April 2026 Newsletter – Are professional bodies required to send notifications electronically?

Professional bodies are required to use electronic notifications in their administrative procedures in various situations, as set out in Law 39/2015 of 1 October on the Common Administrative Procedure of Public Administrations.

In this context, many professional bodies are asking themselves: is it mandatory to notify members electronically?

The answer is clear: yes, in most cases. .

Who is required to do so?

Under Article 14.2, the following must communicate with the Administration electronically:

• Legal entities
• Entities without legal personality
• Professionals subject to compulsory registration with a professional body (solicitors, architects, engineers, etc.)

How does this affect professional bodies?

Very directly.

Professional bodies must notify their members electronically of all administrative procedures that concern them, particularly those involving sanctions or decisions affecting members’ rights.

Ensuring that the referee receives them correctly.

How does this work in practice?

In its day-to-day operations, a professional association must use electronic means to:

• Submit decisions
• Communicate agreements and notices
• Notify disciplinary sanctions
• Handle any administrative procedures

All of this ensures that the member actually receives the communication.

The solution: digitising your notifications properly

This is where specific tools such as the following come into play:

Xolido Notify

For electronic administrative notifications

• It meets the legal notification requirements, complying with the provisions of Law 39/2015 without any complications.
• It ensures evidence and traceability.
• Integrate it with your own or third-party applications.

XolidoSign Professional

For certified electronic communications

• Ideal for communications that are not strictly administrative.
• Enables the sending of messages with evidential value
• Ensures integrity and delivery.

Benefits of Electronic Notification

The shift from paper to electronic filing is not merely a bureaucratic burden; it offers tangible benefits for both parties:

• Efficiency and Speed: A significant reduction in delivery and receipt times.
• Legal certainty: There is an accurate record of the date and time when the content was made available and accessed (or when the notification was rejected).
• Sustainability: A reduction in paper usage and postal delivery costs.

In summary

It’s not just about sending emails.

It’s about ensuring your communications comply with legal requirements and managing your relationship with your members effectively.

If you have any questions about how to implement these systems correctly, please get in touch and we’ll go through it with you.