Certified Email: Advantages and Opportunities for Court Agents

Court agents play a key role in the functioning of the judicial process: ensuring that communications, notifications, and transfers between judicial bodies, lawyers, and parties occur in a verifiable manner and within legally established deadlines. In an environment where punctuality and traceability are essential, registered email has become a tool of enormous legal and operational value.

Since 2012, eEvidence has offered an email certification service based on Internet standards and cryptography, capable of providing each communication with complete authenticity, integrity, and traceability. Thousands of court agents use it daily, and the service is endorsed by the Illustrious College of Court Agents of Barcelona, among many other professional associations, as the ideal solution for granting legal validity to notifications sent by email.

Generating Solid evidence in Professional Communications

Properly accrediting the sending and receipt of a notification is not an administrative detail for a court agent: it is a professional requirement. When a doubt arises about whether a communication was sent or made available, the ability to demonstrate it with a technical and verifiable document can be decisive in avoiding liability and proving that action was taken on time and in the proper manner.

Certified email transforms a simple message —easily manipulable or challengeable— into a robust procedural proof. The system documents the complete content of the message, records the sending, and certifies its acceptance at destination through the standard codes of the SMTP protocol. All of this is captured in an electronically signed certificate, which includes:

• complete copy of the email and its attachments,
• cryptographic fingerprints that guarantee immutability,
• and the technical record of the transmission.

Additionally, the court agent does not need to modify their way of working: they can send certified emails from Gmail, Outlook, or from their case management software (Websoft, Kmaleon). The evidence is available in a matter of seconds.

The Ppportunity to Certify all Communications: A Procedural “Insurance Policy”

Daily practice has made email the usual means of communication between court agents and lawyers. Its zero cost and immediacy make it unbeatable, but its probative fragility represents a real risk: when one of the parties denies having received a notification, the simple email lacks guarantees.

eEvidence’s model, based on affordable subscription pricing, allows certifying absolutely all communications sent with minimal economic impact. This eliminates the need to choose which communications to certify, as happens with burofax, and allows protecting all notifications with the same level of guarantee.

Certifying all emails thus becomes a preventive measure, comparable to an insurance policy: although most communications will never be disputed, the court agent cannot predict when a lawyer will deny having received a notification. Systematic certification eliminates the risk and guarantees legal security in the face of any controversy.

Operational and Technological Advantages for Case Management

Beyond legal proof, eEvidence offers functionalities of great utility for law firms of all sizes:

• Unlimited users, allowing different professionals to share the same plan.
• Unlimited and perpetual custody of evidence, with five years guaranteed in all plans.
• Integration via API or event queues, which allows case management programs to query delivery status or automatically download certificates.
• High availability, typical of a SaaS service, which ensures operational continuity and eliminates the need for local infrastructure.

These functionalities optimize case tracking, reduce administrative burden, and centralize documentation securely.

Conclusion

eEvidence’s certified email transforms an ordinary sending channel into a reliable source of legal proof, in line with the requirements of the court agent’s professional practice. Its low cost, ease of use, and high reliability have made it a modern standard for reliable notification, complementing —and in many cases surpassing in agility— traditional methods such as burofax.

Certifying all communications is not just an operational improvement: it is a strategic decision that guarantees legal security and protects the court agent against future disputes about compliance with their professional obligations.