Polish company register: how to check or register a company in Poland

If you want to register a company in Poland, verify a Polish contractor or understand whether a Polish business actually exists, the first step is to know which public register to check. For foreign entrepreneurs, including those from the UK and the US, the Polish system may seem less intuitive than a single national company registry. Poland does not rely on one register for all types of businesses, which is why it is important to understand the role of the National Court Register (KRS), the Central Register and Information on Economic Activity (CEIDG), tax identifiers and VAT records.

In practice, the key registers are the National Court Register (KRS), the Central Register and Information on Economic Activity (CEIDG), the Tax Identification Number (NIP), the National Official Business Register Number (REGON), and, where relevant, the VAT taxpayer register maintained by the Polish Ministry of Finance.

Understanding how these registers work is useful not only before entering into a contract with a Polish counterparty, but also before setting up your own company in Poland. Registration data can help confirm a company’s legal status, representation rules, registered address, tax identification details and, in some cases, financial documents.

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What is the Polish company register?

The phrase Polish company register is usually used by foreign entrepreneurs to describe the official databases where Polish businesses can be checked. However, under Polish law, different types of businesses are entered in different registers.

The most important distinction is between:

• companies and partnerships entered in the National Court Register (KRS),
• sole traders entered in the Central Register and Information on Economic Activity (CEIDG).

For a foreign investor, manager or compliance team, this distinction matters. A limited liability company, joint-stock company, limited partnership or branch of a foreign entrepreneur will normally be checked in the National Court Register (KRS). A self-employed individual operating as a sole trader will normally be checked in the Central Register and Information on Economic Activity (CEIDG).

This is why a search for a Polish company register should usually be treated as a broader verification process rather than a search in one database only.

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National Court Register (KRS): the main register for companies in Poland

The National Court Register (KRS) is the key official register for Polish commercial companies, selected partnerships, foundations, associations and other entities. For international businesses, it is usually the most important source of information when checking a Polish limited liability company, joint-stock company or branch.

The National Court Register (KRS) allows users to verify, among other things:

• whether the entity exists and is currently registered,
• its legal form,
• its registered office and address,
• its National Court Register (KRS) number,
• its Tax Identification Number (NIP),
• its National Official Business Register Number (REGON),
• the persons authorised to represent the company,
• information about the management board or partners,
• whether liquidation or insolvency-related entries appear in the register,
• current and historical registration data.

For foreign entrepreneurs, the National Court Register (KRS) can be understood as Poland’s main official register for companies and certain other legal entities. It is not just a database of company names. It is a legal register that also helps determine who may validly represent a Polish company. For UK readers, it may be broadly compared to Companies House, but the Polish system is more fragmented and should also be read together with CEIDG, tax identification data and VAT records where relevant.

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Central Register and Information on Economic Activity (CEIDG): sole traders in Poland

The Central Register and Information on Economic Activity (CEIDG) is the register for sole traders in Poland. It applies to individuals conducting business activity in their own name, not to companies such as limited liability companies.

A CEIDG entry may include data such as:

• the entrepreneur’s business name,
• Tax Identification Number (NIP),
• National Official Business Register Number (REGON),
• business address or correspondence address,
• business activity codes under the Polish Classification of Activities (PKD),
• status of the activity, for example active or suspended,
• information on the date of commencement of business.

For foreign companies working with Polish freelancers, consultants, agents or small service providers, checking the Central Register and Information on Economic Activity (CEIDG) can be an important part of basic counterparty verification.

However, CEIDG should not be confused with the National Court Register (KRS). If a business partner claims to be a limited liability company in Poland, the relevant register is usually the KRS, not CEIDG.

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NIP, REGON and VAT: why Polish identification numbers matter

Foreign entrepreneurs often come across several Polish identifiers and may not know which of them is most important. In business practice, three numbers are particularly relevant.

The Tax Identification Number (NIP) is used for tax purposes. It is one of the most important identifiers in invoices, contracts, tax filings and VAT verification.

The National Official Business Register Number (REGON) is a statistical identification number assigned in the national business register maintained by Statistics Poland. It is often visible in company data, although it is usually less important commercially than the Tax Identification Number (NIP).

The VAT number is relevant where the company is registered for Tax on Goods and Services (VAT) in Poland or for EU VAT purposes. In many cases, the Polish VAT number is based on the Tax Identification Number (NIP), but the VAT status itself should be verified separately.

For B2B transactions, especially those involving payments to Polish bank accounts, it is advisable to check the Polish VAT taxpayer register, commonly known as the VAT White List. This register allows users to verify VAT status and, where applicable, bank account details linked to the taxpayer.

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How to check a Polish company step by step

A basic verification of a Polish company should not rely on one data point only. The safest approach is to combine several checks.

1. Confirm the legal form of the business

Start by identifying whether the entity is a company, partnership, branch, sole trader or another type of organisation. This determines which register should be used.

If the entity is a Polish limited liability company, joint-stock company, simple joint-stock company or registered partnership, check the National Court Register (KRS). If the entity is a sole trader, check the Central Register and Information on Economic Activity (CEIDG).

2. Search by KRS, NIP, REGON or company name

The National Court Register (KRS) can be searched using several identifiers, including the KRS number, Tax Identification Number (NIP), National Official Business Register Number (REGON) or the company name.

For due diligence purposes, searching by number is usually more reliable than searching by name. Company names may be similar, shortened, translated or written with minor differences, while the identification numbers are unique.

3. Check whether the company is active

Once you find the entity, verify whether it is still active and whether any entries indicate liquidation, deletion from the register or other legal status changes.

This is particularly important before signing a contract, making a significant payment, accepting a long-term order or entering into a distribution, logistics or outsourcing relationship with a Polish counterparty.

4. Verify representation rules

One of the most important elements in the National Court Register (KRS) is information on how the company is represented. A Polish company may be represented by one board member acting alone, two board members acting jointly, a board member together with a proxy, or according to another rule stated in the register.

This is not a purely formal detail. If a contract is signed by a person who is not authorised to represent the company, or by too few representatives, the validity and enforceability of the contract may become problematic.

For UK and US businesses, this point is often underestimated because local assumptions about directors, officers or authorised signatories do not always translate directly into Polish corporate law.

5. Compare registration data with contract and invoice data

The company name, registered address, Tax Identification Number (NIP), National Court Register (KRS) number and bank account details should be consistent across documents. Differences do not always indicate a problem, but they should be clarified before the transaction proceeds.

This is especially important when:

• the counterparty has recently changed its name or address,
• the bank account is not shown on the VAT White List,
• the contract refers to a different legal entity than the invoice,
• the person signing the contract is not listed as an authorised representative,
• the Polish entity is part of a larger international group.

6. Check VAT status where relevant

If the transaction is subject to VAT, or if the Polish counterparty issues VAT invoices, the VAT taxpayer register should be checked. For domestic Polish B2B transactions, bank account verification may also be relevant from a tax risk perspective.

For cross-border transactions, VAT verification should be combined with a broader review of the transaction model, place of supply, invoicing rules and documentation.

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What information can you obtain from the National Court Register (KRS)?

The National Court Register (KRS) may provide both current and historical information. Depending on the entity and the available documents, it can be used to review:

• current registration data,
• historical changes in company data,
• representation rules,
• management board members,
• shareholders or partners, depending on the legal form and available filings,
• financial documents filed with the register,
• information on branches,
• liquidation or insolvency-related entries,
• details of proxies.

For commercial due diligence, the most useful elements are usually legal status, representation rules, registered office, management board data and financial documents. For more advanced checks, it may also be necessary to review registration files, corporate documents, financial statements and beneficial ownership information where available.

In many cases, users can generate a current or full extract from the National Court Register (KRS). A current extract shows the company’s present registration data, while a full extract may include historical changes recorded in the register. For foreign entrepreneurs, this document can be useful when confirming the company’s legal existence, registered address, representation rules and status before signing a contract or starting cooperation with a Polish business partner.

However, a KRS extract should be read together with other available information, such as VAT status, financial documents and the actual authority of the person signing the contract. The document confirms registration data, but it does not replace broader commercial, tax or legal due diligence.

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Is the Polish company register free to use?

Basic access to the National Court Register (KRS) search is free. Users can search for entities and obtain information corresponding to a current or full extract from the register. The official search does not require a user account for basic lookup.

The Central Register and Information on Economic Activity (CEIDG) can also be searched online. The government business search engine combines access to CEIDG and KRS data, which may be useful when the user does not yet know which register applies.

However, access to data is not the same as understanding the legal and business meaning of that data. For foreign entrepreneurs, the challenge is often not finding the entry, but interpreting it correctly.

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How to register a company in Poland

If your goal is not only to check a Polish company but to establish your own business presence, you need to choose the correct legal form and registration route.

Foreign entrepreneurs can conduct business activity in Poland, but the available options and requirements depend on several factors, including nationality, residence status, planned business model and chosen legal form.

Common options include:

• Polish limited liability company,
• joint-stock company,
• simple joint-stock company,
• registered partnership,
• limited partnership,
• branch of a foreign entrepreneur,
• representative office,
• sole proprietorship, where legally available.

For many foreign investors, the Polish limited liability company is the most common choice because it provides a separate legal personality, limited liability of shareholders and a familiar corporate structure. However, it also involves formal registration, accounting, tax and reporting obligations in Poland.

If you need structured support with documentation, registration and post-registration obligations, getsix® can assist with Register Company in Poland.

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KRS registration: PRS and S24

Company registration with the National Court Register (KRS) is handled electronically, but the practical route depends on the legal form, the corporate documents and the ability of the founders or representatives to use an accepted electronic signature.

In selected cases, a company can be incorporated through the S24 system, which uses standard online templates. This route may be faster and is available for certain types of companies and partnerships, including a limited liability company. However, it is less flexible because the company documents are based on predefined wording. It also requires the relevant persons to create an account and sign the documents electronically, for example with a qualified electronic signature, trusted signature or personal signature.

Foreign investors should also note that the Polish online registration systems are, in practice, designed for use in Polish. Although some official information is available in English, the forms, templates, system fields and registry communication are generally handled in Polish. This can make the process difficult for founders who are not familiar with Polish legal terminology or administrative procedures.

The Court Registers Portal (PRS) is used to submit applications to the National Court Register (KRS), including registration applications where the company agreement or articles of association have already been prepared and signed in the required form. Depending on the legal form and structure, this may involve a notarial deed before the registration application is filed.

For foreign investors, the choice between S24 and PRS should not be made only on the basis of speed. It is necessary to consider whether the standard template is sufficient, whether all required persons can sign electronically, whether the ownership structure is straightforward, how the company will be managed, whether specific shareholder rights are needed and what tax or operational consequences may arise after registration.

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What is usually needed before registering a company in Poland?

Before starting the registration process, the founders should normally determine:

• the legal form of the business,
• the company name,
• the registered office and business address in Poland,
• shareholders or partners,
• management board members or other representatives,
• share capital or contribution structure,
• scope of business activity under Polish Classification of Activities (PKD) codes,
• accounting model,
• tax registration requirements,
• VAT registration needs,
• bank account and payment processes,
• whether employees will be hired in Poland,
• whether the company will trade domestically, cross-border or within a group.

These decisions influence not only the registration itself, but also Corporate Income Tax (CIT), VAT, accounting, payroll, reporting and compliance obligations after incorporation.

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Post-registration obligations in Poland

Registering a company is only the beginning. Once the entity is entered in the National Court Register (KRS), it must also meet ongoing Polish compliance requirements.

Depending on the legal form and business model, these may include:

• keeping accounting books in Poland,
• preparing and filing annual financial statements,
• Corporate Income Tax (CIT) settlements,
• Tax on Goods and Services (VAT) registration and reporting, if applicable,
• payroll and Social Insurance Institution (ZUS) registrations if employees are hired,
• updates of company data in official registers,
• reporting changes in management board, address, shareholders or business activity,
• maintaining corporate documentation,
• compliance with Polish invoicing and archiving rules.

For foreign shareholders, it is important to plan these obligations before the company starts trading. A Polish company may be registered relatively efficiently, but delays in tax, accounting, banking or VAT setup can create operational problems later.

getsix® supports international businesses with accounting services in Poland and tax services in Poland, helping companies move from registration to ongoing compliance.

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Checking a Polish contractor before signing a contract

A Polish company register search is also useful when you are not setting up a business, but verifying a Polish counterparty.

This may be relevant before:

• signing a supply, distribution or service agreement,
• onboarding a Polish vendor,
• making an advance payment,
• accepting a high-value order,
• entering into a logistics or manufacturing relationship,
• appointing a local representative,
• acquiring shares in a Polish company,
• starting cooperation with a Polish subcontractor.

A basic check should confirm that the entity exists, is active, has consistent identification data and is represented by the correct persons. For larger transactions, this should be extended to financial statements, tax status, ownership structure, litigation and insolvency indicators, contractual authority and sector-specific licences or permits.

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Common mistakes made by foreign entrepreneurs

Foreign companies often make similar mistakes when checking or registering a company in Poland. Most of them result from assuming that Polish registration data works in the same way as business registers in other countries.

Assuming that Poland has one single company register

One common mistake is assuming that Poland has one single company database for all businesses. In practice, Polish business information is spread across several registers, including the National Court Register (KRS), the Central Register and Information on Economic Activity (CEIDG), tax identification records and VAT records.

Each register has a different purpose. This means that registration data should always be interpreted in context, especially when verifying a Polish contractor or preparing to register a company in Poland.

Checking only the company name

Another mistake is checking only the company name. In Poland, names can be similar, and businesses may use trading names, abbreviated names or group names.

Identification numbers are usually more reliable. These include the National Court Register (KRS) number, Tax Identification Number (NIP) and National Official Business Register Number (REGON).

Not verifying who can represent the company

A further risk is focusing only on whether the company exists, without checking who is authorised to represent it. Under Polish registration rules, representation data is particularly important.

A contract should be signed by the person or persons authorised to act on behalf of the company, according to the information disclosed in the register. If the representation rules are misunderstood, this may create legal and commercial uncertainty.

Treating company registration as a purely administrative step

Foreign entrepreneurs may also treat company registration as a purely administrative step. In Poland, the legal form, tax setup, VAT position, accounting model and management structure should be planned together. Otherwise, the company may be registered but not ready to operate efficiently.

Postponing accounting and tax setup

Finally, some foreign entrepreneurs postpone accounting and tax setup until after the company starts trading. In Poland, this can create avoidable issues with invoicing, VAT registration, financial reporting and payroll.

For this reason, accounting, tax and compliance matters should be considered before the company begins operating, not only after registration is completed.

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Polish company register and business setup: practical conclusions

The Polish company register is a useful starting point for verifying a business in Poland, but it should be understood in context.

Companies and partnerships are generally checked in the National Court Register (KRS), while sole traders are checked in the Central Register and Information on Economic Activity (CEIDG). Tax Identification Number (NIP), National Official Business Register Number (REGON) and VAT status provide additional layers of verification.

For UK and US entrepreneurs, the key is to treat registration data as part of a broader business and compliance assessment. Before you sign a contract with a Polish counterparty or register a company in Poland, it is worth confirming not only whether the entity exists, but also who can represent it, whether its tax data is consistent and whether the planned structure is suitable for your commercial goals.

If you are planning to enter the Polish market, verify a Polish counterparty or establish your own company, getsix® can support you with company registration, tax setup, accounting and ongoing compliance in Poland. Find out more about our service: Register company in Poland.

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