Electronic delivery: Overview, definition, and example
What is electronic delivery?
Electronic delivery refers to the process of sending documents, notices, or information through electronic means, such as email, secure portals, or other digital methods, rather than through traditional paper-based delivery. It involves transmitting information in a format that can be accessed and reviewed electronically by the intended recipient, often including digital signatures or secure authentication to verify the integrity and receipt of the information.
Common forms of electronic delivery include:
- Email: Sending documents as attachments or in the body of an email.
- Secure online portals: Providing access to documents or information on a password-protected website or cloud service.
- E-signature platforms: Using services like DocuSign or Adobe Sign to send and sign documents electronically.
Electronic delivery is widely used for contracts, notices, invoices, and other important communications, offering speed, efficiency, and cost savings over traditional methods.
Why is electronic delivery important?
Electronic delivery is important because it significantly enhances efficiency and reduces the administrative burden associated with paper-based communications. By enabling faster, more streamlined communication, it allows businesses to:
- Reduce paper usage and environmental impact
- Speed up transaction times, such as contract execution or approval processes
- Improve record-keeping and accessibility, as digital copies can be stored and accessed easily
- Ensure compliance with legal and regulatory requirements, as long as the electronic delivery method is secure and verifiable
For businesses, electronic delivery also helps streamline operations, reduce costs, and improve communication with clients, customers, vendors, and other stakeholders.
Understanding electronic delivery through an example
Imagine a company is entering into a contract with a supplier. Instead of mailing a physical copy of the contract for signature, the company uses an electronic delivery method, such as an e-signature platform, to send the contract to the supplier. The supplier reviews the document online and signs it electronically, all of which is documented for verification. The contract is then automatically saved in both parties’ digital records.
In another example, a business sends monthly invoices to its clients using electronic delivery. The invoices are emailed to clients with secure payment links, and the payment process is tracked electronically. This speeds up the invoicing process and ensures that all relevant details are accurately recorded and easily accessible.
An example of an electronic delivery clause
Here’s how an electronic delivery clause might look in a contract:
“Notices and other communications under this Agreement may be delivered electronically by email or through a secure online portal designated by either Party. The Parties agree that such electronic delivery will be deemed valid and binding, and that the recipient acknowledges receipt of such communications upon delivery to the designated email address or portal.”
Conclusion
Electronic delivery provides an efficient and secure method for transmitting documents and communications, enhancing business operations by reducing the need for paper-based processes and speeding up transactions. For businesses, using electronic delivery methods like email or secure portals can streamline workflows, reduce costs, and improve communication. It is also an environmentally friendly alternative that can help ensure compliance with modern business practices and regulations.
This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.