Many entrepreneurs from abroad want to sell in Poland before committing to their own office and a team on site. To set up a company or a branch, however, you need a Polish address – and someone has to receive letters from the authorities.
A virtual office fills that gap: it gives you an address in Warsaw that you can enter in the KRS (National Court Register), receives your letters and makes them available online. In this guide we explain how foreign companies use it, how to set up a company without travelling to Poland, and what a virtual office will not do for you.
Challenges for foreign companies entering Poland
A company from abroad (from the EU, the USA or elsewhere) that wants to operate in Poland usually faces four obstacles:
A registered office address in Poland
Receiving letters from the authorities
Market entry costs
Polish procedures and language
A virtual office solves the first two problems and lowers the cost of entry. It does not replace an adviser, though: VBIURO does not provide legal services or legal or tax advice. For questions about the legal form of your business, taxes or residence, consult a lawyer or a tax adviser.
If you are wondering whether this solution is lawful, read our article on whether a virtual office is legal, and when choosing the address itself, our guide on how to choose a company registration address will help.
How do foreign companies use a virtual office in Warsaw?
Company or branch registration
A foreign company can set up a limited liability company (sp. z o.o.) in Poland or a branch of a foreign entrepreneur. For that it needs a registered office address – a virtual office provides one under a contract.
Example: a German company sets up “XYZ Polska sp. z o.o.” and gives VBIURO’s address – ul. Marcina Kasprzaka 31/119, Warsaw – as its registered office. For such a company the registry court is the District Court for the Capital City of Warsaw, 13th Commercial Division of the National Court Register (Sąd Rejonowy dla m.st. Warszawy w Warszawie, XIII Wydział Gospodarczy Krajowego Rejestru Sądowego), and the tax office is the Warsaw-Wola Tax Office (Urząd Skarbowy Warszawa-Wola). The company can be set up online in the S24 system, or you can take over a ready-made company (details below). In the PRO package we also help you fill in the documents.
Correspondence address and mail handling
After registration, letters will start arriving: from the tax office (NIP, VAT), ZUS, banks and business partners. VBIURO receives them, notifies you by email about each item and scans it – scanning is free and unlimited, however many letters arrive in a month.
Office staff are on site Mon–Fri 9:00–17:00 – during these hours, when you are in Warsaw, you can also collect your letters in person. We also accept parcels and courier deliveries, as long as they are not large and do not disrupt the office's work. Management abroad sees the contents of each letter as soon as it is scanned and can respond on time instead of finding out weeks later.
Client Panel and App 24/7
Every VBIURO client has access to the Client Panel and App 24/7. Whatever your time zone, you can see scans of your letters, check the status of shipments and download documents there. This lets you keep track of VAT, ZUS or KRS deadlines from anywhere.
Conference room for your visits to Poland
When you come to Warsaw for meetings, you can rent the conference room at your company address – for PLN 100 net per hour or PLN 500 net for a whole day (TV with HDMI, Wi-Fi, VAT invoice). The PRO package includes 1 hour of the room per month. You meet clients where your company is registered rather than in a hotel lobby.
Also keep e-Doręczenia (e-Delivery) in mind – the official mailbox for electronic correspondence, which today applies to practically every business registered in the KRS or CEIDG. A virtual office handles paper mail and does not replace this mailbox – it has to be checked by the entrepreneur or by a person they appoint. Your e-Delivery address becomes public (listed in the Electronic Address Database, BAE) only after it has been activated.
Register your company remotely – without travelling to Poland
Setting up a business in Poland does not always require a personal visit. You have three options:
Company registration in the S24 system
You can set up a limited liability company electronically in the government S24 system, using the standard articles-of-association template and giving our address in Wola as the registered office. Without travelling to Poland this is possible only if every person signing the articles has an S24 account and an accepted electronic signature (Trusted Profile, qualified signature or personal signature) and can be properly identified.
Registration usually takes 24–72 hours. If you register your company with us, we prepare the tax office and CRBR (beneficial owners register) filings right away. Clients from abroad use the same services as Polish companies: company registration in S24, ready-made companies and tax office and CRBR filings.
A ready-made company to take over
Virtual office agreement online
A foreigner often has to obtain an accepted electronic signature or a PESEL number first, so setting up a company remotely does not always come down to “a computer and the internet”. If you do not have such a signature yet, consider taking over a ready-made company.
You will find details of the offer on the page virtual office in Warsaw.
Why a virtual office rather than your own premises?
Foreign companies often start with a virtual office before renting premises. The most common reasons:
Lower risk and costs
Instead of paying rent, hiring staff and signing multi-year contracts right away, you start with a monthly subscription. The money you save can go to marketing and adapting your product to the Polish market.
If the market does not meet your expectations, it is easier to change plans when you are not bound by a lease. At VBIURO there is no minimum contract period, and the notice period is 1 month.
A quick start
Flexibility as you grow
You can start with just the address and mail handling, then hire your first people remotely, and rent premises only when you really need them.
After moving into your own office you can keep the current address as your registered office, or move the registered office and end the virtual office service.
Accounting in one place
An address in Warsaw
Summary
A virtual office lets a foreign company start operating in Poland without renting premises. It gives you a registered office address in Warsaw, mail handling with free, unlimited scanning, a Client Panel and App 24/7, and a conference room to rent during visits (1 hour per month included in the PRO package).
Typical scenarios: a German tech company sets up a company in Poland to test sales, and a manager flies in once a month for meetings. An American startup starts with a virtual office instead of a lease – its Warsaw address is active on the day it signs the agreement online, without travelling to Poland.
The scope of services and prices of the address in Wola can be found on the page virtual office in Warsaw for companies from Poland and abroad. If you are setting up a company, also read how a registered office address differs from a correspondence address.