Payment demands, employment communications, changes of terms or GDPR responses: every certified email goes out with proof of sending, content and time, and your email proof of delivery arrives in seconds rather than days. 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. You can start from a saved template, paste a list of up to 100 recipients with an individual certificate for each one, or schedule it for a date and time. 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. With several recipients, each one has their own status; if a mailbox does not exist, the bounce is recorded with the server's exact response. If you want, the recipient also gets an SMS or WhatsApp alert with its delivery receipt.
An electronically signed PDF of evidence with the full message, the attachments, the events and their hashes, with a code and a QR on the cover so that anyone can check it on the public verification page without being a customer. It is filed automatically in the case record of the document management system with the retention period you set.
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.
Article 43(1) of the eIDAS Regulation prevents data sent electronically from being denied legal effect or admissibility as evidence. The reinforced presumption of integrity, sending, receipt and date in Article 43(2) is reserved for qualified services: Dokuflex evidence is ordinary electronic evidence — technically complete and defensible, but rebuttable, just as registered post without text certification is. The report itself states this in its scope section, so nobody discovers it at the worst possible moment.
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. |
| Embedded full copy | The original .eml file travels inside the PDF itself as an attachment: whoever receives it can extract the email exactly as it was sent, recompute its fingerprint and check it matches the one declared, without depending on us. |
| States and timeline | Created, sent, delivered, bounced or failed, each with its date, IP address and the exact SMTP response. A bounce for a non-existent mailbox is, in itself, useful evidence. |
| Verification code and QR | The cover carries a unique code and a QR that open the public verification page: status, dates, fingerprints and a check of the .eml, without being a customer. Every lookup is logged in the timeline of the email. |
| Recipients | With several recipients, one line per person with their own status, fingerprint and copy: the certificate is not diluted in a list. |
| Response and alert channel | If the email carries a response portal, the acceptance or rejection with its reason, time and IP. If it carries a mobile alert, the SMS or WhatsApp with its delivery and read receipt. |
| Custody | The report of every completed email is filed automatically in the document management system, in folders by year and month, with configurable retention and GDPR purge of the content when you decide; fingerprints and timeline are always kept. Six years is the prudent reference in Spain (Article 30 of the Commercial Code); other countries have comparable rules. |
Being straight sells better: if you ever have to defend it, you should know where the limit is in advance.
Nobody has to remember to certify: it certifies itself where the work already happens.
Its own screen to write the email, attach from your computer or from the document repository, send it and follow the list with search, status filter and a detail view with fingerprints and timeline. Administrators see the whole organisation’s sends.
Straight from the document, one action sends the file under its real name as a certified attachment, and that document’s send history stays visible with its status and its evidence.
The email action of any workflow has a checkbox: “Certified email”. Ticked, every notification that process fires goes out with fingerprint, copy and evidence, with nobody having to remember to do it by hand.
What law firms, accounting practices and collections teams asked for in this year's demos, now in the module.
The cover of the certificate carries a unique code and a QR. Whoever receives it, a judge, an expert witness or the other party, opens the public verification page, sees status, dates and fingerprints, and can check the original .eml. Every lookup is logged in the timeline of the email.
When the email carries a mobile alert, it can go out by SMS or by WhatsApp from your business number, with delivered and read receipts in the timeline. It is an alert: the certified evidence is still that of the email. International prefixes for 17 countries.
For people without an email address, or when mobile is the channel: stand-alone certified SMS, with the operator's PAdES-LTV certificate and its qualified timestamps embedded in the same evidence. Also as an action of any process.
Optional: the email includes a link where the recipient sees the message and accepts or rejects it once, with reason, time and IP recorded in the report. With an OTP code if you need them to prove it is them. Still nothing to install.
Sending to several people with an individual certificate and tracking, bounces recorded with the server's exact response, bulk sending from a list (up to 100 per batch), saved templates and scheduled sending at the date and time you set.
The Delivered status works with Amazon SES, SendGrid, Mailgun and Postmark, and with any SMTP through the delivery and bounce notifications of the mail itself. If you would rather not configure anything, Dokuflex sends through its managed relay.
The report of every completed email is filed automatically in the document management system, in folders by year and month. You set how many months the content is kept and when it is purged for GDPR; fingerprints and timeline are always kept.
Every event (delivered, opened, bounced, accepted…) can notify your system through a signed webhook, the list exports to CSV with the same filters, and the REST API sends certified emails and SMS from your ERP or CRM.
Qualified level: the module is ready to send through an associated qualified trust service provider (QTSP), activated under contract. Until then no email is presented as qualified: the evidence is ordinary electronic evidence and the report says so.
A certified email is an email sent through a trusted third party that time-stamps every milestone, fixes the content with a SHA-256 hash and issues a signed PDF evidence certificate. Compared with registered post, this certified electronic delivery gives you proof of delivery in seconds and at a fraction of the cost; compared with an ordinary email, it gives you evidence you can defend if challenged.
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 |
| Verification by a third party | Public code and QR: anyone can check it without being a customer | Certified copy at the counter (extra cost) | No |
| Mobile alert and response | SMS or WhatsApp with receipt; optional portal to accept or reject with a reason | Signed acknowledgement of receipt (extra cost) | No |
| 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. Need to send a heavy file instead? Use secure file transfer.
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, the registered email service built into the platform, adds to every message proof of sending, of delivery, of full content and of date, with the SHA-256 fingerprint of the message and of each attachment, a complete .eml copy and a timestamp from an eIDAS time-stamping authority (TSA). It is ordinary electronic evidence under Article 43(1) of the eIDAS Regulation, which covers electronic registered delivery, not a qualified service of the kind covered by Article 43(2). It replaces registered post and the Spanish 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. If you currently pay for e-signature and certified communications separately, see the Signaturit alternative with eIDAS signature inside the same process.
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.
Since October 2026 every evidence certificate carries on its cover a unique code and a QR that open the Dokuflex public verification page: status of the email, time-stamped dates, SHA-256 fingerprints and a check of the original .eml, without being a customer and without asking us for anything. The mobile alert that accompanies the email can go out by SMS or by WhatsApp with delivery and read receipts, and there is a stand-alone certified SMS with the operator's PAdES-LTV certificate embedded. When the case calls for it, the email includes a portal where the recipient accepts or rejects the communication with reason, time and IP, also with an OTP code. And for volume: templates, bulk sending with an individual certificate per recipient, scheduled sending, signed webhooks, CSV export and automatic filing of the report in the document management system with configurable retention.
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.
Whether an email is legally binding depends on the contract or law behind the notice, exactly as with registered post. As evidence, Article 43(1) of eIDAS states that data sent and received through an electronic registered delivery service cannot be denied legal effect or admissibility as evidence solely because it is electronic. Dokuflex evidence is ordinary rather than qualified (Article 43(2)): complete and defensible, but rebuttable.
The certificate still records that the recipient's server accepted the message, with the exact SMTP response, date, IP address and the hash of the content, which is what proves delivery to the mailbox. If no opening is recorded, the report says so instead of guessing, since mail clients can block tracking images, and a bounce for a non-existent mailbox is useful evidence in itself.
Not a separate one. Certified email is included in the Dokuflex platform with no monthly fee to keep a mailbox. A free plan lets you try it with real emails, no card required; after that you pay per item sent, with no lock-in and no minimums. Volume bundles are available for law firms, accounting practices, insurers and utilities.
With the code and the QR on the cover of the report. They open the Dokuflex public verification page, which shows the sending organisation, the status, the time-stamped dates, the SHA-256 fingerprints and the number of attachments, without the content of the message. Whoever has the .eml can upload it and check that its fingerprint matches the one declared. No customer account is needed, and every verification is logged in the timeline of the email.
Yes. The certified email can be accompanied by a mobile alert by SMS or by WhatsApp from your business number, with delivery and read receipts in the timeline, and with international prefixes for 17 countries. The SMS can also be certified, with the operator's PAdES-LTV certificate and its qualified timestamps embedded in the evidence, and it exists on its own, without an email. The WhatsApp alert is not certified in itself: the evidence is that of the email or of the certified SMS.
Yes, if you enable it for the email. The email includes a link to a portal where the recipient sees the message and the attachments and accepts or rejects it once, stating the reason. The response is recorded in the report with time and IP, and you can require an OTP code sent to the mobile before the content is shown. It is optional: without the portal, the email is certified all the same and the recipient still does not register or install anything.
Yes. You can paste a list of recipients (up to 100 per batch) and each one receives their own email with a certificate and individual tracking, start from a saved template of your organisation and schedule the email for a date and time, cancellable until then. With several recipients in the same email, the report lists each person with their own status and fingerprint.
Yes. The Delivered status comes from Amazon SES, SendGrid, Mailgun and Postmark, and from any other SMTP through the delivery and bounce notifications returned by the mail itself, which are recorded in the timeline with the server's exact response. If you would rather not configure anything, Dokuflex can send your certified emails through its managed relay.
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.