Before you sign a contract with a Polish company, it helps to know who you are really dealing with. A lot of information about Polish businesses is public and free, and you can check it yourself in a few official registers. This guide explains what to check and where, what to look out for, and how to secure payment in the contract. It is written in plain language but based on the rules currently in force in Poland.

1.Why verify a business partner

Verification means checking whether a company exists, who is allowed to represent it, whether it is in debt or insolvent, and whether the bank account and VAT status it gives you are correct. It matters most before your first larger transaction: before an advance payment, a big order, a distribution agreement, work with a contractor, a share purchase or an investment. Good verification reduces the risk of paying a company that does not exist or cannot pay, of a contract being signed by someone without authority, or of losing a tax deduction.

2.KRS — the register of companies

Companies (limited liability, joint-stock, partnerships and others) are entered in the National Court Register (KRS). The data is public and free, and you can check it online in the eKRS search run by the Ministry of Justice. A KRS extract shows, among other things, the full name and KRS number, the tax numbers (NIP and REGON), the manner of representation (who, and in what combination, may sign contracts), the members of the management board, whether a commercial proxy (prokura) has been appointed, the share capital, and any notes about overdue financial statements or pending proceedings. For the safety of a contract, the most important entry is how the company is represented.

3.CEIDG — sole traders

Sole traders and partners in civil-law partnerships are not in the KRS but in the Central Register of Business Activity (CEIDG). The entry is free and public. It shows the entrepreneur's name, business name, tax numbers, address, start date and status (active, suspended or removed). A suspended or removed business is an important warning sign before entering into a contract.

4.The VAT white list and the bank account

The VAT taxpayer list (the "white list") is kept by the Head of the National Revenue Administration. You can use it free of charge to check whether your partner is an active VAT payer and to confirm the company settlement account reported to the tax office. This has real tax consequences: if a transaction exceeds PLN 15,000 and payment goes to an account that is not on the list, the amount cannot be treated as a tax-deductible cost and the payer may be jointly liable for VAT that the seller fails to settle. You can avoid these effects by filing the ZAW-NR notification within the statutory deadline or by paying using the split-payment mechanism. It is therefore worth checking the account on the white list on the day of payment.

5.Debtor registers and insolvency

You can check a company's payment record in several places. The business information bureaus — KRD, BIG InfoMonitor and ERIF — collect data on overdue debts; a report on a specific entity is usually paid and obtained under each bureau's rules. The National Register of Debtors (KRZ), by contrast, is public and free; it lists, among others, people and companies declared bankrupt or undergoing restructuring, as well as debtors against whom enforcement has proved ineffective. An entry in the KRZ is a serious signal to be especially careful and to ask for security before the transaction.

6.Financial statements — the company's health

Companies in the KRS file annual financial statements, which are available free of charge in the Financial Documents Repository (RDF) within eKRS. This is a good source for assessing a company's size and stability. It is worth looking at revenue and its year-on-year change, the financial result (profit or loss), the equity, and the level of liabilities. Negative equity, growing losses or missing statements for recent years are signals worth clarifying before a large contract.

7.The Court and Commercial Gazette (MSiG)

The Court and Commercial Gazette (MSiG) publishes official announcements about businesses, including bankruptcy declarations, the opening of restructuring, register changes and calls to creditors. Reviewing it can reveal events not yet visible in other sources.

8.Who may sign — representation and power of attorney

Even a solvent company is not bound by a contract signed by a person without authority. So the KRS extract should be read to establish how the company is represented — whether joint action is required (for example, two board members) or one signature is enough. A contract may also be signed by a commercial proxy (prokura shown in the KRS) or by an attorney acting under a power of attorney; for some acts the power of attorney must take a specific form. If a contract is concluded on behalf of a company by a person without proper authority, its validity depends on later confirmation by the company (Article 103 of the Civil Code) — until then the contract is "suspended". It is therefore wise to ask for a current KRS extract and the power of attorney at signing.

9.Securing payment and contract clauses

Verification is not everything — a well-drafted contract also reduces risk. Depending on the transaction, consider an advance or prepayment, retention of title to goods until payment (Article 589 of the Civil Code), a bank guarantee or a letter of credit, a promissory note, a surety, and security in rem (pledge or mortgage). Payment discipline is supported by contractual penalties and statutory interest for late payment in commercial transactions. The contract should also clearly state the governing law and the court having jurisdiction over disputes — important especially in contracts with a foreign company.

10.How the law office helps

A foreign client often does not know the Polish registers or the language of the documents. The office can prepare a verification report on a Polish company (registers, representation, debts, statements), review the draft contract and point out risks, propose clauses and security, conduct negotiations, and — if a dispute arises — represent the foreign company in Poland and pursue debt collection. Just send the company name or number (KRS/NIP) and the purpose of the cooperation, and we will assess what can be checked and what scope of analysis makes sense.

Frequently asked questions

Can I check a Polish company myself for free?

Yes. The KRS (eKRS), CEIDG, the VAT white list, the National Register of Debtors and the Court and Commercial Gazette are public and free. Reports from the business information bureaus (KRD, BIG InfoMonitor, ERIF) and deeper due-diligence analyses are usually paid.

What is the VAT white list?

It is a list kept by the Head of the National Revenue Administration where you can check whether a partner is an active VAT payer and whether the account you are about to pay into has been reported to the tax office.

What happens if I pay into an account that is not on the white list?

For a transaction above PLN 15,000, paying into an account outside the list means the cost is not tax-deductible and you risk joint liability for VAT. You can avoid this by filing ZAW-NR on time or paying via split payment.

How do I check who may sign on behalf of a company?

In the KRS extract, in the entry on the manner of representation and the data on the board and any commercial proxy. For an attorney, ask for the power of attorney.

Is verification worth it for a smaller transaction?

For small amounts, a quick check of the company's existence and VAT status is usually enough. For an advance, a large order or long-term cooperation, fuller verification and contractual security are worthwhile.