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Are you running a business in the UK or Ireland and thinking about expanding into Poland? You're in the right place. Poland is a growing economy in the heart of Europe with solid infrastructure, access to EU markets, and a skilled workforce. But before you dive in, it's important to understand the legal and administrative steps involved.

This is Part 1 of our 5-part guide designed to walk you through the expansion process—from setting up a legal entity to navigating customs and licensing.

1. Choosing the Right Legal Structure

When expanding into Poland, your first major decision is how to structure your business. Here are the main options:

• Sp. z o.o. (Limited Liability Company)This is Poland’s version of a private limited company. It offers liability protection and only requires a modest capital of 5,000 PLN (around €1,100). It’s the most popular choice for foreign investors.

• JDG (Sole Trader)This is quick and easy to set up through the CEIDG registry, and it requires no starting capital. However, the big drawback is that your personal assets are not protected. You are fully liable for all business debts.

• Branch or Representative OfficeA branch can carry out full commercial activities but is still legally tied to your parent company. A representative office is limited to promotion and market research—it cannot make sales.

2. Speeding Up the Incorporation Process

You do not have to wait weeks to get started. Here’s how to move fast:

• Prepare in PolishYour Articles of Association must be in Polish and should include accurate PKD business activity codes.

• Use the eS24 Online PlatformYou can set up your company in just 24 hours online, compared to 7 or more days through a notary.

• Plan for Registry and Tax IDsYour company will be registered with KRS (the national court register). This process usually takes 2 to 4 weeks. You’ll also receive a REGON (statistical number), NIP (tax ID), and VAT number, either automatically or within 14 days. If you are hiring, don’t forget to register with ZUS (social security).

3. Navigating Post-Brexit VAT and Customs

If you are a UK-based business, Brexit has changed the game. Here’s what you need to know:

• Customs DeclarationsUK companies must now file customs documents for goods entering Poland. You may also need a VAT fiscal representative in the EU.

• Distance Selling RulesKeep an eye on the 200,000 PLN annual threshold. If you cross it, you must register for Polish VAT. Returns are due monthly by the 25th.

• Consider Special Customs OptionsYou can save time and costs using bonded warehouses or applying for Inward Processing Relief, especially if you are importing materials and re-exporting finished goods.

4. Securing the Right Licenses

Some industries require specific approvals before you can legally operate. Common sectors include:

• Food and BeverageYou’ll need health inspections from Sanepid and a HACCP plan.

• PharmaceuticalsA URPL license is required for distribution. You must also appoint a local responsible person.

• Transport and LogisticsObtain an operator permit from the Ministry of Infrastructure.

• Financial ServicesIf you plan to offer payment or e-money services, approval from the Polish Financial Supervision Authority (KNF) is required.

Pro Tips to Set You Up for Success

• Work with a bilingual legal advisorNavigating forms and laws in Polish can be a challenge. Having an expert on your side saves time and avoids mistakes.

• Translate and notarize earlyMake sure your UK or Irish documents are translated and certified before submitting anything.

• Budget for complianceEven after setup, you will need to manage licenses, inspections, and filings. Build these into your financial plan.

What’s Next?

In Part 2 of this series, we’ll dive into how to structure your finances in Poland, optimize your tax situation, and tap into available incentives.

If you’re ready to explore the Polish market or need help with any step of the process, our consulting team is here to guide you.

Contact us today to schedule a free consultation.

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