Payment demands, employment communications, changes of terms or GDPR responses: every email goes out with proof of sending, delivery, content and time. You receive the evidence certificate as a PDF and it is filed in the case record. No registered post, no queues, nothing for the recipient to install.
Every email generates a PDF of evidence that any third party can verify, even after you stop being a customer.
You send it, or the process triggers it. Dokuflex does the rest.
You write the email with its attachments, or the process composes it from a template (payment demand, employment letter, GDPR response) using the case data. Choose whether the recipient sees the certification notice or whether the email stays discreet.
Dispatch, delivery to the recipient's server, opening and attachment download where the mail client allows it. Every event carries a timestamp from an eIDAS trust service provider and the content is fixed with a SHA-256 hash.
An electronically signed PDF of evidence with the full message, the attachments, the events and their hashes. It is stored in the case record of the document management system with its retention period and can be verified without being a customer.
If tomorrow someone could say "it never reached me", today it goes out certified.
Staged payment demands (day 15, 30 and 60) with the invoice attached. The date of a formal, provable demand marks the start of late-payment interest and underpins any court claim.
Dismissal letters, disciplinary sanctions, substantial changes to working conditions, end of fixed-term contracts, formal summonses and payslip delivery. With date and content proven, and a signed acknowledgement if you need one.
Price and terms changes, notices of non-renewal, contract terminations, cancellations and warranty communications. Every change with proof that it was communicated on time.
Responses to data subject requests within the one-month deadline, breach notifications to affected individuals, demands to data processors. Links with the GDPR module.
Demands for breach, non-conformities, order cancellations, notices to tenants and owners' associations, rent reviews. Without waiting for the postman.
Claim communications, declined claims, policy expiry, KYC demands and outstanding documentation. Full traceability for audit and for the regulator.
In court, nobody argues about whether you sent an email. They argue about whether it arrived, exactly what it said and when. The certificate answers all three questions with data an expert can check without asking us for anything.
Data sent and received using a qualified electronic registered delivery service also enjoys the presumption of integrity, of sending by the identified sender, of receipt by the identified addressee and of accuracy of the date and time (Article 43(2) of the eIDAS Regulation).
Request a sample certificate| Element | What it proves |
|---|---|
| Sender and recipient | Authenticated sending account in Dokuflex and destination address exactly as sent. |
| Timestamping | Date and time of every event set by an eIDAS trust service provider, not by your server's clock. |
| Full content | Subject, body and attachments with their SHA-256 hash: any later change to a single character breaks the fingerprint. |
| Delivery events | Acceptance by the destination server, opening and attachment download where the mail client allows it, with the technical log. |
| Certificate signature | The PDF is electronically signed; it can be verified with any reader without depending on Dokuflex. |
| Custody | Filed in the case record with configurable retention and free export. Six years is the prudent reference in Spain (Article 30 of the Commercial Code); other countries have comparable rules. |
Registered-post prices are the Spanish burofax under the Correos 2026 tariff (mainland Spain and the Balearics); comparable services in other countries cost similar amounts.
| Criterion | Dokuflex certified email | Registered post (burofax) | Ordinary email |
|---|---|---|---|
| Proof of sending and date | Yes, with eIDAS timestamping | Yes | No (headers can be manipulated) |
| Proof of content | Yes, in full with a hash, attachments included | Only with content certification (extra cost) | No |
| Proof of delivery | Yes, server acceptance and opening where possible | Yes, with acknowledgement of receipt (extra cost) | No |
| Time until you have evidence | Seconds | 24–48 h, longer if the recipient is absent | Immediate, but with no evidence |
| Cost per communication | Per item sent, no lock-in, no page limit | From €8.71 online and €12.72 at the counter; €36.01 Premium Plus; +€1.27/page (Spain, Correos 2026) | €0 |
| Attachments | PDFs, images and documents, certified together with the message | Printed pages only | Yes, without proof |
| Can be automated from a process | Yes, as a workflow action with template and automatic filing | No | Yes |
| When it is still the right choice | Almost any private B2B or B2C communication with a known email | When the law or the contract requires that form, or there is no email for the recipient | Routine operational communication with no risk |
Price source: Correos (Spain), Burofax Premium and 2026 tariff for mainland Spain and the Balearics. Prices include VAT at the time of publication; check the current tariff.
Stand-alone certified email services give you the certificate. Dokuflex gives you the certificate in the case record, triggered at the right moment, with signature and AI in the same workflow.
Invoice 30 days overdue, GDPR request 5 days from the deadline, contract with notice due in 60 days: the Dokuflex BPM workflow sends the certified email without anyone having to remember.
The certificate sits alongside the contract, the invoice or the employee file with its permissions and retention period. When the lawyer asks for it, it is where it should be.
If you also need the recipient's agreement, the same flow sends the document for eIDAS electronic signature and certifies the communication. One body of evidence, not two tools.
Dokuflex AI classifies the reply (payment, dispute, silence) and moves the case to the next step, with human validation when confidence falls below the threshold.
The validity does not come from Dokuflex; it comes from the law. The eIDAS Regulation defines the electronic registered delivery service and forbids denying it legal effect for being electronic, and it applies directly in every EU Member State. Each country then implements it domestically (in Spain, Law 6/2020) and national civil procedure rules govern how an electronic document is produced and challenged in court.
All references are linked to their official source. This page is not legal advice: for a specific case, consult your legal or employment adviser.
Defines the electronic registered delivery service; Article 43(1) prevents data sent and received through it from being denied legal effect or admissibility as evidence; Article 43(2) grants qualified services the presumption of integrity, sending, receipt and date; Article 44 sets their requirements.
The Spanish implementing law for eIDAS: obligations of trust service providers, ministerial supervision and the regime for electronic documents backed by trust services. Other Member States have their own equivalent implementing acts.
Electronic documents are a means of evidence; if the other party disputes their authenticity, whoever produces them must be able to prove it. National civil procedure rules across Europe follow the same logic, and that is where the hash, the timestamp and the certificate signature do the work.
Dismissals and sanctions for serious and very serious misconduct must be notified in writing, stating the facts and the effective date. The rule does not prescribe a medium, and employment law in many member states takes the same approach: what you must be able to prove is sending, date and content.
Certified email is included in the Dokuflex platform: you do not sign up for a separate service or pay a monthly fee to keep a mailbox. Each item costs a fraction of the cheapest registered letter, with no limit on pages or attachments within the email size, and the evidence is filed at no extra cost.
Calculated with the Spanish Correos 2026 tariff for a single page. Ask for the exact rate for your volume in the demo.
Dokuflex certified email is an electronic registered delivery service under the eIDAS Regulation: every email goes out with proof of sending, delivery, full content and a date sealed by a trust service provider. It replaces registered post and the burofax in debt collection, employment communications, contract changes and notices to customers and suppliers, with the evidence ready in seconds and at a fraction of the cost.
Unlike a stand-alone certified email service, in Dokuflex the notice is an action of the process: it is generated from a template with the case data, sent when a deadline or condition is met, and its certificate is filed alongside the contract, the invoice or the employee file in the document management system. One platform to notify, sign, file and audit.
The PDF evidence certificate includes sender, recipient, time-stamped events, the SHA-256 hash of the message and of each attachment, and is electronically signed so that any third party can verify it without depending on Dokuflex. Read more about when a certified email is enough and when you still need registered post.
It is an email sent through a trusted third party that records and time-stamps every milestone of the sending (dispatch, delivery to the recipient's server, opening and attachment download where possible) and issues an evidence certificate containing the full content and its digital fingerprint (hash). The eIDAS Regulation calls this an electronic registered delivery service (Article 3(36) and Article 43).
Both are admissible means of evidence. Article 43(1) of Regulation (EU) No 910/2014 states that data sent and received using an electronic registered delivery service shall not be denied legal effect or admissibility as evidence solely on the grounds that it is in electronic form. Registered post remains the option when a rule or a contract expressly requires that form, or when the recipient has no known email address.
Sender and recipient, the date and time of every event with a timestamp, the full content of the message and attachments with their SHA-256 hash, the technical delivery record and the electronic signature of the certificate itself so that anyone can check it has not been altered. It is delivered as a PDF and filed in the process case record.
No. The recipient receives an ordinary email in their inbox, with the message and the attachments. They do not have to register, download an app or accept anything for the sending to be certified.
Under the Spanish Correos 2026 tariff, the cheapest online burofax costs €8.71 for the first page, €12.72 at the counter and up to €36.01 with custody, acknowledgement and certified copy, plus €1.27 per additional page; comparable registered-post services in other countries cost similar amounts. In Dokuflex, certified email is billed per item sent, with no lock-in, at a fraction of that cost and with no limit on pages or attachments within the email size.
Yes. Certified email is one more action in the Dokuflex process designer: a debt collection case, an employment communication or a response to a GDPR request can trigger it when a condition or a deadline is met, with a template, generated attachments and automatic filing of the evidence in the case record.
Employment law in many member states requires written notice of dismissal and of serious disciplinary sanctions without prescribing a specific medium; in Spain that is Articles 55.1 and 58.2 of the Workers' Statute. A certified email proves sending, date and content, which is what gets disputed in court. It is worth combining it with an electronically signed acknowledgement when the company also needs signed receipt, and checking each case with your employment adviser.
The certificate stays in the Dokuflex document management system with the retention period you configure per document type (six years is the prudent reference in Spain under Article 30 of the Commercial Code; other countries have comparable rules) and you can export it at any time. Verifying the certificate does not depend on your remaining a customer.
Create your account, write the email and receive the evidence certificate in seconds. Or book 20 minutes and we build the notification workflow for your case with you: debt collection, HR or GDPR.