How to optimize legal processes with certified email in law firms?

Digital transformation is an extraordinary advance in the business world, in each and every sector. One of the tasks that benefits the most is related to communications, which are automated and streamlined with these digital systems, in particular with the certified email.

Lawyers and legal professionals have much to gain by incorporating this tool, as we have seen.

These issues are discussed below:

• Why it is in the interest of lawyers and attorneys to use certified e-mails.
• All legal communications in which this instrument can be used.
• Tips for implementing this certified communications service.

Discover the keys to automate automation of legal notifications with certified email.

There is no need to spend a lot of time explaining why it is in the interest of a law firm to use certified electronic messages in its day-to-day business. Because, this detail is essential. It is not a question of investing in a tool that is used occasionally, but will be one of the most common.

And of course, although we know that these certified communications have benefits in the document management of any company, each sector of activity emphasizes a benefit. In the case of law firms or legal departments, the most important thing is that they are messages with full legal validity, beyond their immediacy or cost savings.

This validity is guaranteed because the certification is carried out by an external and qualified third party. A provider that ensures:

• Emitter.
• Delivery (provisioning at the destination host)
• Content and attachment, if any.

Do you know how to send a certified email? In this guide you have all the answers.

We have already explained that certified electronic messages have full legal validity, therefore, a law firm can find interesting and practical applications for these communication tools.

Of all of them, there are some communications in which certified email is the preferred method, while others use other tools, such as the online postal bureaufax. online postal burofax. It is a choice of each law firm, but these are the most frequent uses of these certified mailings:

• HR communications
  Particularly interesting is the automation of all the labor formalities carried out by lawyers. The certified email is recognized as a valid means for hiring, modifications, sanctions and any HR communication. And it complies with the criteria established in the Statute of workers.The same applies to any contractual negotiation, whatever its nature (financial, with administrations, relations with individuals). Everything can be transmitted with certified e-mails.

  Here’s how it works certified email in contract management.

• Legal notifications
  The expiration of a clause, a request for documents or any communication of a legal nature can be made through this tool. This is so, because it can be presented in court as reliable evidence.
• Communications with administrations
  Requests for information, submission of documents, accreditations, requests for grants, subsidies or permits and licenses. All imaginable communications that are established between a law firm and an administration or authority is feasible through this system.
• Claims and dispute resolutions
  Commercial relations between individuals, between companies and customers, between individuals and administrations are based on an exchange of communications. Sometimes to confirm agreements, but also to claim rights or solve problems due to a conflict of positions between the parties.Many of these conflicts do not have to go to court, they are solved when it is verified that the pertinent documentation exists. All this can be done with more agility and total security and privacy with this certified instrument.

  In fact, with the enactment of the ADR Law (Appropriate Dispute Resolution Mechanisms) on April 3, 2025, certified email has become an essential technological tool.

• Notices and communications of a financial nature
  Sending quotes, purchases or sales of services/products, loan requests or management of bank accounts. In short, the cumbersome financial activity of a law firm is simplified and the risk of errors is reduced with certified digital mail communications.

We remind you of the differences between certified email and online postal bureaufax.

The implementation of a certified communications system in a law firm will be done through a platform compatible with the usual systems (ERP, CRM, ECM). Also, solutions can be used from any web browser, in Software as a Service (SaaS) mode.

These guidelines should be taken into account before contracting with the supplier:

• Perform a preliminary analysis to choose the provider that offers a service best suited to your firm’s needs.
• Consider the advantages of opting for an omnichannel communications provider. Among others, you guarantee the reception, since if the email does not arrive, it is sent by other means (SMS, burofax or WhatsApp).
• Although these are very simple processes, it is worthwhile to provide employees with a minimum of training, especially so that they are able to get the most out of such a useful tool.

Not sure why it’s in your best interest to contract with a qualified provider? Here’s the answer.

At MailComms Group we offer you integrated solutions for the management of your certified communications. Contact our team!