It is no secret that the number of foreign entrepreneurs in Poland is growing rapidly. Why is this so? There are many reasons, but the most important one is the inflow of a huge number of migrants from neighboring countries (and beyond). If you are considering starting your own business in Poland, you should know in advance that you will encounter many nuances.
For example, it is worth thinking about which form of business activity to choose in your specific case – Sp. z o.o. or JDG. It is also worth considering the issue of tax returns in more detail. What else? Any business in Poland must have an official address, which is specified by the founder during registration. This applies to both individual entrepreneurs and limited liability companies. One of the most common solutions is to rent a virtual office in Poland. However, this option may have some nuances and pitfalls. In this article, we would like to tell you more about virtual offices, their advantages/disadvantages, and compliance with legal requirements. Let's get started!
Virtual office – what is it?
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When talking about the term “virtual office”, we would describe it as an alternative to renting a physical space for conducting business. It is an outsourcing service that allows you to virtually rent space for registering your business. In addition, you can receive correspondence through such an office and even choose other services provided by the office provider. Here is a complete list of what a virtual office in Poland can be used for:
Provision of a legal address for company registration
Receipt and forwarding of correspondence
Maintenance of a telephone line with call forwarding
Rental of meeting rooms (if necessary)
Accounting and administrative support
A virtual office is used for official company registration, interaction with government agencies, creating an image of a reliable partner, and convenient remote business management.
Who is this suitable for?
So, one of the important questions is who should (and who shouldn't) rent a virtual office in Poland. It all depends on the individual case. First of all, you need to understand that any business in Poland must have its own address, which is specified during registration. If we are talking about an individual entrepreneur, then it is CEIDG; if we are talking about a limited liability company, then it is KRS. You can find out more about the legal requirements on the official website at this link.
For example, if you are starting your own business with big ambitions and production, a virtual office is probably not for you. You will have to rent physical premises for production, which can be specified when registering the company. However, no one prohibits you from having several premises: a production facility and an office, including a virtual one.
This solution is most suitable for small companies, individual entrepreneurs, and startups that operate online. If you don't need to spend hundreds or even thousands of euros on renting physical premises, you can consider renting a virtual office.
What should you consider when choosing a virtual office in Poland?
Even though you are planning to rent virtual office space, you still need to approach this task responsibly. Your reputation in the eyes of your clients and your comfort when working with a virtual office may depend on it. So, what should you pay attention to first?
First, the cost: service packages can vary significantly, so you need to compare the price with the set of options, including mail forwarding, telephone line, and access to meeting rooms. Also, consider the provider's reputation. For example, a reliable company guarantees proper legal support and compliance with all legal requirements.
What else? You should consider the location of the address. A prestigious area of the city can increase the trust of partners and clients. Accessibility is no less important: the ability to quickly receive documents, promptly forward calls, and, if necessary, rent a meeting room.
Approximate prices
Obviously, one of the main reasons why entrepreneurs in Poland choose a virtual office is the cost compared to a physical space. But is it really as profitable as people say on the internet? Let's check it out together. We have prepared a comparative price table.
Monthly expenses | Physical space | Virtual office |
Premises rental | 2,000-3,000 PLN | 400-1500 PLN |
Utilities | 500-800 PLN | — |
Internet and telephone services | 150-200 PLN | Usually included in the price |
Cleaning | 150-200 PLN | — |
Meeting rooms | Paid separately | Upon request |
Mail forwarding | Included in rent | Included in rent |
*The prices shown in the table above are approximate and are calculated based on a physical office with an area of approximately 20-30 square meters.
Key legal requirements for virtual offices
Another factor to consider is compliance with legal regulations. What do we mean by this? In Poland, when registering a company, it is permissible to specify a virtual office if there is a valid legal right to use the address, such as a lease agreement, najmu, or inny tytuł prawny, which confirms permission to register at that address. It is important that the virtual office provider can provide such documents. This way, the address will be accepted when registering with CEIDG, KRS, a bank, or the tax office.
Since October 30, 2021, virtual offices will be subject to anti-money laundering (AML) legislation and must be entered in a special register maintained by the Ministry of Finance. In addition, the law excludes the possibility of tax authorities checking the existence of a physical office (area, equipment, etc.); formal compliance is sufficient.
Where can you get help?
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Registering and running a business in Poland can be quite challenging for foreigners. This is quite normal, as there are certain peculiarities and pitfalls to be aware of. If you encounter any difficulties or problems, you can always contact the aksis agency. We will be happy to help you with many issues, including official company registration, choosing a tax form, and, of course, renting a virtual office. All you need to do is contact us in any way convenient for you. We will provide a free consultation as soon as possible!
