Written Orders in RailSoft – a Modern, Secure and Ir-1-Compliant Solution from 2025

Regulatory changes governing railway traffic operations in Poland (PL) are driving not only updates to operating procedures but also the implementation of modern IT tools. One of the key areas affected is written orders —formal instructions issued to train drivers in situations deviating from standard traffic operation rules.

RailSoft, available in mobile (mRails), desktop, and web-based versions (RailSoft 3.0 WEB), addresses these requirements by offering a unified digital environment for the creation, distribution, archiving, and analysis of written orders and European instructions. The solution is fully compliant with the new version of Instruction Ir-1 , which will enter into force on 14 December 2025 (PL) .

Legal and Regulatory Framework

The handling of written orders in RailSoft has been designed in accordance with current and forthcoming legal regulations, in particular:

• §10(2) of the Regulation of the Minister of Infrastructure of 11 January 2021 (Journal of Laws 2021, item 199) (PL) ,
• Instruction on Train Traffic Operation Ir-1, issued by PKP Polskie Linie Kolejowe S.A. as a national set of operational rules (PL) ,
• Resolution of the Management Board of PKP PLK S.A. No. 752/2025 of 9 September 2025, introducing amendments to Ir-1, published in Bulletin No. 24 of 18 September 2025 (PL) ,
• Network Statement 2025/2026, subsection 2.4 “Traffic Restrictions” (PL, aligned with EU network statement principles) .

These changes will take effect on 14 December 2025 . By 14 June 2026 , railway undertakings operating in Poland will be required to equip train drivers or rolling stock with electronic devices enabling the digital receipt of written orders and warnings (PL obligation, consistent with EU digitalisation goals) .

What Are Written Orders and European Instructions?

Written Orders (Class B system – SHP) (PL)

According to Chapter 8 of Instruction Ir-1 (§58), written orders are formal instructions issued to train drivers by dispatchers. They apply to trains operating under Class B train protection systems (SHP) , used nationally in Poland.

They are used to convey:

• permissions,
• operational commands,
• information on traffic restrictions and emergency situations,
• data related to track works or signalling and control system failures.

Written orders may be issued in paper or electronic form and delivered physically, electronically, or via radio communication.

European Instructions (Class A system – ERTMS/ETCS) (EU)

European instructions serve an analogous function but are intended for trains operating under Class A systems – ERTMS , including ETCS and GSM-R , in line with European Union interoperability standards .

They are also formal documents, prepared using harmonised templates, and may be distributed in either paper or digital form, depending on operational conditions.

RailSoft as a Response to New Requirements

One Business Logic, Multiple Environments

The RailSoft extension supports written orders and European instructions across three complementary environments:

• mRails (mobile) – fast access in the field,
• Desktop – an advanced interface for dispatchers,
• RailSoft 3.0 WEB – browser-based access with full desktop-level functionality.

A key feature of the solution is a single, consistent business logic with real-time data synchronisation across all devices and platforms.

“Written Orders” Module – Key Functionalities

RailSoft enables full lifecycle management of written orders—from creation to archiving and reporting.

Creation and Editing

• a new document structure model compliant with current PKP PLK guidelines (PL) ,
• built-in data validation and completeness checks,
• linkage of orders with operational data (train number, driver).

Document Workflow

• generation, approval, and delivery of orders,
• support for both paper and electronic formats,
• ability to capture a photo of a paper order (quick mode in mRails).

Archiving and Export

• secure digital archive,
• PDF export,
• preparation of documentation for supervisory authorities such as the Railway Transport Office (UTK – PL) .

Integrations and Reporting

• integration with other RailSoft modules,
• a comprehensive register of written orders,
• operational analyses and statistics related to order issuance.

mRails – Mobile Access for Drivers and Traffic Staff

The mRails mobile application has been designed specifically for field operations. It offers:

• registration and editing of written orders,
• fast printing of written orders and European instructions,
• document photo capture,
• immediate access to up-to-date operational data.

This significantly reduces response times and minimises the risk of errors in critical situations.

Desktop and RailSoft 3.0 WEB – The Control Centre

The desktop and web versions provide:

• a richer user interface,
• advanced filters and registers,
• integration with superior systems and WebAPI,
• full functionality regardless of location—only an internet browser is required.

Integration with the PKP PLK REST API (PL, EU-aligned technology)

By 14 June 2026 , the distribution of written orders in Poland will be carried out by PKP PLK using a REST API, returning data in JSON format.

The API response will include, among others:

• a PDF file encoded in BASE64,
• additional informational fields.

RailSoft is fully prepared for this integration, enabling:

• real-time transmission of written orders,
• elimination of the need to stop trains,
• automatic document archiving,
• removal of errors resulting from radio-based dictation.

Benefits for RailSoft Users

Implementing the “Written Orders” module in RailSoft delivers tangible improvements:

• compliance with Instruction Ir-1 effective from 14 December 2025 (PL) ,
• readiness for REST API integration no later than 14 June 2026 (PL) ,
• centralised and fully digital document workflows,
• reduction of operational errors through automated validation,
• full data transparency and security,
• rapid access to archives during inspections and analyses.

Summary

The Written Orders module in RailSoft is a next-generation tool that effectively supports railway undertakings and dispatching services in adapting to new PKP PLK regulations (PL) while remaining aligned with broader European railway digitalisation and interoperability objectives (EU) . Through full legal compliance, process digitalisation, and REST API integration, RailSoft ensures safety, operational continuity, and future-proof railway traffic management.