Starting a business in Poland? One of the essential steps in establishing your brand legally is to register a trade name in Poland. A trade name not only helps build business credibility but is also a legal requirement depending on your business type. This guide will walk you through the process, legal requirements, and documentation for trade name registration in Poland.
What Is a Trade Name in Poland?
A trade name (Polish: nazwa handlowa) is the name under which a business operates in public. It may differ from the legal name of the business but must comply with Polish commercial law. Depending on your business type, this trade name may be:
- A creative brand name (e.g., Green Solutions)
- A name that includes the owner’s full name (for sole proprietorships)
- A legal name registered in KRS (for companies)
A well-chosen trade name can give your company a strong brand identity, improve recognition in the market, and help customers find and remember your business easily. It also contributes to your professional image in formal communications, both locally and internationally.
Is Trade Name Registration Mandatory in Poland?
Yes, in most cases. Here’s how it breaks down:
Sole Proprietorships (Jednoosobowa Działalność Gospodarcza)
- Trade name is mandatory
- Must include the owner’s full name
- Can include additional descriptive words or branding elements
Limited Liability Companies (Sp. z o.o.), Joint-Stock Companies (S.A.)
- Mandatory to register a company name that also serves as the trade name
- Must be unique and include the legal form (e.g., Sp. z o.o.)
Partnerships
- Trade name must follow rules that often require inclusion of a partner’s surname and legal form (e.g., Nowak i Partnerzy Sp. j.)
Each type of business entity must comply with specific naming conventions and rules, and violating these rules may result in rejection during registration or future legal disputes.
Where to Register a Trade Name in Poland
The registration authority depends on your business structure:
- Sole proprietorships must register with the Central Register and Information on Economic Activity (CEIDG).
- Companies and partnerships must register their trade name through the National Court Register (KRS) managed by the Ministry of Justice.
The CEIDG is aimed at individual entrepreneurs, and registration there is relatively fast and free. In contrast, the KRS process applies to commercial companies and partnerships and involves notary involvement and government fees.
If you are unsure where your business type fits, consult a business advisor or legal expert before initiating the registration process.
Step-by-Step: How to Register Trade Name in Poland
Step 1: Choose a Compliant Trade Name
Ensure the name you choose is unique, not misleading, and complies with legal requirements. For sole traders, it must include the owner’s full name. Companies must include their legal form (like Sp. z o.o.). Check availability in the CEIDG database (for sole proprietors) or KRS and EUIPO databases (for companies and trademarks).
A good trade name should reflect your brand identity and be distinct from competitors. Conducting a legal check before finalizing the name is recommended to avoid future disputes.
Also consider your target audience, industry norms, domain name availability, and trademark potential when choosing a name.
Step 2: Prepare Required Information
You will need the selected trade name, owner or company identification details (such as PESEL, NIP, REGON), a business address that includes a street name, and PKD codes describing the business activities.
PKD codes (Polska Klasyfikacja Działalności) are classification codes used to identify the type of business activity. It’s important to select the correct codes to avoid issues with tax or licensing authorities.
Incorrect codes may lead to mismatches with your declared business operations and potential penalties.
Step 3: Submit Application
For Sole Proprietorships: Register online via the CEIDG portal or in person at a municipal office. The registration is free of charge. You will receive confirmation of entry in the CEIDG register, and your trade name becomes public record.
For Companies: Submit the application via the Court Register Portal (PRS) as part of the company incorporation process. A notarial deed is required. Registration typically involves a fee and takes longer. Once approved, the trade name is listed in KRS.
Some companies may also choose to register their business name in multiple languages or variations for branding purposes, though these must also follow naming rules.
Step 4: Confirm Registration
Once approved, your trade name will be legally recognized and listed in the CEIDG or KRS database. You can then use it for invoices, contracts, websites, signage, and all legal documents.
In addition, you should consider registering your domain name and securing branding assets related to your trade name to maintain consistency and brand protection.
Additional Considerations for Trade Name Registration
Trademark Protection
Registering a trade name doesn’t automatically grant trademark rights. For broader protection, you can register a trademark through the Polish Patent Office (UPRP) or the European Union Intellectual Property Office (EUIPO).
This helps protect your brand against competitors and ensures exclusive usage rights throughout Poland or the EU, depending on where you file.
Without trademark protection, another business could potentially register a similar mark and challenge your right to use the name.
Virtual Office or Coworking Address
Your registration must include a full business address with a street name. You may use a virtual office if it is capable of handling official correspondence. Many startups use coworking spaces as legal business addresses, but they must be properly documented in the application.
Make sure the address you provide is valid for receiving official letters, notices, and inspections if applicable.
Updating or Changing Your Trade Name
Sole proprietors can update their trade name through CEIDG easily. Companies must file an amendment with KRS and pay a fee for changes. Changes must be reflected in all business correspondence and public documents.
Changing a name may also require updates to business cards, websites, contracts, signage, social media accounts, and licenses, so plan carefully before registering.
Timeline and Costs
For sole proprietors, the process usually takes 1 to 3 working days and is free. For companies, registration with KRS can take 7 to 21 working days and costs approximately PLN 600. Additional legal or notarial fees may apply depending on the structure.
These timeframes can vary depending on the accuracy of your documents and backlog at the local courts. Engaging a local consultant can reduce errors and speed up the process.
If you’re registering from abroad, make sure you have a trusted local representative or legal advisor familiar with Polish corporate procedures.
Benefits of Trade Name Registration in Poland
Registering your trade name:
- Builds professional credibility
- Allows you to issue legal invoices
- Enables business bank account setup
- Supports future trademark or IP protection
- Is required for business contracts, billing, and taxation
- Strengthens brand recognition and legal identity
- Assists in investor communication and government dealings
- Helps separate personal and business branding in sole proprietorships
A clear and well-registered trade name can also boost customer trust and marketing efforts, especially for online businesses targeting EU clients.
How Ease to Compliance Can Help
Registering your trade name in Poland can seem complex, especially if you are a foreign entrepreneur or new to the Polish legal system. At Ease to Compliance, our firm offer complete support for:
- Trade name selection and legal review
- CEIDG or KRS registration process
- Virtual office address solutions
- Trademark filing and brand protection
- Ongoing compliance and business documentation
Our team help you avoid common mistakes, reduce time delays, and stay compliant with Polish laws. Whether you’re launching a small business or expanding a foreign company into Poland, we ensure a smooth and professional start.
Need help registering your trade name in Poland? Contact Ease to Compliance today and get started with confidence.
FAQs on Register Trade Name in Poland
Question 1: Can I register multiple trade names under one business in Poland?
Answer: Yes, a business can operate under multiple trade names (also called “secondary names” or “brands”), but each name must be legally registered and comply with naming regulations. For sole proprietors, CEIDG allows listing alternative business names; for companies, changes or additions require amendments through KRS.
Question 2: Do I need a Polish bank account before registering a trade name?
Answer: No, a Polish bank account is not required to register a trade name. However, once your business is registered, you will need a local bank account to operate legally, especially for tax payments, invoicing, and receiving funds.
Question 3: Can a foreigner register a trade name in Poland without a local partner?
Answer: Yes, foreigners can register a trade name in Poland without a local partner. You can establish a sole proprietorship (if you reside in Poland) or a company like an Sp. z o.o. from abroad. However, you’ll need a registered business address in Poland and may require assistance with legal documentation and representation.
