How to verify a company in Poland before doing business – a guide for foreign investors
To verify a company in Poland, check its registration, VAT status, signing authority, financial position and insolvency records.
Poland’s National Court Register (KRS) provides company registration and representation details, while the Central Registration and Information on Business (CEIDG) covers sole traders.
The Polish value-added tax (VAT) Taxpayer Register allows businesses to verify a contractor’s VAT registration status and reported bank accounts.
For business-to-business transactions with a single value exceeding PLN 15,000, payments to accounts not listed in the Polish VAT Taxpayer Register may have adverse tax consequences.
Poland’s Financial Documents Repository provides free access to financial statements of companies required to file them with KRS.
The National Register of Debtors (KRZ) contains information on certain bankruptcy and restructuring proceedings in Poland but does not disclose every corporate debt.
Registration does not guarantee reliability
A KRS entry confirms aspects of a Polish company’s legal status but does not guarantee solvency or timely payment.
Contract signing authority must be verified
A person negotiating with a Polish company may not be authorised to sign a binding agreement independently.
Due diligence should reflect transaction risks
High-value or long-term contracts may justify more extensive checks of a Polish business partner.
Contractual safeguards should match the risk
Bank guarantees, documentary letters of credit or milestone payments may help protect higher-value transactions.
To verify a company in Poland before doing business, foreign investors should check its registration in the National Court Register (KRS) or the Central Registration and Information on Business (CEIDG), VAT status, authorised representatives, financial statements and insolvency records. Most checks are free through official Polish registers. However, registration alone does not guarantee solvency or commercial reliability. Before signing a contract or making an advance payment, businesses should compare the prospective partner’s registration, tax and financial information with the details provided during negotiations.
In this article:
Where can you verify a Polish company?
The main public registers include:
- National Court Register (KRS) – company details, management and representation rules.
- Central Registration and Information on Business (CEIDG) – registration and operating status of sole traders.
- National Official Business Register (REGON) – business identification information.
- Polish VAT Taxpayer Register (VAT White List) – VAT status and registered bank accounts.
- VAT Information Exchange System (VIES) – validity of European Union (EU) VAT numbers.
- Central Register of Beneficial Owners (CRBR) – reported beneficial ownership information.
- National Register of Debtors (KRZ) – certain bankruptcy, restructuring and enforcement proceedings.
- Financial Documents Repository – financial statements filed with KRS.
How can you check company registration and signing authority?
The KRS provides information about Polish commercial companies, including registration numbers, legal status, management board members and representation requirements.
If two board members must act jointly, one signature will generally be insufficient. Powers of attorney and commercial proxy authority should also be verified.
Sole traders should be checked through CEIDG, including whether their business activity has been suspended or terminated. For civil law partnerships, individual partners should be verified.
How can you verify VAT status and bank accounts?
The Polish VAT White List allows businesses to check VAT registration and reported bank accounts.
For business-to-business (B2B) transactions with a single value exceeding PLN 15,000, payment to an unlisted account may result in restrictions on tax deductions or joint and several liability for VAT arrears.
These consequences primarily concern certain payments to active VAT taxpayers. Exceptions apply, including mechanisms involving timely submission of a ZAW-NR notification (notice of payment to an account not included in the VAT White List).
For intra-EU transactions, EU VAT numbers should also be checked through VIES. An unsuccessful check does not automatically indicate unlawful activity.
How can you assess financial stability and insolvency risks?
Financial statements available through the Financial Documents Repository provide information on:
- revenue and net profit or loss,
- equity and liabilities,
- cash flows, where reported.
Comparing several financial years can reveal declining revenue, negative equity or rising liabilities. Accounting profits alone do not guarantee liquidity.
The KRZ contains information about certain bankruptcy, restructuring and unsuccessful enforcement proceedings. An absence of records does not prove that a business is debt-free.
Investors may also review beneficial ownership through CRBR and request certificates confirming no outstanding tax or contributions to Poland’s Social Insurance Institution (ZUS).
What warning signs should foreign investors consider?
Potential concerns include:
- inconsistent registration details,
- unclear authority to sign contracts,
- sudden bank account changes,
- missing mandatory financial statements,
- insolvency or restructuring proceedings,
- contract values disproportionate to operational capacity.
Several warning signs appearing together justify additional investigation.
How should businesses conduct due diligence before signing?
The scope of Polish business partner due diligence should reflect transaction value, industry and contractual risks. For substantial agreements, investors should retain registration extracts, tax verification results and correspondence explaining discrepancies. Contractual safeguards may include bank guarantees, documentary letters of credit, trade credit insurance or milestone payments.
Legal verification, financial analysis and assessment of operational capacity should form the basis of any decision to establish a business relationship with a Polish company.
How to verify a company in Poland before doing business – a guide for foreign investors.
If you have any questions regarding this topic or if you are in need for any additional information – please do not hesitate to contact us:
CUSTOMER RELATIONSHIPS DEPARTMENT
ELŻBIETA
NARON-GROCHALSKA
Head of Customer Relationships
Department / Senior Manager
getsix® Group
***
