What Is a KEP Address (Registered Electronic Mail)? How to Get a KEP Account?

In the digitalizing business world, conducting official correspondence securely, quickly, and with legal validity has become more important than ever. At this point, the registered electronic mail (KEP) system provides a critical solution that surpasses standard email correspondence by affording legal validity to electronic communication. So, what is KEP, what is a registered electronic mail address used for, how is a KEP account obtained, and what are the differences between KEP and standard e-mail? We answer these questions.

What is registered electronic mail (KEP)?

Unlike standard e-mail, the KEP system enables electronic correspondence to gain legal validity by recording and documenting who sent the messages, when and to whom they were sent, whether they were received, and that their content has not been altered. In this way, email communication, facilitated by KEP, goes beyond being merely a digital messaging tool and becomes a secure communication channel with evidentiary value for legal transactions, such as official correspondence, contract notifications, notices, warnings, and the official service of documents.

In standard e-mail services, it is often not legally provable when a message was sent, whether it reached the recipient, or whether its content was altered; whereas in the KEP system, this information is securely stored throughout the entire process and can be used as official evidence when necessary. In the KEP system, sending and delivery processes are documented as evidence; if the account is not accessed, the message is deemed to have been delivered and read on the next business day.

How is a registered electronic mail (KEP) account obtained?

To obtain a KEP (Registered Electronic Mail) account, first a registered electronic mail service provider authorized by the Information and Communication Technologies Authority (BTK) must be selected. Since the KEP service is offered only through these authorized providers, the application process is carried out directly through them. The KEP application form is completed in full via the application channels of the selected service provider.

During the application, certain documents must be prepared depending on whether the applicant is an individual or a legal entity. Individuals are required to provide identification documents such as a national ID card, passport, or driver’s license; while legal entities must submit official documents such as a trade registry certificate, signature circulars, and authorization documents. After the documents are completed, the identity verification stage begins. This verification can be carried out at physical application points or through digital methods such as an electronic signature or mobile signature, depending on the options offered by the service provider.

Once the application and identity verification process is completed, the KEP account is created, and the user is provided with their KEP address and login information. After the account becomes active, the user can send and receive official correspondence through the KEP system in a legally valid manner and securely carry out important communications such as contract notifications, notices, and warnings.

What are the advantages of KEP for businesses?

The KEP (Registered Electronic Mail) system offers businesses significant advantages both legally and operationally compared to traditional e-mail and physical correspondence methods. Every message sent via KEP is officially recorded along with information on the identities of the sender and recipient, the sending and delivery times, and the fact that the content has not been altered. Thanks to these records, the correspondence has evidentiary value in court and official proceedings. While it is often not possible to legally prove these elements in standard e-mail transmissions, all information in the KEP system is securely stored and can be used in legal processes when necessary.

Another important advantage KEP provides to businesses is ensuring legal validity in official and commercial correspondence. When commercial contract notifications, notices, and warnings, and official announcements are sent via KEP, they are considered legally valid. This reduces legal risks for businesses and provides a significant advantage in potential disputes. In addition, using KEP replaces traditional methods such as physical mail, courier services, and notaries, resulting in substantial savings in time, paper, and logistics costs.

From a business process perspective, KEP enables official correspondence to be carried out instantly in an electronic environment, with delivery and read information recorded in the system. This contributes to faster and more efficient processes. The fact that the content of sent messages cannot be altered provides businesses with additional assurance in terms of both information security and content integrity. Moreover, the reduction in paper usage and physical deliveries makes the KEP system an environmentally friendly solution aligned with sustainable digitalization strategies.

What is the difference between KEP and standard e-mail?

Although KEP (Registered Electronic Mail) and standard e-mail both fundamentally enable messages to be sent digitally, the differences between them are quite significant in functional and legal terms. The KEP system stores sending and delivery records as legally valid evidence, making them usable in official processes, whereas standard e-mail does not have such evidentiary value, and the burden of proof usually lies with the sender. In addition, messages sent via KEP are recorded by the system and cannot be altered, which increases the reliability of correspondence. Standard e-mails, on the other hand, can technically be altered, which may create trust issues in legal processes.

In terms of timing information, the KEP system records sending and reading times with legally valid time stamps. While time stamps and read receipts are technically possible in standard e-mail, these records do not have legal validity. Moreover, KEP is a system regulated in Türkiye by the Information and Communication Technologies Authority (BTK) and is accepted as valid for certain commercial and legal correspondence. Standard e-mail, however, is used for general communication purposes without being subject to any legal regulation.

When evaluated in terms of areas of use, KEP is preferred for transactions that have legal consequences, such as official correspondence, notices and warnings, and contract notifications, whereas standard e-mail is limited to daily communication, marketing, and information sharing and does not constitute official evidence. Thanks to these differences, businesses can reduce legal risks, speed up processes, and enhance communication reliability by choosing KEP over standard e-mail, especially in legal processes.

 

Sources: 1, 2.  

 

This blog post contains general information, not legal, financial, or investment advice. The content is prepared for informational purposes only, and you are advised to seek professional advice for your specific circumstances. The expressions in this article do not carry any binding nature or responsibility and reflect only the author’s evaluation. All your decisions are your responsibility, and Papel Electronic Money and Payment Services Inc. accepts no liability for any consequences arising from them.