What is a company registration address and what requirements must it meet?
Every company entered in CEIDG or KRS must provide a registered office address. However, regulations do not require you to work there every day—it is enough that it is a real building address where correspondence can be received and that you have the right to use it under a document.
This document is a sublease or lease agreement with the address provider. Without it, even the best-sounding address in central Warsaw may be challenged by the tax office.
What does a standard virtual office package include?
The range of services varies between providers, but every reliable package should include:
- an address for registration with CEIDG or KRS,
- receipt and scanning of correspondence with forwarding by e-mail,
- notifications about new mail (SMS or e-mail),
- a postal power of attorney—a document necessary for the provider to legally collect registered letters on your behalf.
Some providers include access to conference rooms in the package or offer it for an additional fee—it is worth asking about the details before signing the agreement so that you do not pay separately for something you will use regularly.
If you want to understand how correspondence handling works in practice and what to look for when choosing an operator, read the post about correspondence handling in a virtual office—it describes the process in detail, from receiving a shipment to notifying the client.
The tax office and a virtual office—what can you expect?
The tax office has the right to verify whether correspondence can actually be received at the stated address and whether you have legal title to the premises. In practice, this happens rarely, but the devil is in the details—not every agreement with an address provider will be sufficient.
The key document is a sublease agreement, not merely confirmation that the service has been activated. If the provider issues only an invoice for the subscription, explicitly ask for an agreement that you can include in your tax office records. A good provider will not have a problem with this.
How to choose a reliable provider—4 questions worth asking
Before signing an agreement, it is worth checking a few things so that you do not discover shortcomings only during registration:
- Does the provider issue a sublease agreement, which you can show at the office? If not, keep looking.
- How quickly does it scan correspondence? The standard is within 24 hours of delivery.
- How does it handle registered letters requiring a signature? A provider with a postal power of attorney will collect them for you—without your presence.
- What is the notice period for the agreement? If you close your business or change your address, you do not want to be locked in for another year.
If you are looking for a trusted location, visit virtual address Warsaw—compare the range of services and make sure the agreement meets formal requirements before submitting an application to CEIDG or KRS.
Frequently asked questions
Is a virtual office legal in Poland?
Yes—the service is fully legal and widely used by sole proprietorships, limited liability companies and partnerships. The condition is having a valid agreement with the address provider confirming the legal title to the premises.
Can a limited liability company be registered at a virtual address?
Yes, provided that the provider has legal title to the premises and issues a document confirming your right to use the address. This document is placed in the company’s registration files at KRS.