How a Belarusian can legally and quickly open a business in Poland

Opening a company in Poland is becoming one of the most accessible and pragmatic ways for Belarusians to legally conduct business in the European Union. The country offers a predictable legal environment, clear tax rules, and simplified registration procedures, including for foreigners. However, a wrongly chosen legal form, errors in documents, or ignorance of local requirements can lead to delays, additional costs, and refusals from government authorities.

This material outlines step by step how a Belarusian entrepreneur can legally and quickly register a company in Poland: what business organization options are available, what documents are required, how the registration process takes place online and offline, as well as what to pay attention to when choosing a tax regime and subsequent business operations.

Choosing the optimal legal form and tax regime for Belarusian entrepreneurs in Poland

The first thing a Belarusian encounters in Poland is the need to align their real plans with legal possibilities. For a freelancer or consultant who works alone and wants minimal formalities, it is often sufficient sole proprietorship (SP): registration through CEIDG, simple reporting, the ability to take advantage of ZUS contribution benefits. If you plan to partner with other co-founders, attract an investor, or subsequently sell the business, it makes more sense to look towards limited liability company., where personal liability is limited and it is easier to divide shares. When choosing a form, it is worth immediately assessing:

• the scale of activity (local service vs international deliveries);
• the level of risk (working with large contracts, loans, warehouses);
• the number of founders and their roles;
• growth plans and potential exit from the project.

Choosing a tax regime in Poland for a Belarusian is a balance between current income, planned expenses, and the desire to maintain flexibility. Three approaches are popular with JDG:

• tax by scale (tax scale) — with progression and benefits, if there is a family and social deductions;
• linear 19% (linear tax) — convenient with stable high income and limited deductions;
• lump sum — fixed percentage of turnover, beneficial with low expenses and simple services.

For limited liability company. it is necessary to consider not only the CIT rate but also the subsequent taxation of dividends, as well as the costs of accounting and corporate governance. Belarusian entrepreneurs should model 2–3 scenarios (sole proprietorship on JDG, small partnership, company with investment prospects) and compare them by effective tax burden, level of personal protection, and administrative obligations before submitting registration documents.

Step-by-step algorithm for registering a company considering online procedures and review times

First, determine the legal form of the business and prepare a set of data for the online application: scans of the passport, registration address in Poland or lease agreement, selected type of activity (PKD), amount of share capital, and list of participants. Through services ePUAP or portal Judicial Records Portal (PRS) you fill out interactive forms, sign them with a qualified electronic signature or trusted profile (Profil Zaufany), and upload the necessary attachments. When choosing a ready-made template for the charter, registration is faster, but the freedom in configuring the internal structure of the company is limited. The state fee is paid online, the receipt is generated automatically and attached to the application.

• Preparing documents: 1–3 days
• Submission of online application: about 1 hour
• Review in KRS: usually 1–7 working days
• Assignment of NIP, REGON: automatically after being entered into the register
• Opening a bank account: 1–5 working days

Requirements for founding documents and identity verification for citizens of Belarus

Polish registration authorities expect Belarusian founders to provide a complete, logical set of documents confirming both the status of the future company and the legality of its participants' origins. The standard set usually includes:

• Charter or founding agreement — in Polish or with a certified translation;
• Decision on establishment (minutes of the meeting or sole decision of the founder);
• Information on the capital structure and distribution of shares among participants;
• Signatures of the founders, notarized (by a Polish or consular notary or with an apostille);
• Information on the type of activity according to PKD codes and the proposed legal address in Poland.

To confirm the identity of Belarusian founders and directors, the Polish registry pays attention not only to the correctness of passport data but also to the possibility of their verification in electronic systems. In practice, this means that the following will be required:

• Original passport of a citizen of Belarus for personal identification at a notary or bank;
• Notarized copy of the passport with a certified translation if the document submission is done remotely;
• Document confirming the place of residence (utility bill, lease agreement, registration at the place of residence);
• Polish PESEL identifier and active ePUAP profile — are not mandatory but significantly speed up the submission through S24 or the court portal;
• Contact details (phone, e-mail) that will be indicated in the registration forms and bank questionnaires.

Practical recommendations for opening a bank account and organizing remote management of the company

Polish banks are quite loyal to foreign founders, however, preparation for the visit must be impeccable. Clarify in advance with the chosen bank whether the identification of the director is possible via video call or by proxy through a Polish lawyer — some financial institutions already have such procedures. The standard package of documents includes: founding documents of the company, director's passport, PESEL or foreigner's number (if available), as well as a brief description of the planned activities. It is advisable to prepare a one-page business resume in Polish or English and a list of key counterparties. Please note that banks pay special attention to beneficiaries from Belarus, so additional confirmation of the source of funds and business reputation may be required.

• Internet bankingfull access with the ability to set up multi-level roles for directors and accounting.
• Qualified electronic signature (suitable for both ePUAP and signing bank documents).
• Cloud document managementcontracts, invoices, primary documents — in a unified system with differentiated access rights.
• Online accounting or bank integration with accounting software for automatic extraction of statements.

This model of operation allows managing a Polish company from Belarus without violating compliance requirements and without traveling to Poland for each transaction. It is important to establish clear regulations from the outset: who has the right to initiate a payment at what amounts, who confirms it, and within what timeframes documents are submitted to accounting. This not only reduces the risks of account blocking but also facilitates communication with the bank in case of an in-depth transaction review or client dossier update.

In brief, let's highlight the key points

In summary, opening a company in Poland for Belarusian citizens is a clear and structured procedure if one prepares in advance, chooses the right legal form, and properly prepares the documents. Careful compliance with Polish legislation, the use of electronic services, and, if necessary, the involvement of specialized consultants can significantly reduce registration times and minimize risks.

Before making a final decision, it makes sense to assess the tax and legal implications of the chosen business structure, the prospects for entering the Polish and European markets, as well as one's own resources and goals. A systematic approach at the start helps not only to quickly register a company but also to create a stable foundation for further business development in Poland.