Digitizing Sensitive Labor and Employment Law Communications: Agility, Security, and Farewell to Rertified Mail

The Context: A Multinational Facing an Urgent Challenge

In 2020, one of Spain’s largest technology multinationals faced an unprecedented challenge. In the midst of intensive remote work and within the framework of a labor restructuring process, the company had to manage an extraordinary volume of sensitive labor and employment law communications: notifications of sanctions, contract terminations, substantial modifications, formal requirements, and other internal administrative acts that required full legal validity.

Traditionally, these notifications were sent by certified mail, or delivered in person. But the pandemic, remote work, and the high cost and slowness of postal channels made these methods insufficient, inefficient, and difficult to scale.

The company urgently needed:

• A telematics, immediate, and traceable system.
• A way to prove sending, content, and delivery without depending on physical third parties.
• An economical and secure method that could be integrated into its internal operations.
• A tool available to all its labor and employment law personnel, without technical friction.

The goal was clear: completely digitize sensitive labor and employment law communications without sacrificing legal guarantees.

The Solution: Certified Email Integrated into Labor Workflows

To solve this challenge, the company adopted eEvidence’s certified email as the main channel for all its highly sensitive labor and employment law communications.

The solution allowed:

• Sending notifications with legal value equivalent to certified mail, but with the speed of email.
• Proving what was sent, to whom, when, and with what exact content.
• Obtaining electronic evidence in eEvid format, digitally signed and sealed.
• Integrating the service into the labor department’s internal workflows without the need for complex training.
• Replacing processes that previously required in-person signatures or expensive postal services.

Within days, the company was able to operate completely digitally in an area where there was traditionally a strong dependence on paper and in-person presence.

Results: More Agility, More Security, Lower Costs

The implementation of certified email produced immediate and measurable improvements:

Operational Agility

Communications went from taking days to being managed in seconds. Legal teams could notify without travel, without waiting, and without logistical dependencies.

Reinforced Legal Security

Each communication was backed by an immutable digital certificate, verifiable and compliant with the eIDAS Regulation. The company gained peace of mind and drastically reduced the risk of challenges due to notification defects.

Simplification and Cost Reduction

Abandoning certified mail as the main medium reduced:

• postal costs,
• administrative time,
• operational errors.

All with a flat-rate service and absolute predictability.

Daily and Cross-Cutting Use

What began as an urgent solution quickly became a daily tool, naturally integrated into the labor and employment law department’s practice.

“We have digitized our most sensitive labor and employment law communications, gaining agility, security, and simplicity compared to certified mail. It’s an affordable, reliable solution that’s already part of our day-to-day.”
— Company’s labor and employment law team

Conclusion

This case demonstrates how certified email can profoundly transform the labor and employment law management of any organization:

• Replaces certified mail with full legal security.
• Reduces costs and eliminates operational complexity.
• Provides verifiable traceability and immediate legal validity.
• Integrates seamlessly into departments with intensive communication loads.

In a context where remote work, digitization, and the need for legal evidence are the norm, tools like eEvidence not only solve urgent problems but offer a structural and permanent advantage.