Registered Electronic Mail (KEP) Address

Contract terminations, official notices, and legal documents… In these important phases of business life, it can be frustrating not to know for certain whether your document has reached the other party or to face objections like “I didn’t read it” or “I didn’t receive it.” Alternatively, having to go to the notary public every time for these transactions, dealing with shipping and printing costs, can strain both your time and budget. This is precisely where Registered Electronic Mail (KEP Address) comes in. The most practical way to leave behind the uncertainty and financial burden of traditional methods is to get acquainted with KEP, one of the established digital tools of business life.

What is KEP Address?

Unlike standard email services, Registered Electronic Mail (KEP) is a special system that allows you to carry out your official correspondence securely and with legal validity.

It ensures that every message you send has legal standing. A simple email is insufficient as evidence in legal proceedings. KEP guarantees who sent a message, when, and to whom it was sent, as well as whether its content was altered. Thanks to these features, a definitive set of evidence is created for the sending and receiving processes.

With this technical infrastructure, you can prove that the content of the document you sent was not changed and that it was definitively delivered to the other party. In short, it offers evidentiary power equivalent to a notary public or registered mail and is legally “equivalent to a deed.” This strengthens your hand in the event of a dispute and secures your commercial processes.

With these features, KEP is more than just a communication tool; it acts as a powerful security shield against potential legal disputes. It’s particularly vital for businesses using e-transformation processes like e-invoicing and e-books, as these documents must be transmitted with legal validity. This is where KEP becomes a mandatory component of a digital business.

The Legal Power of KEP

The legal authority of the KEP system is determined by the Turkish Commercial Code (No. 6102) and related regulations. Thanks to these legal provisions, every transaction made with KEP is considered equivalent to those made through a notary, by registered mail, or via telegram.

All information for every message you send via KEP, including the identities of the sender and recipient, the times of transmission and reading, and its content and attachments, is recorded. These records carry the weight of conclusive legal evidence.

Consequently, when you send critical documents like a lease termination, a commercial notice, or a warning letter via KEP, you possess a strong tool for proof in court. While the “wet signature” requirement remains significant in the traditional legal system, the conclusive evidence provided by KEP opens a new door in the digitalizing legal landscape.

Who Can Obtain a KEP Address?

While acquiring a KEP address is not mandatory for everyone, it is a legal obligation for some legal entities.

• Capital Companies: Joint-stock companies, limited companies, and limited partnerships with capital divided into shares are required to receive electronic notifications, which entails the obligation to obtain a KEP address.
• Authorized Notification Authorities: Courts, enforcement offices, notary publics, and other public institutions are required to use KEP.
• Certain Professional Groups: Lawyers, mediators, expert witnesses, financial advisors, and independent accountants must also have a KEP address for their professional activities.

Is KEP Necessary If I’m Not Legally Required to Have It?

If you own a sole proprietorship or regularly handle official correspondence, KEP offers you great advantages. Sending your contracts, invoices, and other commercial documents with legal validity enhances your operational efficiency and protects you in a potential dispute. In short, KEP has become an operational necessity rather than just a legal obligation.

KEP vs. UETS: What’s the Difference?

KEP (Registered Electronic Mail) and UETS (National Electronic Notification System) are two distinct systems that are frequently confused. In the simplest terms, KEP is a general-purpose communication system that anyone can use, whereas UETS is a specialized platform used only for official notification procedures.

These two systems are not rivals; they are complementary. For instance, if you receive a notification from the tax office via UETS, you can send your response back securely and with legal validity via KEP.

How to Get a KEP Address

To obtain a KEP address, you must apply to service providers authorized by the Information and Communication Technologies Authority (ICTA). The application process varies slightly depending on whether you are an individual or a company.

• Online Application: If you have a secure electronic signature (e-signature) or mobile signature, you can apply online through the service providers’ websites. After completing the pre-application, you can finalize the identity verification by approving the necessary documents with your electronic signature.
• Physical Application: If you do not have an electronic signature, you must personally visit the service provider’s branches (e.g., PTT branches) with the required documents after completing the online pre-application.

During the application, you will be asked to present your identity or your company’s authorization documents. This dual-layered security approach further enhances the reliability of the KEP system.

Why You Should Use KEP

While acquiring a KEP address may seem like an initial cost, it provides you with significant long-term savings.

Please note that the fees in this table may change over time. Therefore, you should confirm current prices from the official website.

Advantages of Using KEP

• Time and Cost Savings: You save on notary, shipping, and printing costs. Correspondence that takes weeks can be completed in seconds.
• Operational Speed and Efficiency: You can manage all your official correspondence digitally, which speeds up your business processes.
• Legal Security: When needed, you have a legally valid set of evidence.
• Eco-Friendly: By eliminating paper usage, you contribute to protecting the environment.
• Spatial Independence: You can handle all your official business without needing to be in an office.

KEP is not just a cost item but also a strategic investment in the future of your business.

Practical Applications

Thanks to its legal validity, KEP is used in many areas of business and personal life.

• Commercial Correspondence: You can securely conduct critical transactions in business relationships, such as notices, termination notifications, and contract sharing.
• Human Resources (HR) Processes: You can securely send official notifications to your employees, such as payroll slips, warning letters, or assignment documents.
• E-Transformation Integration: You can share your e-invoices, e-books, and other documents with legal validity.
• Communication with Public Institutions: You can securely transmit your petitions and applications to public institutions.

KEP Management: Inquiry and Renewal Process

Effectively managing your Registered Electronic Mail address allows you to fully benefit from the system.

KEP Address Inquiry

• Via e-Government: By logging into turkiye.gov.tr, you can easily check your own KEP address and your service provider.
• Via the Service Provider Portal: You can also check the status of your KEP address on the website of the company from which you receive the service.

Registered Electronic Mail Renewal and Cancellation

• Renewal: Your KEP address typically operates on an annual subscription basis. You must renew it before the subscription period expires. Otherwise, your address may be suspended or shut down.
• Cancellation: If you wish to close your account, you can submit a request through your authorized service provider. After the cancellation process, sending and receiving operations will cease. However, due to legal obligations, the account will remain accessible for at least three months.

KEP is now more than a communication tool. It has become an indispensable part of official and commercial communication. With the legal security, operational efficiency, and cost benefits it offers, KEP is becoming both a legal requirement and a strategic necessity