Virtual Office for Foreign Companies | VBiuro

A foreign company can establish a limited liability company or a branch of a foreign entrepreneur in Poland. For this purpose, it needs a headquarters address – a virtual office provides such an address along with permission for the National Court Register. For example, a company from Germany establishes a company "XYZ Poland Sp. z o.o." and provides VBiuro's address at ul. Kasprzaka 31 in Warsaw as its headquarters. The National Court Register registers the company because there is an address rental agreement. The company didn't have to physically rent an office or even come to arrange it – everything handled remotely. If needed, the virtual office provider (like VBiuro) helps prepare registration documents, can connect with a notary, sworn translator, etc., facilitating the process in a legal system unfamiliar to the investor.

After establishing a company or branch in Poland, correspondence will start flowing to this entity – e.g., letters from the Tax Office (NIP, VAT), Social Security, banks, contractors, invoices, maybe letters from customers. The virtual office takes on the role of a secretariat: receiving letters and monitoring what comes in. Typically, it will offer document scanning and forwarding by email. Foreign company managers can immediately see the contents of letters, translate them (if they're not in English), and react. Without such a solution, letters could lie uncollected and deadlines could be missed. Moreover, the virtual office will forward originals to a specified foreign address if needed, or store them until a company representative visits Poland. For authorities and partners, it's important that someone always receives shipments at the Polish address – this ensures delivery certainty (which has legal effects, e.g., delivery of a tax decision is effective because someone acknowledged receipt at the virtual office).

A company entering the Polish market may want to have a local phone number (with +48 22 area code for Warsaw) so that Polish clients or authorities can contact it. A virtual office can provide a number and handle calls in Polish – passing notes from conversations to the foreign company's managers. For example, a customer calls the company's Polish number – it's answered by a virtual office employee who provides basic information (this can be taught/a script prepared), or at least informs the caller that their message will be passed on. Then they forward the message via email or phone to the contact person at the foreign headquarters. This way, the foreign company maintains constant contact with Polish clients and partners, even though its representatives may be abroad on a daily basis.

Additionally, some virtual offices offer specialized support, such as translation services – both written (document translation, emails) and verbal (language assistance with phone calls or meetings). This is a huge convenience when the company's management doesn't speak Polish fluently.

When representatives of a foreign company come to Warsaw for business meetings or to handle formalities, the virtual office provides them with physical space. They can use a conference room for customer meetings or an office by the hour for quiet work. They don't have to look for rooms in hotels or conduct important conversations in lobbies – they have professional premises available at their company address. The virtual office thus becomes their temporary operational headquarters whenever they are in the country.