Establishing a distinctive business name in Poland is one of the first and most crucial steps in starting a successful enterprise. Whether you’re launching a local Polish venture or expanding your foreign business into the Polish market, you need to understand how Trade Name Registration in Poland works. This guide provides a step-by-step overview of the process, legal requirements, benefits, and common challenges associated with registering a trade name.
Why Trade Name Registration in Poland Matters
What is a Trade Name?
A trade name, also known as a business name, is the name under which a business operates and presents itself to customers. It’s an essential component of branding and legal recognition. In Poland, it must be registered with the appropriate registry depending on the business form.
Legal Importance
Registering your trade name in Poland ensures:
- Legal protection of your business identity
- Transparency in commercial transactions
- Compliance with Polish business law
- Avoidance of name duplication issues
Who Needs to Register a Trade Name?
- Sole proprietors (jednoosobowa działalność gospodarcza)
- Partnerships (spółka jawna, spółka partnerska)
- Limited liability companies (spółka z o.o.)
- Joint-stock companies (spółka akcyjna)
Whether you’re setting up a one-person freelance operation or a large corporation, Trade Name Registration in Poland is a mandatory step.
Choosing a Business Name in Poland
Key Considerations
- The name must be unique and distinguishable from existing entities
- It cannot mislead customers about the business activity
- For sole proprietors, the name must include the owner’s full name
- Certain legal forms require specific suffixes (e.g., “sp. z o.o.” for LLCs)
Tips for a Strong Business Name
- Keep it short and memorable
- Avoid hard-to-pronounce terms
- Use keywords relevant to your business activity
- Check for domain availability if launching a website
- Consider future scalability and branding potential
Check Name Availability
Before proceeding with Trade Name Registration in Poland, check name availability via:
- Central Registration and Information on Business (CEIDG) for sole traders
- National Court Register (KRS) for companies
- Polish Patent Office if you plan to trademark the name
Conducting a name search helps you avoid costly legal disputes and rebranding later.
Legal Requirements for Trade Names in Poland
To ensure legal compliance, your trade name must:
- Be written in Latin script
- Not infringe upon existing registered names or trademarks
- Not contain misleading terms (e.g., “university”, “bank”) unless properly licensed
- Include the full legal name of the sole trader (if applicable)
- Include the legal form suffix (e.g., “sp. z o.o.”, “s.j.”) for companies
Businesses operating without proper registration may face administrative penalties or refusal of licenses.
Registration Process for Different Business Forms
For Sole Proprietors (CEIDG Registration)
1: Prepare Required Documents
- PESEL number (Polish national ID number)
- Identity proof (passport, national ID)
- Description of business activity (PKD codes)
- Polish address (residential or business)
2: Submit an Application
- Online via https://www.biznes.gov.pl
- In-person at a municipal office
3: Automatic Registration
Once submitted, CEIDG automatically registers your trade name along with your business activity. You also receive a REGON (statistical number) and are registered with ZUS (social insurance institution) and the tax office.
For Companies (KRS Registration)
Step 1: Choose Legal Form
- Sp. z o.o. (LLC)
- Spółka akcyjna (Joint-stock company)
- Partnerships (civil, general, or limited)
Step 2: Draft Articles of Association
The trade name must be included in the founding documents. Ensure compliance with Polish naming conventions.
Step 3: Notarize and File
- Prepare documents and have them notarized
- Submit online via the S24 system or paper to the appropriate court
- Pay applicable court and publication fees
Step 4: Publication
Upon approval, your trade name is officially listed in the National Court Register and becomes legally protected.
Required Information for Registration
When registering your business name in Poland, you’ll typically need:
- Proposed trade name
- Type of business activity (PKD code)
- Registered business address
- Contact information
- Legal form of the business
- Shareholder and management details (for companies)
- Proof of identity and eligibility for foreigners
Additional documentation may include:
- Notarial deeds (for capital companies)
- Powers of attorney (if represented by a third party)
- Translations of foreign documents
Costs Associated with Trade Name Registration in Poland
- CEIDG registration: Free of charge
- KRS registration for companies: Approx. PLN 600–1,000
- Court fee: PLN 500
- Official Gazette publication: PLN 100
- Optional trademark registration: Starting from PLN 450 locally, or EUR 850 with EUIPO for EU-wide protection
- Legal or notary fees (for companies): Varies based on share capital and structure
Budgeting for these costs is essential when planning your business launch.
Timeline for Registration
- CEIDG: Typically 1–3 business days
- KRS: 7–21 business days, depending on completeness and legal form
- Trademark registration: 3–6 months or longer, depending on objections
Delays can occur due to errors in documentation, missing information, or backlog at the registration office.
Common Mistakes to Avoid
- Selecting a name already registered or protected
- Failing to include the required legal form (e.g., sp. z o.o.)
- Omitting full personal names for sole traders
- Not checking domain or trademark conflicts
- Using restricted or regulated terms (e.g., “bank”, “university”) without licenses
- Submitting inconsistent or incomplete documentation
- Assuming trade name registration equals trademark protection
Avoiding these errors can save time, money, and future legal issues.
Trademark vs. Trade Name: What’s the Difference?
It’s important to distinguish between a trade name and a trademark:
- Trade Name: Identifies your registered business entity. Required by law.
- Trademark: Protects the branding elements (name, logo, slogan) under intellectual property law.
Registering a trade name does not automatically protect it against others using it as a brand. Consider registering your business name as a trademark for broader legal protection.
Foreign Entrepreneurs: Can You Register a Trade Name in Poland?
Yes. Foreign nationals can register a business name in Poland under these conditions:
EU/EEA Citizens:
- Same rights as Polish nationals
- Can register as sole proprietors or establish companies
Non-EU Citizens:
- May require a temporary residence permit or registered business address
- Often register through a Polish branch, representative office, or subsidiary
- A legal representative or translator may be needed
Working with local experts helps avoid legal hurdles and ensures proper compliance.
Changing or Updating a Trade Name in Poland
If you wish to change your business name:
- CEIDG entities: Update the trade name online via the CEIDG platform
- KRS entities: Amend Articles of Association and re-file with the court
Changes may require notarial certification and incur fees. Updates must also be reflected in the VAT and social security registries.
Benefits of Proper Trade Name Registration
- Legal clarity and recognition in the Polish marketplace
- Confidence for clients, suppliers, and partners
- Required for invoices, contracts, and licenses
- Simplifies business banking and taxation
- Helps build brand identity and trust
- Prevents future disputes over business name rights
- Improves SEO and digital visibility if matched with the domain name
If you’re planning to grow your business or enter EU markets, registering your trade name in Poland is a crucial compliance and strategic step.
How Ease to Compliance Can Help
At Ease to Compliance, we provide complete assistance with Trade Name Registration in Poland including:
- Name availability search and advisory
- CEIDG or KRS application filing
- Assistance with notary and translation services
- Support for foreign investors and startups
- Trademark registration via the Polish Patent Office or the EUIPO
- Ongoing compliance and legal advisory for your Polish operations
Let our experts manage the paperwork and legal complexities so you can focus on launching and growing your business in Poland.
Conclusion
Registering your business name in Poland is more than a formality; it’s a key step in establishing your legal presence and protecting your brand. From selecting a compliant and memorable name to completing CEIDG or KRS filings, the process involves several important legal and administrative actions.
Whether you’re a local entrepreneur or an international business, Ease to Compliance is here to guide you through every step. For personalised support and fast, accurate trade name registration, contact us today and get your business off to a professional start in the Polish market.
FAQs On Trade Name Registration in Poland
Question 1. Can I register multiple trade names under one business in Poland?
Answer: Yes, it is possible to operate under multiple trade names, but each name must be registered separately, and some business forms may require additional filings or permits for each.
Question 2. Is it mandatory to register a trade name if I’m only offering freelance services in Poland?
Answer: If you’re offering freelance services as a sole proprietor, you must register your activity and trade name through CEIDG. Even simple freelance work legally requires registration.
Question 3. What happens if I don’t register my trade name in Poland?
Answer: Operating without registering your trade name can result in legal penalties, inability to issue invoices, challenges in opening a bank account, and restrictions on signing contracts.
