Digital Sending of Condominium Notices: Cost and Savings

Sending condominium notices digitally means delivering communications, meeting calls and documents through electronic channels such as certified email (PEC) or the private area, instead of paper and ordinary post. Beyond the obvious saving on printing, envelopes and postage, digital offers traceability and speed. It must, however, use the correct channels: for acts with legal effects, such as the owners' meeting notice, you need channels that guarantee proof of delivery.

What the law requires for the notice

Article 66 of the implementing provisions of the Italian Civil Code establishes that the meeting notice must be communicated by means that give certainty of receipt. Registered letter, certified email (PEC), fax and hand delivery are permitted. PEC is fully suitable and carries the same legal value as a registered letter, with the advantage of being immediate and free of postage. Plain ordinary email, on the other hand, does not in itself offer the same certainty of delivery, unless the building rules provide otherwise.

For communications without formal effects, such as a notice of water suspension or the publication of a document, informal digital channels are perfectly adequate and much faster.

Where the real saving is

The cost of paper communication is not only postage: it is the sum of several items which, multiplied by the number of owners and the occasions in a year, weigh significantly on the office budget and on the building's.

• Paper, printing and toner for each copy produced
• Envelopes and postage for each recipient
• Staff time to print, envelope and send
• Possible reprints for errors or outdated addresses
• Physical archiving of the documents sent

Digital eliminates printing and postage and drastically reduces operating time: a single send reaches all recipients in moments. The saving is not only financial, it is above all in the working hours freed up.

Traceability as added value

An often underrated advantage of digital is proof. With PEC you have the acceptance receipt and the delivery receipt, documents which, should the resolution be challenged, show that the notice reached everyone and within the terms. A notice published in the private area, with a log of when it was made available, adds a further layer of certainty. Paper, by contrast, requires the physical keeping of return receipts.

Consent to the digital channel

Not all owners have a PEC or wish to receive communications digitally. It is good practice to collect each owner's digital address and their willingness to be contacted through that channel, so as to have a valid, updated address in the condominium register. For those who do not opt in, the traditional channel remains: a mixed system lets you digitize most sends while keeping paper only where necessary.

Fewer errors and always-updated addresses

Much paper waste comes from outdated addresses: letters returned, reprints, reminders. Keeping contact details in a management system, updated when the owner reports a change, cuts errors at the source. Digital, moreover, flags an invalid address at once, so the manager can correct it before the notice is lost, something impossible with an envelope sent and never delivered.

A gradual shift

Digitizing sends need not be an abrupt leap. You can start with informal communications, then extend to meeting calls for owners who have a PEC, keeping paper for the others. Within a few management cycles the digital share grows on its own, as owners appreciate the speed and provide their electronic address.

AmministraPro handles the digital sending of notices and meeting calls through traceable channels such as PEC and the private area, keeping contact details up to date and preserving proof of sending. The features are described on /funzioni and the plans on /prezzi.