

Environmental impact is a significant advantage. ERE completely eliminates the use of paper and envelopes, while reducing the carbon footprint per mailing by 95% thanks to the elimination of postal transport. This eco-responsible approach fits in perfectly with the CSR policies of modern firms.

ERE vs. traditional registered mail

Although the LRE electronic registered letter retains the same legal probative value as postal mail, there are several practical differences between the two solutions:

Turnaround times: virtually instantaneous delivery with ERE, compared with a minimum of 24 to 48 hours for postal mail.
Costs: 2 to 3 euros for ERE, compared with 5 to 7 euros for traditional registered mail.
Reliability: 0.1% loss rate for ERE, compared with 2% for postal mail.
Administrative management: ERE eliminates the need for trips to the post office, and enables automatic digital archiving of proof of delivery.

Integrating EE into your professional practice

The choice of ERE provider is based on three essential criteria: eIDAS qualification, integration with your existing tools and technical support. Choose market leaders such as AR24, Docaposte or LRE Medical, who offer guaranteed compliance and availability.

For a 10-strong practice, expect to pay between 2,000 and 4,000 euros for implementation, including training and integration.Recommended e-mailing directly from your management software considerably optimizes daily workflows.

Implementation checklist: 1) Audit of mailing requirements, 2) Solution testing on a sample, 3) Team training, 4) Gradual migration of mailings, 5) Implementation of compliant electronic archiving.

Return on investment is usually between 6 and 12 months, thanks to savings on mailing costs (up to 60%) and administrative productivity gains.

Legal and regulatory framework for EE

Electronic registered mail is part of a solid legal framework, guaranteeing its legal validity and official recognition. The European eIDAS (Electronic IDentification, Authentication and trust Services) regulation is the fundamental regulatory framework for digital trust services in the European Union. This regulation ensures cross-border legal recognition of EREs, enabling them to be used in all member states.

In France,article L. 100 of the Code des postes et des communications électroniques clearly establishes the legal equivalence between ERE and traditional registered mail. This provision stipulates that :
“Electronic registered mail is equivalent to registered mail, as long as it meets the requirements of Article 44 of Regulation (EU) No. 910/2014.”

Qualified trust service providers are subject to strict obligations to guarantee the reliability of the service. In particular, they must :

• Obtain certification from ANSSI (Agence Nationale de la Sécurité des Systèmes d’Information)
• Implement ISO 27001-compliant security measures
• Guarantee service availability and business continuity
• Ensuring the protection of personal data in accordance with the RGPD

Regarding the preservation of electronic evidence, regulations impose a minimum archiving period of 10 years for acknowledgements of filing and receipt. These documents must be stored in conditions that guarantee their integrity and accessibility throughout this period. Legal archiving of EREs must comply with the NF Z 42-013 standard for electronic archiving, thus ensuring their long-term probative value.