Table of Contents
- What is certified email and how does it differ from other means of notification?
- Cost analysis: certified email vs. physical notifications and other channels
- Benefits of certified email to streamline processes and improve results
- Frequently asked questions on costs, effectiveness and use of certified email vs. other means of notification
It is not a matter of personal preference, nor of being more or less a fan of technological innovations. The reality is that incorporating a certified email service as a communication mechanism in a company brings demonstrable benefits. We will analyze two crucial aspects: efficiency and costs.
These are the keys that we explain in this article:
- What is a certified email and its differences with other forms of notifications.
- Cost comparison between certified digital mail and ordinary mail.
- Its advantages in streamlining processes and optimizing results.
Check the probative value of certified email in court.
What is certified email and how does it differ from other means of notification?
We are all familiar with e-mails which, because of their simplicity and immediacy, are part of our daily personal and working lives. Certification adds a verification of the authenticity of all the data that is part of that message:
- Identity of sender and receiver.
- Mail dating: the time and date it is sent, received and opened is guaranteed.
- The unalterability of the body of the message and the attached documents.
Regardless of the medium, the difference between a certified email and an ordinary email is that there is no authentication of the data. This implies that it has no legal evidentiary value, since it may have been altered at any time during the process.
The interesting thing is not to renounce any formula, but to choose the most effective in each case. Thus, ordinary notifications can be reserved for informal communications. All those that require security, confidentiality and legal validity can be done by means of digital certification.
Another interesting comparison can be made between online postal bureaufax and certified e-mail. The former combines digital management and physical delivery. Therefore, it should be reserved for those occasions when it is necessary to send physical documents.
Learn more about all the differences between certified email and online postal bureaufax.
Cost analysis: certified email vs. physical notifications and other channels
Digital transformation is already a reality in society, both at the personal and business levels. Of course, electronic communications are an essential element at the heart of this change.
There are many arguments that support the improvement of integrating this mechanism for sending certified digital messages. We will now analyze the costs. 
Direct costs: printing, shipping and handling
Digital communications imply total savings in terms of printing costs (paper, ink) and also enveloping or packaging (packaging material and postage). There are even situations in which a physical transfer of the people who prepare these physical notifications has to take place.
There are other no less significant issues, such as those related to the management and physical storage of documents.
Indirect costs: time, resources and associated risks
It would be an understatement to only consider that there are direct savings if you choose email over postal or physical mailings. There are a number of other items that indirectly result ininteresting cost reductions.
Time would be at the apex of these savings, because its importance is indisputable. Teleworking, intensive workdays or the announced reduction of the working day are the best examples of how companies and workers value their time today. With certified electronic communications, there is no need to waste time on ancillary tasks.
In addition, this automation reduces the risk of errors in important points such as identification data or dates. There is also no risk of losing documents, since they do not have to be physically handled.
Keep in mind that this goes beyond savings, all this has an impact on productivity improvement. In other words, it not only subtracts items, but adds benefits.
And beyond talking about monetary costs, let’s think about the commitment to sustainability, already in the minds of almost all companies, digital media offer a significant reduction in terms of paper use and CO2 emissions associated with their physical transport.
Discover why registered mail makes the difference compared to regular mail: learn how to improve the security and control of your shipments.
Benefits of certified email to streamline processes and improve results
Having confirmed the cost reduction benefits of implementing certified digital mail, it is time to highlight other no less important advantages.
- Automation and tracking in real time
The traceability of certified electronic messages is total and occurs in real time.
In addition, in case of problems in the reception, you can automate other types of shipments such as SMS or via WhatsApp, even a postal mail. Thus, with the same gesture you ensure that the message is received regardless of the channel used.
This is how legal communications are automated with certified email. - Integration with internal systems and workflows
These communications streamline the entire process. The preparation and sending can be done by the same person, without interference in workflows, on the contrary, they are facilitated.
But, in addition, the platformsintegrate seamlessly into the systems that the company already has (ERP, CRM, ECM).
Meet Certysign, our solution for certified digital communications of your company with native connector to Salesforce. - Impact on customer satisfaction and trust
Using an immediate message sending system that preserves confidentiality, whose risk of errors is minimal and that is valid as a reliable proof is an excellent letter of introduction to your customers.
They feel attended quickly, effectively and personally, with total confidence in the discretion of communications. Undoubtedly, a very positive contribution to your company’s image.
MailComms Group was the first company to receive the NIS2 certification from AENOR. Take advantage of the benefits of becoming your qualified Trusted Service Provider, just contact us.
Frequently asked questions on costs, effectiveness and use of certified email vs. other means of notification
Does the certified email have the same legal validity as a physical notification?
Yes, as long as it is done through a Qualified Trusted Service Provider, guaranteeing compliance with IDAS2 and RGPD regulations. On the other hand, its legal validity can be reinforced with elements that verify its integrity and unalterability, such as certified digital identification and acknowledgement of receipt.
How much can you save by using certified email versus traditional postal mailings?
Direct printing, handling and mailing costs are totally eliminated. In addition, there is a saving in time, since these messages are immediate. Also, the possibility of making mistakes or misplacements is minimized. Even in terms of personnel, since managing an e-mail is much simpler, the whole process can be done by the same person at his or her work station.
What factors influence the effectiveness of a certified email notification?
It is important to have a platform that allows to manage all the communications of the different departments and to customize the requirements depending on the cases. By the way, with the possibility of incorporating functionalities such as: customer identification and authentication, different signature processes, choice and certification of evidences and document composition, custody and notarization.
Can certified email be combined with other channels to improve response rates?
Yes, you only need to contract with a server that has an omnichannel platform. Thus, all types of communications are integrated into a single tool: email, SMS, App and web, WhatsApp, in such a way that they allow the jump from one channel to another depending on the behavior of the receiver.