Electronic notifications: how they work, how to send them and systems

Electronic notifications have become a fundamental element in digital communication between companies and clients, as well as public administrations and citizens. This modern system of official communication guarantees legal certainty and efficiency in communications, allowing to carry out procedures in an agile and secure way. 

Traditional registered letters and faxes have given way to more agile and efficient methods, such as electronic notifications.  This communication system, which allows sending and receiving documents with full legal guarantees through the Internet, has become an essential tool for businesses and governments.

In this article, we will go deeper into what electronic notifications are, explore their uses and advantages, analyze the most commonly used systems, detail the process of sending and receiving them, and address the legal and security implications.

What are electronic notifications?

An electronic notification is a digital document that allows the official and legally valid communication of any administrative act, resolution or communication between parties. This type of notification is made through digital means and has the same legal guarantees as a traditional paper notification, but with the advantage of immediacy and reduced administrative costs.

Electronic notifications are regulated in countries such as Spain by Law 39/2015 and in the rest of Europe by the eIDAS regulation, which establishes the legal framework for their use and validity. This law determines that notifications will preferably be made by electronic means and, in any case, when the interested party is obliged to receive them by this means. This type of notification is characterized by:

• Authenticity: The identity of the sender is guaranteed.
• Integrity: It ensures that the content of the message has not been altered during sending.
• Confidentiality: Only the sender and the recipient can access the contents of the notification.
• Proof of receipt: An acknowledgement of receipt is generated certifying the date and time of delivery, as well as the identity of the receiver and sender.

Electronic notifications or e-notices are governed by the European eIDAS Regulation (electronic IDentification, Authentication and trust Services), which establishes a common legal framework for electronic signatures and trust services in the European Union.

In this way, we can define that electronic notifications are official communications that public administrations or private entities and companies send to citizens, users, clients or other companies through digital means. With valid legal consequences, they establish acts such as the beginning of the deadline for replying or submitting documentation, presenting allegations or appeals, etc.

Uses and services of electronic notifications

Electronic notifications are used in a wide variety of areas, such as:

• Public administration: Notification of resolutions, sanctions, requirements, etc.
• Justice: court summons, notifications of judgments, etc.
• Private sector: Communications with clients in all types of fields and operations, supplier management, employees at labor level, contracts and legal documents, etc.
• Financial institutions and insurances: Notifications of bank movements, statements, etc. Insurance registration and policy renewals, expert reports, etc.
• Telecommunications and utilities sector: On service registrations and cancellations, payments, issuance of electronic invoices, etc.

Electronic notifications offer numerous advantages over traditional methods of communication:

• Time and cost savings: Time spent printing, sending and receiving physical documents is eliminated, as well as the costs associated with paper, ink and postal mail.
• Increased efficiency: The shipping and receiving process is much faster and more agile.
• Traceability: The entire notification process can be tracked from dispatch to receipt.
• Security: Electronic notifications offer a high level of security thanks to electronic signature and encryption systems.
• Sustainability: Paper consumption is reduced and contributes to the protection of the environment.

Electronic notification systems

There are several platforms and systems that allow sending and receiving electronic notifications. In order to manage electronic notifications efficiently, various systems and applications are used that integrate electronic signatures and guarantee certified communication. Some of the most prominent are:

• Electronic signature platforms: Many electronic signature platforms, such as Tecalis Sign, also offer electronic notification services (certified communication or electronic notifications). It is the main way of using this eIDAS communication standard for private companies and businesses.

These platforms usually integrate electronic signature applications with certified communication, which allow sending documents, messages or notifications with full legal guarantees and obtaining an acknowledgement of receipt with evidentiary value before a judge. These applications are based on eIDAS digital certificates and timestamps that guarantee the identity of the sender and the integrity of the document.

When choosing an electronic notification system, it is important to consider factors such as security, ease of use, integration with other systems and cost.

Electronic notification systems are composed of different elements and platforms that guarantee their safe and efficient operation. The main systems include:

• Reliable identification of sender and addressee
• Date and time stamp of shipment and receipt
• Full content of the communication
• Acknowledgement of receipt
• Confidentiality of communications

How to send an electronic notification

The process of sending an electronic notification may vary slightly depending on the platform used. However, in general, the steps to follow are as follows:

1. Access the platform: Access the electronic signature or electronic notifications platform with user credentials.
2. Upload the document or compose the message: Upload the document to be sent as a notification.
3. Add recipient: Enter the e-mail address or the enabled e-mail address of the recipient.
4. Send the notification: Send the notification through the platform.

Once the notification has been sent, the recipient will receive an e-mail or a notification through the chosen channel indicating that he/she has a pending notification. The recipient will be able to access the platform to consult and download the notification, as well as sign the acknowledgement of receipt.

This type of notification in many companies can be automated thanks to API integration with business systems. Notifications and alerts are sent to customers in a coordinated manner based on predefined triggers or policies.

Signing of electronic notifications and consultation

The electronic signature is a key element in electronic notifications, since it guarantees the authenticity of the sender and the integrity of the content.

To consult and sign electronic notifications, users must access the corresponding platform through the link provided in the message of the channel through which the communication was received (email, certified SMS...). They will be able to view the pending notifications and proceed to their electronic signature if necessary (this is usually only necessary at the level of the public administration). For example, in the Social Security Electronic Headquarters, users can consult and sign electronic notifications using their digital certificate or Cl@ve.

The consultation of electronic notifications is done through the platform or system used for sending. The recipient can access its notification mailbox to consult the pending notifications, download them and sign the acknowledgement of receipt if necessary (although in most cases of private/business use it is not).

Electronic notification platforms usually offer a notification history, where you can check the status of all notifications sent and received, as well as the date and time of sending, receiving and reading.

Electronic notifications and their security: eIDAS e-notices

Security is a crucial issue in the area of electronic notifications. The eIDAS Regulation establishes a regulatory framework to ensure trust and security in electronic transactions, including electronic notifications.

The eIDAS electronic notifications are based on the following principles:

• Electronic identification: Electronic identification systems are used to guarantee the identity of the sender and the recipient.
• Electronic signature: Qualified electronic signatures are used to ensure the authenticity and integrity of the notification.
• Electronic time stamp: A qualified time stamp is used to certify the date and time of sending and receipt of the notice.
• Certified electronic delivery: Certified electronic delivery services are used to ensure proof of sending, receipt and content of the notice.

These security mechanisms allow electronic notifications to have the same legal validity as paper notifications, and to be used as evidence in legal proceedings either via SMS or with a certified email. In addition to the requirements of the eIDAS Regulation, electronic notifications platforms usually implement additional security measures, such as:

• Data encryption: The notification data is encrypted to protect its confidentiality.
• Access control: Access control systems are implemented to ensure that only authorized persons can access notifications.
• Audit reports: Security audits are performed to detect and prevent possible vulnerabilities and a PDF is generated with all the traceability of the message.

eIDAS-compliant electronic signature and electronic notification systems offer greater trust and legal acceptance throughout the European Union, fostering interoperability between member states.

Benefits of electronic notifications for companies

The electronic notification system represents a significant advance in the modernization of official communications and legal support. Its proper implementation requires technical knowledge, appropriate infrastructure and well-defined procedures. The combination of legal certainty, operational efficiency and regulatory compliance makes electronic notifications an indispensable tool in today's digital administration, providing:

• Cost reduction: Printing, mailing and storage costs of paper documents are eliminated.
• Increased efficiency: Communication processes are streamlined and response times are reduced.
• Improved productivity: Employees can spend more time on higher value-added tasks.
• Increased security: Security and confidentiality of communications are guaranteed.
• Legal compliance: Compliance with legal obligations regarding notifications is facilitated.

Companies can use electronic notifications to:

• Communications with customers: Send contracts, invoices, notices, etc.
• Communications with suppliers: Send orders, delivery notes, invoices, etc.
• Internal communications: Send notifications to employees, such as payroll, communications, etc.

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