How to register an individual entrepreneur remotely in Poland

In the context of the digitalization of public services, starting a business abroad is becoming increasingly accessible even without personal presence. Poland remains one of the most attractive destinations for entrepreneurs from CIS countries due to relatively simple registration procedures and clear business rules. At the same time, obtaining the status of an individual entrepreneur (FOP, Polish equivalent — jednoosobowa działalność gospodarcza) remotely requires a clear understanding of legal requirements, technical tools, and the sequence of actions.

This article discusses the key steps for remote registration of FOP in Poland: from preparing the necessary documents and obtaining electronic identifiers to submitting applications through online services and choosing the optimal tax form. The material is aimed at those who plan to start entrepreneurial activities in Poland while being in another country and seek to minimize risks, timelines, and costs during the organizational phase.

Preparing documents and electronic tools for remote registration of FOP in Poland

First, it is important to gather a basic package of digital and paper documents without which online registration will be impossible. You will need: a foreign passport (preferably biometric), PESEL or a document confirming its assignment, as well as a current the address of residence in Poland. It is advisable to prepare high-quality scans in PDF or JPG formats in advance and store them in separate folders with clear names. It is useful to create a checklist and mark what is already ready and what is still in progress — this will reduce the risk of errors and delays when filling out online forms.

Equally important is the correct setup of electronic identification tools through which you will sign applications and communicate with Polish government services. To do this, make sure you have:

• Trusted Profile or another qualified electronic signature;
• an active online banking account, linked to your PESEL;
• a current e-mail and a phone number for SMS confirmations;
• a reliable password manager or secure data storage.

Step-by-step algorithm for submitting an application through electronic government services

First, make sure you have a trusted profile (Profil Zaufany) or a qualified electronic signature, as well as a valid passport and PESEL. Prepare a brief description of the planned activity and codes in advance PKD, so as not to waste time filling out the form. On the portal biznes.gov.pl or praca.gov.pl, select the appropriate service for registering a business activity and log in using your electronic identifier. After logging into your personal account, proceed to create a new application and select the form for registering as a sole proprietor.

• Fill in personal data — Full name, PESEL, registration address, and correspondence address.
• Specify the type of activity — select the main and additional PKD codes.
• Determine the form of taxation — choose a simplified system or general rules.
• Fill in bank details — if you have an account for business activities.
• Sign the application — use Profil Zaufany or an e-signature and submit the form online.

Requirements for tax accounting and choosing the optimal tax form for remote registration

The Polish tax system for individual entrepreneurs allows choosing the tax payment format already at the stage of online application submission, so it is important to assess in advance how this choice will affect the actual burden and reporting requirements. In practice, not only rates are considered, but also administrative obligations: the frequency of submitting declarations, the need to keep detailed records of expenses, mandatory VAT registration for certain types of activities. First of all, attention should be paid to the compliance of the tax form with your business modeling and typical expenses. For example, if your activity is related to IT services, consulting, or marketing, the optimal solution often becomes a simplified system with a fixed rate from income, but with significant expenses on contractors and equipment, the classic scheme with consideration of actual costs may turn out to be more profitable.

• Linear tax (19%) – suitable for those who expect stable high income and significant expenses that require documentation.
• Taxation under general rules (scale 12% / 32%) – relevant for a lower start and flexibility in deductions, especially in the first year of operation.
• Market (lump-sum) tax on turnover – convenient for freelancers and specialists with a low cost structure and predictable income.

Practical recommendations for minimizing risks and interacting with Polish institutions online

To ensure that the remote registration of entrepreneur status does not turn into a series of unpleasant surprises, it is important to establish a clear algorithm of actions and communication channels with Polish authorities in advance. gov.pl First, prepare a separate email account and SIM card that you will use only for government services and banking notifications.

• Set up two-factor authentication and store scans of key documents in an encrypted cloud. It is also useful to keep a brief «interaction journal» with institutions: record the dates of applications, case numbers, and received responses.
• When working with the ZUS, KAS, and CEIDG websites, pay attention to the address bar and security certificate, and log in only through official portals or trusted ePUAP providers. Check counterparties.
• Keep confirmations against the KRS/CEIDG registers before entering into paid contracts for "registration assistance.".
• Use official communication forms — electronic reception, ePUAP, secure contact forms on institution websites.

NIP, VAT, declarations

Keep UPO — official confirmation of submission.

Regularly reconcile the balance and payment archive in your personal account.

Timely study of the regulatory framework and a responsible attitude towards fulfilling formalities allow minimizing risks and ensuring stable functioning of individual entrepreneurs in Poland in the long term.