Publication date: 08.07.2025
Hello. My name is Ksenia Ignac. I am a lawyer with many years of experience specializing in the legalization of foreigners, migration law and legal support for businesses in Poland.
Background:
A client approached me — an entrepreneur planning to start a legal business in the field of employment services for foreigners in Poland. The goal was to establish an employment agency that would provide recruitment services for Polish employers, including hiring citizens from Ukraine, Georgia, Moldova, and Asian countries.
The client had a registered company in Poland (Sp. z o.o.) but had no understanding of the legal requirements for registering an employment agency and the process of being added to the National Register of Employment Agencies (KRAZ). A business plan was in place, but the most important thing was missing — a license, without which employment services are illegal.
Problem:
The client did not know:
– which documents were required to obtain a license;
– how to correctly choose business codes in the KRS register;
– the formal requirements for the company, office, and staff;
– how to avoid mistakes when submitting an application to the Voivodeship Labor Office (Urząd Marszałkowski);
– how to submit documents electronically via Trusted Profile (Profil Zaufany), as he had no prior experience using Polish e-government services.
Additionally, the company had not been actively operating for several months, which posed a risk of rejection due to inactivity or failure to meet the conditions for registration.
Solution:
After analyzing the situation, we developed a clear step-by-step strategy:
- Consultation on agency requirements
I explained to the client the mandatory elements needed to register in KRAZ:
– appropriate business code in the KRS (professional employment services);
– a valid legal address in Poland (with documentation);
– no criminal record or disqualifications for the company director;
– proper personnel and documentation management in line with legal standards.
- Review and correction of company documents
Together with the accountant, we reviewed the PKD codes listed in KRS. It turned out that the required code PKD 78.10.Z was missing. Under my supervision, an electronic application was submitted to amend the National Court Register. Once the registration documents were updated, we moved to the next stage.
- Preparation of the document package for KRAZ
The following were prepared:
– Registration application;
– KRS extract;
– Declaration of no criminal record of the company’s director;
– Proof of business address (rental agreement);
– Documents proving the right to use electronic signature.
- Electronic submission of documents
As the client did not have a PESEL number, I helped him obtain a Trusted Profile (Profil Zaufany). Using this, the application was submitted online via the praca.gov.pl platform.
- Support until decision received
For several weeks, we communicated with the staff of the Voivodeship Office. I responded to clarifications, explained parts of the package, and prepared additional documentation upon request.
Client received:
Four weeks after submission, the client received a positive decision and a registration number in KRAZ, granting the legal right to operate an employment agency in Poland.
In addition to the license, the client received:
– a clear understanding of the requirements for ongoing operations;
– templates of contracts for clients and workers;
– recommendations regarding data protection (RODO);
– a list of mandatory reports and registration forms for employees.
Result:
The client launched full-scale operations as a legally registered employment agency with the right to hire foreign nationals in Poland. In the first few months after receiving the license, over 15 contracts were signed with Polish employers.
Having the agency registered in KRAZ significantly boosted trust from partners, banks, and tax authorities. The client avoided financial penalties for illegal operations and ensured stable business growth.
This case shows that even with zero experience in the Polish legal system, one can obtain a license for running an employment agency — provided there is professional legal guidance. A clear strategy, attention to detail, and step-by-step control allowed the client to legally and swiftly enter the labor market while avoiding common mistakes and bureaucratic traps.
