Supervision of the logistics sector abroad – Mission impossible? Myth!
From vehicle registration to obtaining transport or forwarding licenses and permits – with AssistPRO, you will achieve all of this:
- Efficiently
- At a competitive price
- Free from bureaucratic hurdles
- And with professional consultations
The operation of cargo transportation services, as well as freight forwarding activities, is regulated in Poland. This implies that specific conditions must be adhered to and appropriate permits or licenses must be obtained. In order to offer cargo transportation services, it is necessary to acquire either a domestic transportation license or an international transportation license. Meanwhile, for freight forwarding activities, a freight forwarding license is required. If there is a need to conduct operations in both the transportation sector across Europe and engage in cargo forwarding, it is essential to possess the aforementioned two licenses (permits).
The domestic or international transportation license is issued by the Transport Inspection, located in Warsaw. On the other hand, the freight forwarding license is issued by the voivodeship where your company is registered in Poland.
Regardless of whether your vehicle is new, used, or purchased abroad, every vehicle in Poland must be registered. This is a mandatory procedure to legally use the vehicle on the road.
According to the current laws in Poland, a vehicle must be registered within 30 days; otherwise, there may be penalties imposed. Vehicle registration in Poland is carried out by the respective voivodeship where your company is registered (e.g., if it’s Bialystok, it’s the Bialystok Voivodeship; if it’s Poznan, it’s the Poznan Voivodeship, etc.). Therefore, it is crucial to consider this aspect before establishing a company in Poland. However, it’s worth noting that the vehicle registration process can be time-consuming and involve numerous formalities. As a result, many people opt to utilize services like AssistPRO to assist them with registering their vehicles in Poland.
AssistPRO offers a comprehensive package for vehicle registration, transportation and freight forwarding license acquisition, which includes the following services:
- Consultation and information on vehicle registration, transportation and freight forwarding license acquisition in Poland
- Document preparation and submission to relevant institutions
- Assistance in obtaining the necessary certificate of good conduct
- Translation of professional competence certificates and support in hiring qualified individuals
- Organization of financial status documents or insurance guarantees
- Identification or finding of suitable operating bases or parking areas
- Facilitation of vehicle registration or arrangement of rental agreements
- Assistance in obtaining an EORI code for customs procedures and international trade activities
- Comprehensive support to ensure compliance with Polish regulations and streamline the licensing process.
Opportunities for vehicle registration and license acquisition in Poland:
I. Vehicle registration |
II. Obtaining an international transport licence+ authorisation to engage in the carriage of goods, Community licence authorisation to engage in international carriage |
III. Obtaining a freight forwarding licence+ Obtaining the EORI code |
| Vehicles are registered remotely with a power of attorney. No need to visit Poland. |
Documents are submitted remotely, no need to visit Polish institutions. | Documents are submitted remotely, no need to visit Polish institutions. |
Start-up time: up to 1 weeks |
Start-up time: 4 to 6 weeks |
Start-up time: 2 to 3 weeks |
Whether you are seeking a local transport license, an international transport license for cross-border operations, or a freight forwarding license, we can assist you in focusing on the required procedures, saving time, and avoiding unnecessary expenses in Poland.
If you have any questions, you can always contact us.
We are here to help you!
The cost of a license or permit in Poland varies depending on the type of permit you intend to acquire. Below are some price summaries provided for guidance. However, for a personalized offer tailored to your specific requirements, let’s have a conversation!
The cost of registering and licensing vehicles in Poland:
I. Vehicle registration |
II. Obtaining an international transport licence |
III. Obtaining a freight forwarding licence |
| Vehicles are registered remotely with a power of attorney. No need to visit Poland. |
Documents are submitted remotely, no need to visit Polish institutions. |
Documents are submitted remotely, no need to visit Polish institutions. |
| 80 EUR from 44 EUR net +23% VAT |
3400 EUR from 2090 EUR net +23% VAT |
1640 EUR from 790 EUR net +23% VAT |
|
Included in the price: full vehicle registration in Poland. Not included in the price: expenses for document delivery and shipping abroad, registration fees at the institution, translation costs, other consultation expenses. *Price is valid for Bialystok, for other cities please contact AssistPRO. |
Included in the price: complete obtaining of the transport license in Poland. Not included in the price: expenses for document delivery and shipping abroad, hiring a transport manager with certification, translation costs, consultation fees. |
Included in the price: complete obtaining of the freight forwarding license in Poland. Not included in the price: expenses for document delivery and shipping abroad, hiring a transport manager with certification, preparation of a financial guarantee of 50,000 EUR, obtaining an EORI code, translation costs, consultation fees. |
*Prices and rates are subject to change due to fluctuations in foreign country pricing, currency exchange rates, decisions made by AssistPRO, as well as changes in national or international taxes and fees. To receive an accurate proposal with pricing details, please contact us!
Specifics of vehicle registration in Poland:
To register a vehicle in Poland, you need to submit a sales-purchase agreement or a VAT invoice. During the sale, the seller must provide the following documents to the new owner:
- Vehicle card (“karta pojazdu”) – an essential document that contains all necessary information about the vehicle and its previous owners
- Vehicle technical passport
- Insurance documents that are transferred to the new buyer
- Car keys (typically two sets).
In Poland, vehicles are initially registered for a temporary period of 30 days. After this period, the registration is converted into a permanent vehicle registration certificate (technical passport). When registering a vehicle on behalf of a company, VAT must be paid for each vehicle, regardless of whether the vehicle was purchased from another VAT payer. VAT refund is processed within 60 days. Additionally, for commercial vehicles (over 3.5 tons), there is a vehicle tax called “podatek od środków transportowych” ranging from 880 PLN to 1760 PLN per year. The tax must be paid annually by February 15th. If the car was purchased from a legal entity based on a VAT invoice, the buyer is exempt from the 2% purchase tax. However, if the car is purchased from a private individual, a 2% tax must be paid based on the amount specified in the contract.
Selecting PKD (Polish Classification of Activities) codes for a transport company:
The choice of PKD activity codes is crucial when establishing a transport company, as it depends on the planned scope of transportation services. For international freight transport activities, the appropriate PKD code is 49.41.Z, while for obtaining a freight forwarding license, the code is 52.29.C. Carefully considering and selecting the relevant PKD codes is an important step in the company formation process.
Below are the essential conditions to be met in order to obtain an international license:
- The applicant for the license, understood as an individual engaging in business activities, must submit a certificate of good conduct.
- For individuals seeking permission to operate in the field of road transport, it is mandatory to possess or employ a person with a professional competence certificate who will be responsible for the ongoing management of transport operations.
- Another requirement is to have a sound financial standing, which, according to the law, entails a deposit of 9,000 EUR for the first motor vehicle and 5,000 EUR for each additional vehicle.
- It is necessary to have a business center (location) that complies with the law and is equipped with appropriate technical equipment and devices to facilitate organized and uninterrupted transport activities. This can include facilities such as parking spaces for vehicles, cargo loading, unloading, or transshipment areas, as well as spaces for vehicle maintenance or repairs.
- A list of vehicles that will be utilized must be submitted along with the application. It is important to register the tractor or arrange for its temporary leasing.
Engaging in road transport without a license may result in a fine of 12,000.00 zlotys, in accordance with Annex 1, Item 1.1, Paragraph 3 of the Road Transport Act.
Characteristics of obtaining international freight transport licenses in Poland:
Required documents: LR1 document, declaration of the responsible person for transport management (OC), document for driver employment (OK), certificate of good conduct (ON).
Transport manager’s professional competence certificate: An acceptable certificate issued by an EU country, accompanied by a translation into Polish. Alternatively, you can employ a person with such a certificate on a 0.25 FTE basis.
Financial position confirmation: The company’s balance sheets serve as the only confirmation. A deposit of 9,000 EUR is required for the first truck and 5,000 EUR for each subsequent one. Additionally, a warranty insurance is taken out in the first year.
Proof of operational base (OB): A parking lot or yard in Poland is required. We can assist you in signing a lease agreement.
Certificates of good conduct for all shareholders and the transport manager.
Vehicle list (WPC): A registered truck in Poland is necessary before obtaining the license. If you don’t have a truck, we can help you sign a lease agreement and temporarily rent a truck until your own truck is registered.
Confirmation of the fee for engaging in carrier activities: 1,000 PLN.
Confirmation of the fee for issuing a Community license:
- Up to 5 years: 4,000 PLN + 440 PLN for each truck entry.
- Up to 10 years: 8,000 PLN + 880 PLN for each truck entry.
Main Inspectorate of Road Transport Address: Al. Jerozolimskie 94, 00-807 Warsaw
Characteristics of issuing freight forwarding licenses in Poland:
Required documents: authorizations, declaration of the responsible person for transport management (OC), certificate of good conduct (ON).
Transport manager’s professional competence certificate: A valid Lithuanian certificate is acceptable, but not all voivodeships accept it. Therefore, we recommend having a Polish certificate or employing a staff member on a 0.25 FTE basis.
Confirmation of financial standing of approximately 50,000 EUR: The only accepted proof is having this amount in the account.
Certificates of good conduct for all shareholders and the transport manager.
Confirmation of the fee for individuals under 50 years old: 1,000 PLN.
If you have any questions, you can always contact us.
We are here to help you!
