PEC integration in software for notices and mailings

Integrating certified email, known in Italy as PEC, into the software means enabling the sending of meeting notices and official communications directly from the tool, with the evidential weight PEC gives to transmission and delivery. The notice of the owners' meeting, under Article 66 of the implementing provisions of the Italian Civil Code, must be sent by means that prove its receipt, and PEC is one of these. Bringing this function into the software avoids juggling separate mail clients and archiving receipts by hand, which instead stay linked to the condominium's file.

Why PEC matters in a condominium

The meeting notice must reach every entitled party within the legal deadlines and by a means that gives certainty of receipt. Certified email meets this requirement because it produces receipts attesting the sending and delivery to the recipient's digital domicile. In case of a dispute over the validity of the notice, holding the delivery receipt is the proof that the owner was properly notified. The same applies to other official communications that require a certain date and proof of sending.

How the integration works

The integration links the firm's PEC mailbox to the software, so that mailings depart from the tool while keeping the mailbox as sender. The typical flow is as follows:

• The manager configures one or more PEC mailboxes in the software;
• They generate the notice or communication with the condominium's data already filled in;
• They select the recipients who have a valid digital domicile;
• The software sends one PEC per recipient, so that each receipt is distinct and attributable to a person;
• The acceptance and delivery receipts are archived and linked to the meeting or communication.

Sending a separate PEC for each recipient, rather than a single message to many, matters: only this way does each delivery receipt count as individual proof towards the single owner.

What is worth sending by PEC

Not all communications require PEC. It makes sense to reserve it for acts that must have proof of receipt or a certain date, such as the meeting notice, formal reminders to owners in arrears, formal warnings, and acts that may be relevant in litigation. Ordinary and informational communications can travel on lighter channels, such as plain email or the app's private area, reserving PEC where its legal value is really useful. A targeted use also contains costs, because every certified send has a weight.

The owners' digital domicile

PEC works only if the recipient has an active, communicated digital domicile. The manager must collect and keep updated the PEC addresses of owners who wish to receive communications this way, recording them in the condominium register. For those without PEC or who have not communicated it, the other means that prove receipt remain valid, such as registered mail or hand delivery with signature. Good software handles mixed recipients, sending by PEC to those who indicated it and preparing the other channels for the rest.

Keeping the receipts

PEC's value lies in the receipts, which must be kept carefully. A well-made integration automatically archives the acceptance receipt and the delivery receipt, linking them to the condominium's file and the specific event, for example that particular meeting. This way, if years later an owner claims not to have been convened, the manager retrieves the proof of sending in moments. Keeping receipts only inside the mailbox, without linking them to management, is instead risky because it makes searching and proving difficult.

Privacy in mass mailings

Certified mailings too must comply with the European data protection regulation. Sending one PEC per recipient avoids exposing others' addresses, as would happen with a single message copied to all. Attachments must contain only the information relevant to the communication, without excess data referring to other owners. Attention to confidentiality, besides being an obligation, strengthens owners' trust in the firm.

AmministraPro lets you connect PEC mailboxes, send notices and communications with one PEC per recipient, and archive the receipts linked to the meeting. You will find certified communication management on the /funzioni page and the plans by number of managed condominiums at /prezzi.