How to improve business communication through certified emails

In times of rapid change and globalization, companies need agile and secure communication systems.

Certified email has these two qualities and others just as significant, such as its reliability as legal proof. For those who still do not know how they can improve their business communications with certified email, here is all the information.

We address these issues:

• Certified emails can be used in all communications, both external and corporate.
• The benefits of opting for this tool.
• Keys to ensure maximum use of certified emails in business communications.

If you are thinking of optimizing the modernization of your company, you will be interested in this topic about the example of successful digitization of certified communications: the certified email.

Discover our certified email service for companies.

Business communications can basically be classified into two main groups. On the one hand, those exchanged within the company itself, at all levels. On the other hand, all messages and notifications with customers, suppliers, administrations or other companies.

All the benefits of implementing certified digital mails are enjoyed in any of these forms of communication, internal and external. And, therefore, they can be used in:

• Corporate communications: whenever legal support is needed for these communications. Undoubtedly, above all, the HR department benefits, which can use it to speed up the communication of an ERTE or ERE, sanctions or changes in contractual conditions. Another interesting issue is the convening of meetings.
• External communications: the presentation or approval of budgets, banking operations, requests to administrations, agreements with collaborating companies or customer relations. These are just a few representative examples of the applications of certified emails in external business communications.

Discover how to reduce legal risks by using email for corporate communications.

Let’s make a quick and complete review of the main benefits of choosing certified digital emails as a communication tool for your business communications, when you need to provide them with legal evidentiary value. That is, they can be presented before a judge or in claims, conciliation and mediation processes (such as ADR).

In other words, time and cost savings, two elements that are good for any company. It is obvious that your accounts will be positive, because there are costs that disappear (paper, stamps) and others that are less noticeable at first sight, but more significant, such as the need for physical relocation for the management of traditional postal certified communications.

In addition, digitizing processes allows certain notifications to be programmed in an automated manner. This implies a great advance in reducing time, personnel and even avoiding errors or loss of documents that, with certified email, are attached in electronic format, without touching the original on paper.

Also, the immediacy of certified emails is a remarkable improvement for your business communications. Important because digitization helps you meet deadlines.

Immediacy and agility are highly valued by clients or collaborators, who feel better attended and with a more personalized treatment with this mechanism.

If we review the list of examples of certified email communications that can be made within the company, there is a common requirement in all of them: compliance with the regulations governing privacy and security of communications.

One of the most demanding is the recently updated DAS, within the European context and the Data Protection Regulation (GDPR). It is important for you to know that this compliance is only guaranteed if you contract with a Qualified Trusted Service Provider.

You may be interested in reviewing the keys to GDPR compliance in different business models.

Here, we refer to compliance with other laws, those specific to certain business sectors that stand out for having very strict regulations. Here are some examples:

• Health industry: with needs such as the scope of regulated consent, communication of diagnoses, medical appointments or changes in the treatment of chronically ill patients.
• Companies ieras. Of course, everything related to the control of money laundering or digital identification.
  In this article you have more information about the fight against fraud in the European Digital Single Market. the fight against fraud in the European Digital Single Market.

In this way, you can automate the company’s legal notifications by means of certified email.

In order to take full advantage of the use of certified e-mails in your company’s communications, it is certainly a good idea to take note of these tips.

• Contract with a Qualified Trusted Service Provider in certified electronic delivery, effective compliance with the European regulatory framework such as the General Data Protection Regulation (GDPR) and the Organic Law on Data Protection and Guarantee of Digital Rights (LOPDGDD).
• If you have an omnichannel communications platform , you benefit not only from certified email, but also from other formats (SMS, Whatsapp or burofax).
• Reinforce with other technological tools. For example, it is very useful to have a virtual post office, thus combining the advantages of certified digital and paper communications.

Meet Postamail, our virtual post office proposal.

Manage your business communications through MailComms Group. We guarantee you a qualified omnichannel communications service. In fact, we were the first company in Spain with NIS2 certification.