Date published: 01.06.2025
Foreign transport companies operating in Poland are required to comply with local regulatory requirements. One of the key conditions is the appointment of an official representative — an individual or legal entity that acts on behalf of the carrier before Polish state authorities. This requirement is mandated by Polish legislation (GITD, PIP, RMBD) and applies to all non-residents engaged in freight or passenger transport through or within Poland.
Who Needs This Service
The official representative service is mandatory for companies that:
Carry out freight or passenger transport through Poland;
Delegate drivers to the EU who transit through Polish territory;
Have received inquiries from Polish regulatory bodies (PIP, GITD, RMBD);
Wish to avoid fines related to the absence of a proper representative.
Why Having an Official Representative Matters
An official representative is not just a formal figure — they provide legal protection for your business. They ensure full communication with Polish authorities, submit requested documents, maintain required records, and assist during inspections. Without such a representative, a company may face fines of up to 12,000 PLN, and its operations may be deemed as obstructing regulatory control.
What the Service Includes
The official representative service covers:
Legal appointment and registration of the representative;
Storage of company and driver document copies (CMRs, licenses, permits, certificates, medical reports, etc.);
Responses to requests from PIP, GITD, police, and ZUS;
Communication with public authorities in Polish;
Assistance during inspections, incidents, or accidents;
Support in three languages — Ukrainian, Polish, and Russian.
Timeframes
Appointing a representative takes up to 2 business days. Responses to inquiries from authorities are provided within 24 hours. Document submissions to relevant institutions are completed within 24–48 hours.
Oleksandr Serpeninov is an official executor with many years of experience supporting carriers in Poland. Cooperation with Oleksandr is conducted based on a formal agreement, guaranteeing full legal support throughout Poland.
Key Benefits
Compliance with Polish law without the risk of fines;
Prompt response to regulatory inquiries;
Professional support in Ukrainian, Polish, and Russian;
Protection of company interests in crisis situations.
Legal Background and Explanation of Terms
GITD — oversees transport regulations, tachograph use, and driving time limits.
PIP — monitors compliance with labor laws in the transport sector.
RMBD — a register of transport companies where violations are recorded; the absence of a representative is frequently flagged here.
ZUS — supervises social security contributions, including those of delegated drivers.
The official representative service in Poland is not just a legal requirement but a strategic safety tool that ensures peace of mind, legal protection, and stable operations in the European market. In the event of an inspection, a carrier without a representative may be fined up to 12,000 PLN. In such cases, CONSULTANT offers an additional service — challenging such fines, with full legal support.
