How can I improve internal communication in my company using certified email?

It is very common to focus on the importance of establishing effective communication mechanisms between a company and its customers or suppliers. Without detracting one iota of importance from this reality, we speak less of the same need for internal communications in a company.

The certified email adds benefits such as legal validity and security. For all these reasons, it is very useful to speed up and give legality to certain messages within the company.

We address the main aspects of this topic:

• What is certified email and why is it of interest to you to improve your company’s internal communication?
• Most interesting uses of certified digital mailings within the internal communication of a company.
• Tips to optimize the benefits of this internal communication channel.

Learn how to automate your company’s legal communications with certified email.

It is not necessary to explain what an email is, but it is necessary to put the focus on what it means that it is done through a certified communications service. The difference is that a Qualified Trusted Service Provider is used, which verifies the authenticity and unalterability of your essential data, such as the exact date and time of sending, receiving and the exact recording of the content.

What is achieved with this intermediation? Well, these emails have full legal validity, a quality that can be used in certain types of internal communications. Doing so, brings benefits as interesting as the ones we highlight here.

We recall the probative value of the certified email in lawsuits.

It is likely that you value the importance of this feature of full legal and regulatory validity when you think about the communications and contractual arrangements that your company makes with external agents, from customers to administrations or suppliers. But you may not see what it brings to internal communications.

You just have to think about it a little to get out of that mistake. And there are plenty of examples to help you understand this, especially communications between the HR department and any employee. That is, in everything related to legal and labor matters.

In all these cases, the company benefits from the use of certified electronic messages at these points:

• Confidentiality. Labor and legal issues require guarantees of privacy and data security, something that is available if communications are through certified emails.
• Saving of time and paperwork. It is a system that facilitates the management of shipments through automation, improving the speed of the workflow. This is especially valuable in large companies, where a large volume of communications is handled.
• Increased productivity. Less time and personnel required for a task, with the added benefit of minimizing the risk of errors, resulting in greater efficiency and productivity.

Are you clear about the differences between ordinary and registered mail? Here is a reminder.

These are the cases in which the use of certified e-mails in your company’s internal communication is most beneficial. Basically, they are communications from the Human Resources department.

• Notifications of changes in contractual conditions. This is a broad and increasingly active section, since today’s companies are immersed in a much more flexible society, which requires their adaptation. We are talking, for example, about changes such as the regulation of teleworking, working hours, shifts, transfers or reorganization of departments and functions.
• Communication of an ERE or ERTE. These figures, included in the labor legislation, to face periods of difficulty in the company without resorting to definitive dismissals, must be communicated in writing to the affected workers. The certified email streamlines these procedures (automation), guaranteeing their legal validity.
• Management of sick leave. It allows to accredit the notification in an irrefutable way, because it guarantees the date of sending, the reception and that the content is not altered. All with the convenience of not having to physically move in circumstances that can be complicated.
• Dismissals and sanctions. Terminations or disciplinary measures may be communicated by certified e-mails, including supporting documents to justify the decision.

Now that you have decided to incorporate certified email into your company’s internal communications system, it is logical that you want to get the most out of it. It’s not complicated, you just have to take into account these recommendations.

• Always choose a trusted service provider qualified in certified electronic delivery. This qualification is only obtained by companies after passing an exhaustive analysis by the Ministry of Digital Transformation and Civil Service. It means that data sent and received through our applications will be admitted as evidence in legal proceedings, even if they are in electronic format.
• Evaluate the omnichannel service option. With a single gesture, your company will be able to combine and synchronize different certified communication tools, including digital and physical ones. This way you guarantee a secure reception.
• Once the service has been installed, it is advisable to provide basic training to those in charge of using it. The objective is to make them aware of all the possibilities it offers and in which situations it is interesting to use one or the other.
• At MailComms Group we guarantee maximum solvency, security and quality in the management of your certified internal and external communications. Contact us at and discover the advantages of working with a leading company in the sector.