Opening a company in Poland is becoming an increasingly relevant tool for Belarusian entrepreneurs to enter the EU market, protect capital, and develop international business. However, despite attractive conditions, a key issue remains compliance with all legal requirements and minimizing registration times. It is important not only to choose the legal form and tax system correctly but also to prepare in advance for the procedures related to obtaining identification numbers, opening a bank account, and interacting with state registers.
This article discusses the practical aspects related to the legal and prompt opening of a firm in Poland by Belarusian citizens. We will step by step analyze what documents are necessary, what registration options are available, what the main legal and tax nuances are, as well as what solutions allow for significantly reducing the time to launch a business. This approach will help entrepreneurs avoid typical mistakes and optimize the process of entering the Polish market.
Before submitting documents, it is important to determine in what format your business will operate: individual entrepreneurship (JDG), limited liability company. or, for example, a simple partnership. For Belarusians at the start, the option with limited liability is often optimal: it separates personal assets from the risks of the firm, facilitates attracting partners, and looks more solid to banks and counterparties. Individual entrepreneurship is suitable for those who plan to provide services independently, without a complex structure of employees and investors, and are ready to bear unlimited liability. It is also important to think in advance about whether you will need VAT payer status and what tax regimes are possible specifically for the chosen form.
| Form | Responsibility | Startup costs |
|---|---|---|
| Sole proprietorship (JDG) | Unlimited | Minimum |
| Limited liability company. | Limited by contribution | Charter capital + services of lawyers/accountants |
| Partnership | General or share | Medium |
For Belarusian citizens, confirming identity and the transparent origin of funds is key. In practice, this means having zagranichnogo pasporta, a valid Schengen visa or residence card (if you already live in Poland), as well as documents that will show that you are not under sanctions and do not have a ban on entrepreneurial activity. Banks and notaries may additionally request proof of residence, TIN, bank statement, or certificate of no criminal record — it all depends on the specific case and level of risk. It is important to check in advance that there are no discrepancies in the spelling of the full name in Russian, Belarusian, and Latin letters in the documents.
| Document | Who needs it | Feature |
|---|---|---|
| Passport | Each founder | Copy + translation if necessary |
| Draft charter | Companies with multiple participants | Agreed before the visit to the notary |
| Address confirmation | Foreigner without a residence card | Lease agreement or owner's statement |
The preparation of the document package begins with a clear definition of the business model: one founder or several partners, Is the participation of Belarusian or Polish directors planned, is licensed activity needed (for example, financial services or transport). At this stage, it is recommended to agree on templates of founding documents, lists of founders and managers, as well as to prepare powers of attorney if any of the participants cannot be present in person at the Polish notary. All foreign documents generally require sworn translation into Polish, so it is worth allocating time and budget for the services of a sworn translator. Proper preliminary preparation often allows for the registration of a company in one visit to Poland, without additional modifications and delays.
The scheme for remote company registration for Belarusians is built around two key tools: Polish online services and qualified electronic signature. First, digital documents are prepared: scans of the passport, proof of address in Poland, draft of the charter, and data of future participants. Next, you choose a platform — it can be eKRS or a commercial intermediary service with a Russian/English interface that guides you step by step through forms and contract templates. It is important to clarify in advance what types of electronic signatures the service accepts: Polish qualified electronic signature, European signature on a cryptographic card, or a temporary signature issued through video verification.
| Stage | Tool | Average time |
|---|---|---|
| Document preparation | Scanner, charter templates | 1–2 days |
| Issuance of electronic signatures | Polish e-signature provider | 1–3 days |
| Submission to KRS | Online portal + e-signature | up to 2 hours |
| Court decision | KRS system | from 1 to 7 days |
After all forms are filled out, the system automatically generates a set of applications that need to be signed electronically by each founder. Almost all modern services accompany this process with prompts and error notifications, as well as store drafts. Belarusians should pay attention to the options of a bilingual interface и support for non-residents, to minimize the risk of registration denial. After completing the signing and paying the fee, you receive an electronic confirmation of document submission to the court, and after being entered into the register — an extract from KRS, which can be used to open a bank account and for subsequent tax registration.
After registering a business in Poland, the key task is to correctly choose a tax system and organize accounting so as not to violate Polish law requirements. For most new firms opened by Belarusians, the basic tax remains corporate income tax (CIT) or personal income tax (PIT) for sole proprietorship. It is important to immediately determine whether you will be a VAT payer: if you plan to work with companies from the EU, provide B2B services, or have revenue above the established limit, registration as a VAT payer becomes almost mandatory. The main fiscal obligations include:
| Type of tax / report | Frequency | Who it concerns |
|---|---|---|
| VAT-7 / VAT-7K | Monthly / quarterly | VAT payers |
| CIT-8 / PIT-36 | Once a year | LLC and individual entrepreneurs |
| JPK_V7 | Monthly | All companies with VAT |
| ZUS DRA | Monthly | Employers and sole proprietors |
Most often, foreigners entrust accounting to an outsourcing office — it is cheaper and safer than maintaining an in-house chief accountant, especially in the first months of operation. A competent accountant will help choose the optimal accounting method (simplified income and expense book or full accounting), correctly issue an invoice for foreign contractors and track the threshold turnover values that affect tax status. It is recommended to immediately implement basic regulations:
In summary, opening a company in Poland for Belarusian entrepreneurs is a real and practically tested opportunity that allows for legal business operations in the EU, optimizes taxation, and expands the sales market.
The key success factors remain:
— correct choice of legal form and taxation system;
— careful preparation of founding documents;
— compliance with registration procedures and reporting requirements;
— use of professional legal and accounting support.
Consistent completion of all stages based on current legal norms allows for minimizing risks, speeding up the registration process, and establishing the company's activities on a transparent and sustainable basis from the first months.
