Postal proxies: how businesses should manage them

Updated March 2026 - In a business context, managing postal mail goes well beyond receiving envelopes. Between registered letters, judicial documents, parcels and items held at the post office counter, the legal representative cannot always be present in person. The postal proxy (procuration postale) addresses this challenge: it allows the secure delegation of mail collection and certain postal transactions to a trusted employee.

When properly structured, this delegation streamlines daily administration. When poorly managed, it exposes the company to risks of lost sensitive mail, missed appeal deadlines or confidential information leaks. This guide covers the mechanics, procedures and best practices for 2026.

A postal proxy is a formal authorisation by which the legal representative of a legal entity (manager, president, CEO) empowers a third party — typically an employee — to carry out specific postal operations on the company's behalf at La Poste.

This mandate typically covers:

• collecting mail held at the post office, including registered letters with or without return receipt;
• collecting parcels (Colissimo, Chronopost, oversized packages);
• receiving registered items on behalf of the company;
• certain routine postal transactions: depositing mail, postage, subscribing to basic postal services.

The proxy confers no legal authority beyond postal operations. The agent cannot sign contracts on behalf of the company, modify subscriptions or terminate services without a separate, specific mandate.

The principal#

For a legal entity, it is the legal representative who grants the proxy. They must prove their authority by producing a Kbis extract less than three months old and a valid identity document. If the legal representative is unavailable, an existing proxy holder with general authority may, under certain conditions, grant a sub-proxy — but this practice is exceptional and should be verified with the relevant post office.

The agent#

The agent must be a named adult individual holding a valid identity document. They can be:

• a company employee: assistant, secretary, administrative manager or any designated staff member;
• a spouse collaborator in the case of a sole proprietorship;
• an external service provider: accountant, lawyer or consultant who regularly handles the company's mail.

La Poste does not impose a maximum number of agents, but it is strongly recommended to limit active proxies to two or three individuals to maintain effective control.

One-off proxy#

This authorises the collection of a single, specific item. It is the ideal solution for occasional needs: an important registered letter arriving during the manager's absence, or a bulky parcel to collect. It is issued directly at the counter or online via La Poste's website, and expires automatically after collection.

Temporary proxy#

Valid for a defined period, typically between one and three months, it covers all routine postal operations during that timeframe. Useful when the legal representative will be absent for an extended period (holiday, business trip, illness).

Permanent proxy for legal entities#

This is the most suitable option for an active business. It authorises one or more designated agents to regularly collect the company's mail and items, with no predefined expiry date. The legal representative can revoke it at any time. This is the formula we recommend for most micro-enterprises and SMEs.

Step 1: prepare the documents#

Before visiting the post office, gather the following supporting documents:

• a Kbis extract of the company dated less than three months ago;
• the identity document of the legal representative (national ID card, passport or résidence permit);
• the identity document of the designated agent;
• a proof of address for the company (electricity bill, telephone bill or commercial lease);
• the completed proxy form, available at the post office or downloadable from La Poste's website.

Step 2: visit the post office#

The legal representative and the agent should visit together the post office linked to the company's registered address. Some branches accept the application from the legal representative alone, with the agent later activating the proxy by presenting their own identity document. Check with your local branch before travelling.

Step 3: define the scope#

When creating the proxy, it is essential to specify:

• the types of items the agent can collect (ordinary mail, registered items, parcels, telegrams);
• the validity period (one-off, temporary or permanent);
• the post office concerned (generally the one serving the registered office).

Step 4: activation timeframe#

According to La Poste, the proxy is activated within 24 to 48 working hours after submission of a complete application. For a one-off proxy, activation can be immediate at the counter.

The legal representative must pay careful attention to several critical dimensions of proxy management:

Agent identity#

Each authorised person must be clearly identified. Avoid "open" or generic proxies that do not name the agent specifically. A poorly targeted proxy can allow an unauthorised person to collect confidential mail.

Validity period and monitoring#

Temporary proxies expire automatically, but permanent proxies remain active until explicitly revoked. It is recommended to compile an annual inventory of active proxies and verify that each agent is still employed and that their authorisation remains justified.

Scope of delegated operations#

Do not delegate more authority than necessary. If a colleague only needs to collect parcels, do not give them access to registered letters with return receipt. Segmentation of authorisations limits risks in the event of an unexpected departure or problematic situation.

Revocation upon departure#

This is the most critical point: a proxy granted to an employee who leaves the company must be revoked immediately. Until the revocation takes effect, the former employee can continue to collect sensitive mail: formal notices, tax notifications, legal documents. Revocation is carried out at the counter of the relevant post office, with présentation of the legal representative's identity document and the Kbis extract.

Traceability of sensitive mail#

Set up an internal register to track mail collected by proxy. Each registered item collected should be recorded with its date, tracking number and the agent's name. This written record protects the company in the event of a dispute or missed appeal deadline.

A frequently overlooked point: collecting a registered item by proxy starts the appeal deadlines exactly as if the legal representative had collected it in person. For a tax document, a bailiff's notice or an administrative notification, the appeal period begins on the date of collection, not on the date the manager reviews it.

This rule has important practical consequences. If your agent collects a registered letter on Friday 15 March but only passes it to you on Monday 18, you have already lost three days on an appeal window that may be fifteen days or one month. It is therefore crucial to establish an internal procedure for the rapid transmission of sensitive items, ideally on the same day as collection.

See also two businesses in the same premises, site map and tax or social questions.

Hayot Expertise advice: a postal proxy must be managed as an internal organisation topic, not as a one-time administrative formality. The risk is not just wasted time — it is the incorrect circulation of sensitive correspondence. A tax registered letter not forwarded in time means a missed appeal deadline and an incoming penalty.

We advise businesses to formalise a clear framework for postal proxies:

1. Agent list: maintain an up-to-date document listing each active agent, their scope of authority and the date of last review;
2. Permitted use cases: define precisely which types of items each agent can collect, distinguishing between routine mail, registered items and parcels;
3. Sensitive mail tracking: implement a tracking register (paper or digital) for each registered item collected by proxy, recording the collection date, tracking number and the date it was forwarded to the manager;

Systematic revocation: integrate postal proxy revocation into the departure procedure for every employee, alongside the return of badges, keys and IT equipment; 5. Annual review: schedule an annual verification of all active proxies to ensure each delegation remains justified and appropriate.