Digital Written Order – A Ready-to-Implement Tool
- SP Tech Solutions
- 2 days ago
- 4 min read
Updated: 1 hour ago
On 14 December 2025, amendments to the Ir-1 Instruction, introduced by PKP Polskie Linie Kolejowe S.A., will come into effect, enabling written orders to be issued and received in digital form. This marks an important step toward the digitalisation of operational processes on the Polish railway — eliminating paper forms, accelerating traction crew workflows, and enhancing the safety of information exchange.
In response to these regulatory changes and the needs of domestic operators, SP Tech Solutions has developed an advanced tool — the Digital Written Order, available within our mobile application Raily Cargo AI. It allows railway companies to instantly implement a digital order workflow compliant with the new regulations. This practical solution supports operators in smoothly transitioning from paper-based to digital operations, ensuring compliance, transparency, and significant time savings in daily railway work.
From Paper to Cloud – The Natural Direction of Change
Until now, issuing written orders has been a tedious and time-consuming process. Printing, delivering the document, confirming by radio – each stage generated delays and the risk of errors. The new regulations give operators the opportunity to completely move away from this model and switch to digital orders that carry the same legal weight but are incomparably faster to handle.
A written order is one of the fundamental tools ensuring railway traffic safety. It is a formal instruction issued by a dispatcher to a driver in non-standard situations – during track works, signalling system failures, or the introduction of speed restrictions. The rules for its issuance are defined in the Ir-1 Instruction, and in practice, for decades, this meant handing the driver a paper form that had to be signed and kept on board during the journey.
Traditionally, the process of issuing written orders took place in physical form. The dispatcher filled out the document and handed it to the driver, who confirmed its receipt. In certain cases, in accordance with the technical regulations, the order could also be delivered by the train manager, signalman, pointsman, or another authorised employee – always under the dispatcher’s instruction.
Although this procedure complies with current regulations, in practice it involves additional organisational steps that can affect the smoothness of traction crew operations and extend response times in operational situations.
From 14 December 2025, this process will undergo a major transformation. According to the amendment to the Ir-1 Instruction (resolution of PKP Polskie Linie Kolejowe S.A., dated 9 September 2025), written orders may be issued, transmitted, and received in digital form – without paper and without the need for physical document delivery.
Signal boxes equipped with SERWO2 systems will be able to send orders directly to drivers’ devices, while operators using modern solutions such as the new Digital Written Order feature in Raily Cargo AI will be ready to operate within this new standard.
This change has tangible operational value – it speeds up processes, improves communication, and eliminates the issue of “waiting for the note.” Paper gives way to technology, and the written order becomes a digital signal that reaches the driver faster than ever before.
How the SP Tech Solutions Digital Written Order Works
This is a lightweight and independent tool that allows you to issue, send, and archive orders electronically. The driver logs into the app, enters the train number and its departure date, and with a single tap downloads the digital order. The system automatically records the confirmation of receipt and makes it available to the dispatcher in real time, ensuring full transparency and process security.
Everything operates in accordance with §58 and §59a of the Ir-1 Instruction, which precisely define the method for issuing digital orders. SP Tech Solutions designed the solution to comply fully with GDPR, NIS2, and the audit requirements of PKP Polskie Linie Kolejowe S.A. concerning documentation integrity.
The Digital Written Order does not require the implementation of the full RAILY Cargo AI system. It operates as an independent module that can be launched alongside other systems used in the company. To start using it, the operator must have access to the Passive Section of the OCTOPUS system, granted free of charge by PKP Polskie Linie Kolejowe S.A.
Once access is granted and user accounts are activated, the implementation is nearly instantaneous – simply download the mobile app, and the system is ready for use.
Tangible Benefits for Railway Operators
Each paper-based order means several minutes of waiting – for preparation, delivery, and confirmation. Thanks to the digital solution, this time is reduced to an absolute minimum, and communication between the dispatcher and the driver becomes almost instantaneous.
Example: Assuming that a digital order shortens the process by an average of 3 minutes per train, an operator handling around 300 trains per day gains over 5,475 operational hours per year.
This translates into real-world benefits: fewer stops, better utilisation of train crews and rolling stock, and lower risk of formal errors or delays.
Even for smaller operators, the effects are visible immediately – fewer radio communications, less documentation to archive, and full transparency of operations in real time.
Affordable for Every Operator
The Digital Written Order has been designed to be accessible to every railway company – regardless of scale. The subscription model allows operators to start using it without infrastructure investment or a lengthy implementation process.
Under the licence, the operator receives full access to all functionalities and automatic updates.
A detailed cost offer is prepared individually, depending on the number of users and the implementation scope.Contact us to receive a proposal tailored to your organisation.
The Railway of the Future Begins with Simple Decisions
The Digital Written Order is an example of technology that truly simplifies the daily operations of railway companies. It requires no complex deployment yet brings noticeable results from day one – less paperwork, fewer errors, smoother operations, and more time for operational teams.
It is a solution that helps the railway sector enter a new stage of digitalisation – smoothly, step by step, without disruption, but with visible results.
Interested? Get in Touch
Find out how to implement the Digital Written Order in your company and prepare for the upcoming regulatory changes introduced by PKP Polskie Linie Kolejowe S.A.
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