Before doing business in Poland, it’s essential to verify your counterparty. This reduces the risk of fraud, financial loss, or non-compliance. Here’s a practical guide with tools and steps to ensure your business partner in Poland is legitimate and trustworthy.

First Steps to Verify a Polish Business

1. Get Basic Company Information

Start by collecting:

• NIP (Tax ID)

• REGON (Statistical Number)

• KRS number (for companies registered in the National Court Register)

Use these identifiers on official platforms:

• KRS Search Engine – info on limited companies, partnerships, and insolvencies

• CEIDG – for sole traders

• REGON Database (GUS) – for full business profile

• White List of VAT Payers – confirms tax status and bank account ownership

Documents Worth Checking

These will give you a clearer picture of the company’s operations and financial health:

• Financial statements – check via the Ministry of Justice website using the KRS number

• Activity reports – confirm the scope of operations

• Register of Insolvent Debtors (RON) – shows insolvency entries

• VIES (EU VAT check) – verify EU VAT registration for cross-border transactions

Red Flags to Watch For

• Prices far below market value with no explanation

• Company operating outside its declared sector

• Registered residential address for large-scale operations

• Unusual payment terms, like upfront-only or rushed deals

• No clear online presence or unverifiable references

Using the National Court Register (KRS)

What’s in KRS?

KRS includes details about:

• Company type and structure

• Share capital

• Board members, representation rights

• Liquidation or bankruptcy proceedings

• Financial statement history

How to Search

Search by:

• NIP, REGON, KRS number, or name

• Tick the “Entrepreneurs” box

• View financial documents for free in RDF

Also, request official certificates or insolvency checks via the KRS Central Information Office (PLN 15 fee).

Verifying Business Activity and Financial Health

Business Activity

Check:

• How long the company’s been operating

• Consistency of activity (not seasonal shell operations)

• Registered address – use Google Street View to assess physical presence

Financial Health

Use:

• KRZ (National Debtors Register) – enforcement and bankruptcy status

• RDF – access to financial statements

• BIG registers (e.g. InfoMonitor, KRD) – for debt records

  • Debt entries start from PLN 200 (consumers) or PLN 500 (businesses)

Verifying Foreign Business Counterparties

Common Issues

• False company names or cloned websites

• Use of exotic domain extensions

• Lack of traceable company information

How to Verify

• Check the company’s website, contact info, and domain

• Use Google Street View to verify physical location

• Look for reviews, discussion forums, client references

• Use the European e-Justice Portal for access to EU business registers

• Reach out to Polish embassies or chambers of commerce, such as the Polish-German Chamber, for help

• Consider a business intelligence agency if the deal involves significant value

Best Practices for Ongoing Monitoring

1. Routine Checks

Set a schedule to review counterparties’ information regularly—especially financial statements and registry updates.

2. Use Monitoring Tools

There are services that notify you of changes in a company’s registration, status, or legal standing.

3. Stay Updated on Regulations

Follow updates from:

• Polish Ministry of Finance

• [KRS and CEIDG portals](https://ekrs.ms.gov.pl and https://www.biznes.gov.pl)

This ensures you comply with the latest rules when verifying Polish or EU-based businesses.

Final Tip

When in doubt, request references and call their clients directly. A legitimate company will always be transparent.