{"id":36598,"date":"2025-07-29T10:49:13","date_gmt":"2025-07-29T08:49:13","guid":{"rendered":"https:\/\/mailcommsgroup.com\/?p=36598"},"modified":"2025-10-01T12:43:11","modified_gmt":"2025-10-01T10:43:11","slug":"contract-management-email-certificate","status":"publish","type":"post","link":"https:\/\/mailcommsgroup.com\/en\/blog\/contract-management-email-certificate\/","title":{"rendered":"Optimization of contract management via certified email"},"content":{"rendered":"<div class=\"wpb-content-wrapper\"><p>[vc_row type=&#8221;grid&#8221; css=&#8221;.vc_custom_1547557263471{margin-bottom: 0px !important;padding-bottom: 0px !important;}&#8221;][vc_column dp_animation=&#8221;&#8221; el_class=&#8221;El nuevo reglamento europeo obliga a recabar el consentimiento expl\u00edcito para el tratamiento de los datos de car\u00e1cter personal&#8221; font_color=&#8221;#81d742&#8243;][vc_single_image image=&#8221;36606&#8243; img_size=&#8221;full&#8221; css=&#8221;&#8221;][vc_raw_html css=&#8221;&#8221;]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[\/vc_raw_html][\/vc_column][\/vc_row][vc_row type=&#8221;grid&#8221; css=&#8221;.vc_custom_1679050935288{margin-top: 0px !important;padding-top: 0px !important;}&#8221;][vc_column dp_animation=&#8221;&#8221; css=&#8221;.vc_custom_1547557427896{padding-top: 0px !important;}&#8221;][vc_empty_space height=&#8221;80px&#8221; css=&#8221;.vc_custom_1742553516084{margin-top: -70px !important;}&#8221;][vc_column_text css=&#8221;.vc_custom_1753082112439{padding-top: 50px !important;padding-right: 50px !important;padding-bottom: 50px !important;padding-left: 50px !important;background-color: #F2F2F2 !important;}&#8221; dp_animation=&#8221;&#8221;]<span style=\"font-size: 20px;\"><strong>Table of Contents  <\/strong><\/span><\/p>\n<ol>\n<li><a href=\"#uno\">Current challenges in contract management<\/a><\/li>\n<li><a href=\"#dos\">Certified email as a tool for contract optimization<\/a><\/li>\n<li><a href=\"#tres\">How to implement certified email in contract management<\/a><\/li>\n<li><a href=\"#cuatro\">Frequently asked questions about certified email contract management<\/a><\/li>\n<\/ol>\n<p>[\/vc_column_text][vc_empty_space height=&#8221;110px&#8221; css=&#8221;.vc_custom_1753082116404{margin-top: -100px !important;}&#8221;][vc_column_text css=&#8221;&#8221; dp_animation=&#8221;&#8221;]Are you looking for a tool to streamline the management of your company&#8217;s contracts, without affecting their legality and with full security guarantees? <strong>The <a href=\"https:\/\/mailcommsgroup.com\/en\/certified-notifications\/certified-email\/\">certified email<\/a> is the answer to the squaring of the circle that most companies are considering.<\/strong><\/p>\n<p>Find out what this digital and automated approach consists of, which is also <strong>a more sustainable option<\/strong> than traditional mail.<\/p>\n<p>These are the points we develop in this text:<\/p>\n<ul>\n<li>Three main challenges in contract management: complexity, legal validity and delivery issues.<\/li>\n<li>The advantages of certified e-mail: better traceability and more security.<\/li>\n<li>Tips to automate certified digital shipments.<\/li>\n<\/ul>\n<p>Check the differences <strong><a href=\"https:\/\/mailcommsgroup.com\/en\/blog\/difference-correo-ordinary-certificate\/\">differences between regular mail and registered mail.<\/a><\/strong><\/p>\n<div class=\"section\">\r\n\t\t<div  class=\"row morado bg-morado-claro pd-t-20 pd-b-20 banner-goto bd-r-20\" style=\"background-image:url(https:\/\/mailcommsgroup.com\/wp-content\/uploads\/2023\/11\/Banners_Blog_Burofax_01.jpg);\">\r\n\t\t\r\n\t\t<div class=\"flex vcenter height\">\t\t<div class=\"col2-3\">\r\n\t\t\t\t\t\t<div class=\"pd-20 negro bg-transparente \">\r\n\t\t\t\t\r\n\t\t\t\t\t\t\r\n\t\t\t\r\n\t\t\t\t\t<h4><span style=\"font-size: 24px;color: #fff;text-shadow: 0px 1px 8px black;\">Send certified notifications by email with full legal validity.  <strong>Save time and ensure fast and safe delivery to your customers.<\/strong><\/span><\/h4>\n\r\n\t\t\t\t\r\n\t\t\t<\/div>\r\n\t\t\t\t\t<\/div>\r\n\t\t\t\t<div class=\"col1-3\">\r\n\t\t\t\t\t\t<div class=\"pd-20 align-c negro bg-transparente \">\r\n\t\t\t\t\r\n\t\t\t\t\t\t\r\n\t\t\t\r\n\t\t\t\t\t<a  href=\"https:\/\/mailcommsgroup.com\/en\/certified-notifications\/certified-email\/\"  class=\"btn negro bg-blanco \">More about Certified Email<\/a>\r\n\t\t\t\t\r\n\t\t\t<\/div>\r\n\t\t\t\t\t<\/div>\r\n\t\t<\/div>\r\n\t\r\n\t<\/div>\r\n\t\r\n<\/div>[\/vc_column_text][vc_empty_space height=&#8221;120px&#8221; css=&#8221;.vc_custom_1753082118604{margin-top: -100px !important;}&#8221; el_id=&#8221;uno&#8221;][vc_column_text css=&#8221;.vc_custom_1753081442654{padding-top: 15px !important;padding-right: 15px !important;padding-bottom: 15px !important;padding-left: 15px !important;background-color: #47d7ac !important;}&#8221; dp_animation=&#8221;&#8221;]<\/p>\n<h2 style=\"margin-top: 0;\"><span style=\"color: #000000;\"><strong>Current challenges in contract management<\/strong><\/span><\/h2>\n<p>[\/vc_column_text][vc_column_text css=&#8221;&#8221; dp_animation=&#8221;&#8221;]Globalization and digitization in the business sector have brought about <strong>a 180\u00b0 change in the way contracts are managed.<\/strong> Major challenges in this regard are the lack of coordination between departments, the absence of standards or the difficulty of monitoring deadlines and contractual commitments. But above all, two challenges stand out above the rest. <\/p>\n<ul>\n<li><strong>Complexity in document management<\/strong><br \/>\nA company enters into countless contracts as part of its daily business. From everything related to the Human Resources department to<strong> financial agreements or communications with customers and suppliers.<\/strong> <\/p>\n<p>Another essential part of business contracts is their relationship with the different administrations. The <strong>request for grants or subsidies, the obtaining of permits or licenses are situations <\/strong>that usually involve a huge amount of paperwork, with the consequent risk of loss of papers or alteration of the originals. <\/p>\n<p>With the certified digital mail you get <strong>maximum guarantees of reliability and authenticity.<\/strong> There is no need for several people dealing with the procedures and physically moving from one place to another.<\/li>\n<li><strong>Frequent problems in the delivery and legal validity<\/strong><br \/>\nOn the part of the emissary, there is an absolute guarantee of the <strong>veracity and authenticity of the contracts in all its terms.<\/strong> But, once sent, you have no control over who receives it and when, or if there is any modification or failure in the rest of the process. Unless you use a certified email! In that case, you know that <strong>the reception is immediate.<\/strong> Of course, without any details having been altered. Therefore, it is a legally valid contract.  <\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-36609 aligncenter\" title=\"challenges-management-legal-contracts\" src=\"https:\/\/mailcommsgroup.com\/wp-content\/uploads\/2025\/07\/retos-gestion-contratos-legales.webp\" alt=\"Certified e-mail for legal contract management\" width=\"754\" height=\"435\" srcset=\"https:\/\/mailcommsgroup.com\/wp-content\/uploads\/2025\/07\/retos-gestion-contratos-legales.webp 754w, https:\/\/mailcommsgroup.com\/wp-content\/uploads\/2025\/07\/retos-gestion-contratos-legales-300x173.webp 300w\" sizes=\"auto, (max-width: 754px) 100vw, 754px\" \/><\/p>\n<p>Keys to understand the international legal <strong><a href=\"https:\/\/mailcommsgroup.com\/en\/blog\/digital-and-physical-certified-notifications-legal-international-legal-validity\/\">international legal validity of certified communications.<\/a><\/strong>[\/vc_column_text][vc_empty_space height=&#8221;120px&#8221; css=&#8221;.vc_custom_1753082122908{margin-top: -100px !important;}&#8221; el_id=&#8221;dos&#8221;][vc_column_text css=&#8221;.vc_custom_1753081646143{padding-top: 15px !important;padding-right: 15px !important;padding-bottom: 15px !important;padding-left: 15px !important;background-color: #47d7ac !important;}&#8221; dp_animation=&#8221;&#8221;]<\/p>\n<h2 style=\"margin-top: 0;\"><span style=\"color: #000000;\"><strong>Certified email as a tool for contract optimization<\/strong><\/span><\/h2>\n<p>[\/vc_column_text][vc_column_text css=&#8221;&#8221; dp_animation=&#8221;&#8221;]It is important to remember that certified email verifies the <strong>authenticity of the sending not only in terms of the date or identities of the receiver and sender, but<\/strong> also in terms of the <strong>unalterability of the content.<\/strong> Other specific advantages enjoyed with this document delivery option are no less important for a company, as we highlight below.<\/p>\n<p>Discover <strong><a href=\"https:\/\/mailcommsgroup.com\/en\/blog\/how-to-send-email-certificate\/\">how to send a certified email and what are the benefits for companies.<\/a><\/strong>[\/vc_column_text][vc_empty_space height=&#8221;120px&#8221; css=&#8221;.vc_custom_1753082125548{margin-top: -100px !important;}&#8221;][vc_column_text css=&#8221;.vc_custom_1753081720950{padding-top: 15px !important;padding-right: 15px !important;padding-bottom: 15px !important;padding-left: 15px !important;background-color: #F2F2F2 !important;}&#8221; dp_animation=&#8221;&#8221;]<\/p>\n<h3 style=\"margin-top: 0px;\"><strong>Improved traceability and control of contracts<\/strong><\/h3>\n<p>[\/vc_column_text][vc_column_text css=&#8221;&#8221; dp_animation=&#8221;&#8221;]An uncertified mail or e-mail does not allow for the slightest control once it has been sent. Of course, we do not know with certainty if or when it has arrived at its destination. <\/p>\n<p>But, even more importantly, we cannot ensure that no data has been altered during the process. This can <strong>invalidate its use in the event of claims or legal disputes,<\/strong> since it cannot be considered reliable evidence. <\/p>\n<p>These are problems that are overcome by using certification in the sending of a company email. With the added advantage that all the modifications of the contract are kept with the maximum guarantees and with the facility of locating it quickly.[\/vc_column_text][vc_empty_space height=&#8221;120px&#8221; css=&#8221;.vc_custom_1753082131772{margin-top: -100px !important;}&#8221;][vc_column_text css=&#8221;.vc_custom_1753081775974{padding-top: 15px !important;padding-right: 15px !important;padding-bottom: 15px !important;padding-left: 15px !important;background-color: #F2F2F2 !important;}&#8221; dp_animation=&#8221;&#8221;]<\/p>\n<h3 style=\"margin-top: 0px;\"><strong>Contract safety and compliance<\/strong><\/h3>\n<p>[\/vc_column_text][vc_column_text css=&#8221;&#8221; dp_animation=&#8221;&#8221;]The use of the intermediation of a qualified trusted service provider implies that the authorities have ratified that it complies with the regulations on secure communications and data protection. These two factors are decisive for contracts to be legally valid. <\/p>\n<p>It can be enhanced with added services such as different digital signature options. <strong><a href=\"https:\/\/mailcommsgroup.com\/en\/blog\/what-type-of-electronic-signature-do-i-need-for-my-business-processes\/\">digital signature options.<\/a><\/strong><\/p>\n<div class=\"section\">\r\n\t\t<div  class=\"row morado bg-morado-claro pd-t-20 pd-b-20 banner-goto bd-r-20\" style=\"background-image:url(https:\/\/mailcommsgroup.com\/wp-content\/uploads\/2023\/11\/Banners_Blog_Burofax_02.jpg);\">\r\n\t\t\r\n\t\t<div class=\"flex vcenter height\">\t\t<div class=\"col3-5\">\r\n\t\t\t\t\t\t<div class=\"pd-20 negro bg-transparente \">\r\n\t\t\t\t\r\n\t\t\t\t\t\t\r\n\t\t\t\r\n\t\t\t\t\t<h4><span style=\"font-size: 20px; color: #fff; text-shadow: 0px 1px 8px black;\"><strong>Do you need to send a certified email with total security?<\/strong> We have the experience to guarantee the delivery and legal validity of your communication.<\/span><\/h4>\n\r\n\t\t\t\t\r\n\t\t\t<\/div>\r\n\t\t\t\t\t<\/div>\r\n\t\t\t\t<div class=\"col2-5\">\r\n\t\t\t\t\t\t<div class=\"pd-20 align-c negro bg-transparente \">\r\n\t\t\t\t\r\n\t\t\t\t\t\t\r\n\t\t\t\r\n\t\t\t\t\t<div class=\"btn negro bg-blanco open-contact\">Contact a specialist now<\/div>\r\n\t\t\t\t\r\n\t\t\t<\/div>\r\n\t\t\t\t\t<\/div>\r\n\t\t<\/div>\r\n\t\r\n\t<\/div>\r\n\t\r\n<\/div>[\/vc_column_text][vc_empty_space height=&#8221;120px&#8221; css=&#8221;.vc_custom_1753082137213{margin-top: -100px !important;}&#8221; el_id=&#8221;tres&#8221;][vc_column_text css=&#8221;.vc_custom_1753081828150{padding-top: 15px !important;padding-right: 15px !important;padding-bottom: 15px !important;padding-left: 15px !important;background-color: #47d7ac !important;}&#8221; dp_animation=&#8221;&#8221;]<\/p>\n<h2 style=\"margin-top: 0;\"><span style=\"color: #000000;\"><strong>How to implement certified email in contract management<br \/>\n<\/strong><\/span><\/h2>\n<p>[\/vc_column_text][vc_column_text css=&#8221;&#8221; dp_animation=&#8221;&#8221;]Once you have detected the need to automate <strong><a href=\"https:\/\/mailcommsgroup.com\/en\/blog\/how-to-automate-legal-notifications-email-certificate-business\/\">to automate legal communications,<\/a><\/strong> the first step your company should take is to<strong> contract with an approved provider that offers its intermediation service in compliance with current regulations (eIDAS2 and RGPD).<\/strong><\/p>\n<p>On your part, it is advisable that you acquire certain dynamics:<\/p>\n<ul>\n<li>It is a good idea for employees to receive an informative course so that they can get the most out of their new communication and document management tools.<\/li>\n<li>It is also a good idea to update frequently, deleting contracts that are no longer valid and organizing the archive so that it is easy to locate any mail quickly.<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-36612 aligncenter\" title=\"implement-email-certificate-legal-management\" src=\"https:\/\/mailcommsgroup.com\/wp-content\/uploads\/2025\/07\/implementar-email-certificado-gestion-legal.webp\" alt=\"How to optimize the implementation of certified email in legal contract management\" width=\"606\" height=\"300\" srcset=\"https:\/\/mailcommsgroup.com\/wp-content\/uploads\/2025\/07\/implementar-email-certificado-gestion-legal.webp 606w, https:\/\/mailcommsgroup.com\/wp-content\/uploads\/2025\/07\/implementar-email-certificado-gestion-legal-300x149.webp 300w\" sizes=\"auto, (max-width: 606px) 100vw, 606px\" \/>[\/vc_column_text][vc_empty_space height=&#8221;120px&#8221; css=&#8221;.vc_custom_1753082140996{margin-top: -100px !important;}&#8221; el_id=&#8221;cuatro&#8221;][vc_column_text css=&#8221;.vc_custom_1753081917606{padding-top: 15px !important;padding-right: 15px !important;padding-bottom: 15px !important;padding-left: 15px !important;background-color: #47d7ac !important;}&#8221; dp_animation=&#8221;&#8221;]<\/p>\n<h2 style=\"margin-top: 0;\"><span style=\"color: #000000;\"><strong>Frequently asked questions about certified email contract management<br \/>\n<\/strong><\/span><\/h2>\n<p>[\/vc_column_text][vc_empty_space height=&#8221;10px&#8221;][vc_toggle title=&#8221;Does certified email ensure compliance with legal regulations in contracts?&#8221; style=&#8221;arrow&#8221; color=&#8221;black&#8221; custom_font_container=&#8221;tag:h3|font_size:20px|text_align:left&#8221; custom_google_fonts=&#8221;font_family:Dosis%3A200%2C300%2Cregular%2C500%2C600%2C700%2C800|font_style:700%20bold%20regular%3A700%3Anormal&#8221; css=&#8221;&#8221; use_custom_heading=&#8221;true&#8221; custom_el_class=&#8221;mg-b-0 fondo-gris-preguntas-frecuentes&#8221;]<\/p>\n<p style=\"font-size: 16px;\">It is a mechanism for sending documents endorsed by the courts and as stated in the <strong>amendment to article 299.2 of the Civil Procedure Act,<\/strong> provided that a qualified service provider is used. Thus, you ensure that you comply with the IDAS2 and the Data Protection Law. <\/p>\n<p>[\/vc_toggle][vc_toggle title=&#8221;How is certified email implemented to optimize contract management in an organization?&#8221; style=&#8221;arrow&#8221; color=&#8221;black&#8221; custom_font_container=&#8221;tag:h3|font_size:20px|text_align:left&#8221; custom_google_fonts=&#8221;font_family:Dosis%3A200%2C300%2Cregular%2C500%2C600%2C700%2C800|font_style:700%20bold%20regular%3A700%3Anormal&#8221; css=&#8221;&#8221; use_custom_heading=&#8221;true&#8221; custom_el_class=&#8221;mg-b-0 fondo-gris-preguntas-frecuentes&#8221;]<\/p>\n<p style=\"font-size: 16px;\">It is essential to contract a qualified provider. However, <strong>additional services such as electronic signature, acknowledgement of receipt and certified digital identification can<\/strong> also <strong>be implemented.<\/strong> <strong><a href=\"https:\/\/mailcommsgroup.com\/en\/certified-digital-identification\/\">certified digital identification<\/a><\/strong> <strong>to ensure that the guarantees are optimal.<\/strong> It is also interesting to have an omnichannel communication service, in order to be able to complement it with other means of delivery if necessary. <\/p>\n<p>[\/vc_toggle][\/vc_column][\/vc_row]<\/p>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>[vc_row type=&#8221;grid&#8221; css=&#8221;.vc_custom_1547557263471{margin-bottom: 0px !important;padding-bottom: 0px !important;}&#8221;][vc_column dp_animation=&#8221;&#8221; el_class=&#8221;El nuevo reglamento europeo obliga a recabar el consentimiento expl\u00edcito para el tratamiento de los datos de car\u00e1cter personal&#8221; 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