Registered Email: Definition, Legal Value, How to Send and Real Use Cases

How you communicate is everything. When it comes to having maximum safeguards, individuals and companies of all kinds choose registered email - also known as certified email.

Not only is it a faster and inexpensive alternative to registered postal mail with return receipt, but it is also a way to provide legal guarantees to messages and documents you’re now sending by ordinary email and that you aren’t securing reliable proof of. If a third party denies that you sent them an email, that they didn’t receive it or that the content they received isn’t what you claim to have sent, you’ll be able to prove it with legal evidences in any dispute that may arise or in a court of law.

Read on and find out what a registered email is, what is it used for and how you can easily send one or millions!

What is registered email?

Registered email is a type of email communication used to certify delivery to recipients. It secures legal evidence of the transmission process including time of sending, delivery time and proof of original contents and attachments.

Today, registered email is considered the online equivalent to the old-school registered mail. And just like you would expect, it offers the same legal probative value.

Compared to a regular email, registered email has greater probative value and legal validity in a court of law, since it proves by itself the act of notifying and the delivery to the recipients with solid and irrefutable electronic evidence. And for your information, regular emails sent with a read receipt aren’t legal evidence.

How does registered email work?

When sending a registered email, a trusted third party is involved in the process of delivering the email. An electronic registered delivery service (like eEvidence) is responsible for registering the email and its contents, delivering the email to the recipients and securing legal proof of the whole process.

As a sender, you’ll be able to send registered emails directly from your current email account as if it was a regular email. Recipients will either see a registered email that looks exactly like a regular one, or one with a “Registered by eEvidence” legal notice.

Once the email is delivered, an evidence receipt in PDF format is issued. This serves as probatory evidence that proves who sent what to whom and when, with full authenticity and integrity of the message and attachments.

Legal value of registered email

Registered email is legally recognized and has probative value in most countries across the globe. Here’s why you can rely on it:

• International use. Registered email is widely acknowledged and millions of communications are certified every day. Our service alone certifies 50+ million messages worldwide.
• Compliance with laws and regulations. Frameworks such as the eIDAS Regulation in the EU or the ESIGN and UETA Acts in the US recognize registered email as admissible evidence in legal proceedings.
• Electronic signatures. eEvidence receipts are signed with a qualified e-signature, recognized worldwide as equivalent to handwritten signatures.

«Data sent and received using an electronic registered delivery service shall not be denied legal effect and admissibility as evidence in legal proceedings solely on the grounds that it is in an electronic form or that it does not meet the requirements of the qualified electronic registered delivery service.»
Art. 43.1 - Regulation (EU) nº 910/2014 (eIDAS)

What is registered email used for?

Registered email is used to legally and irrefutably prove sending time, content and delivery of any email communication. It is especially useful as a preventive measure to secure evidence in case of disputes.

Common examples include:

• Sending invoices, receipts and payment proofs
• Sending contracts, commercial agreements, termination letters
• Pre-contractual information such as insurance policies or loan conditions
• Protecting authorship of proposals and projects
• Cancelling subscriptions, contracts or services
• Debt collection notices, returns, late payment warnings
• Official communications to employees, suppliers, customers or partners
• HR communications (contracts, policies, notices)
• Legal notices in proceedings or between lawyers
• GDPR notifications, consent requests and policy updates

Registered email vs registered postal mail

Registered email is a modern alternative to certified postal communications such as registered letters or burofaxes. It offers the same legal guarantees with much greater speed and cost savings. If you are looking to send certified mail online, eEvidence helps you do that in just 1 minute.

How to send registered emails

With eEvidence, the process is simple:

1. Register your email address at eEvidence. Choose between a free plan or a paid plan starting at €9/month.
2. Compose your email from your regular account (Gmail, Outlook, corporate email, etc.) and add “.eevid.com” to the recipient’s address.
3. Receive your evidence receipt. Once delivered, you’ll automatically get a PDF receipt that serves as full legal proof.

Why choose eEvidence

• Easy to use. Send registered emails directly from your current email account or integrate with your CRM/ERP.
• 100% transparent. Recipients are not alerted or required to intervene.
• Reliable and compliant. Court-admissible receipts, compliant with eIDAS, ESIGN and UETA.
• Affordable. Free plan available and paid plans from just a few cents per email.

Frequently Asked Questions (FAQ)

Is registered email legally valid worldwide?

Yes. Registered email is legally recognized in most jurisdictions, including the EU, the US and many other countries. Its probative value is guaranteed by international regulations such as eIDAS, ESIGN and UETA.

Can recipients refuse or block a registered email?

No. The certification process is independent of the recipient’s actions. Even if the recipient deletes the message or never opens it, you still have valid legal proof of delivery.

What happens if I lose my evidence receipt?

If you are on a paid plan, eEvidence securely stores your receipts for 5 years. Free users are responsible for their own custody.

Conclusion

Registered email is the smartest way to communicate important information. It combines the speed of regular email with the legal guarantees of certified postal mail, helping you protect your interests and secure evidence in any situation.

Don’t leave your communications to chance. Sign up at eEvidence today and start sending registered emails with full legal certainty in just minutes.