How to Obtain a Freight Forwarder License in Poland: Step-by-Step Practical Guide

How to Obtain a Freight Forwarding License in Poland? Step 1: Understand What a Freight Forwarding License Is

A freight forwarder’s license is an official document, formally called a “license for performing road transport in the scope of intermediation in the transport of goods,” authorizing business activities in the field of freight forwarding, i.e., intermediation and organization in the transport of goods and/or people. It is formally defined as a license for performing road transport in the field of intermediation, which provides the legal basis for organizing and planning transport on behalf of other entities.

A freight forwarder’s license does not authorize independent transportation of goods. Meanwhile, transport licenses (domestic or community) enable actual road transport operations and direct transportation of cargo.

It’s worth emphasizing that the scope of a freight forwarder’s duties is broader than that of a carrier and requires comprehensive management of logistical processes.

Who Is Required to Have a Freight Forwarding License?

The obligation to have a freight forwarding license applies to all entrepreneurs professionally conducting organizational activities in road transport on behalf of other entities. This requirement includes both individual entrepreneurs registered in CEIDG and companies registered in the National Court Register (KRS).

The license is not required only for natural persons who do not conduct business activities and who occasionally organize goods transport.

Does a Freight Forwarding License Work Internationally?

A freight forwarder’s license is universal – it is not divided into domestic and international. An entrepreneur who has obtained a license in Poland can also use it in other European Union countries. This is a significant advantage for companies planning expansion into international markets.

However, it’s important to remember some key limitations: the license cannot be transferred to third parties or have its rights transferred. The license expires in specific situations, such as the expiration of its validity period, relinquishment of rights, death of the holder, or liquidation of the company.

You can read more about the definition of a freight forwarding license in our article: What is a Freight Forwarding License?

Freight Forwarding License vs. Transport License in Poland

A freight forwarding license and a transport license are two separate documents. The freight forwarder’s license only allows for the organization and intermediation in transport, while the transport license authorizes the independent transportation of goods or passengers. The freight forwarder coordinates the transport process, while the carrier actually performs the transport.

There are two types of transport licenses, which you can read about in our articles:

• What Is a National Transport License? Guide for 2025
• International Transport License - What is it and how to get it?

How to Obtain a Freight Forwarding License in Poland? Step 2: Check If You Meet the Requirements

Before proceeding to submit an application for a freight forwarder’s license, it is necessary to carefully check whether your company meets all the formal requirements to obtain a freight forwarding license. The verification process covers three main areas: legal and reputational requirements, financial capacity, and professional competence.

Financial Requirements for a Freight Forwarding License - €50,000

The second key requirement is the financial requirements for a freight forwarding license. The entrepreneur must demonstrate having funds or assets worth at least €50,000. This amount is converted according to the average National Bank of Poland exchange rate on December 31st of the year preceding the year of assessment.

The financial situation can be documented in the following ways:

• Annual financial statement;
• Confirmation of cash funds or bank account balances;
• Certificate of ownership of shares, interests, or other transferable securities;
• Bank guarantees or sureties;
• Documents confirming property ownership.

It’s worth preparing the above financial documentation in advance, as its completeness directly affects the speed of application processing.

Conditions for Obtaining a Transport License - Certificate of Professional Competence

The third requirement is that at least one person in the company responsible for transport management must have a Certificate of Professional Competence (CPC). The certificate confirms the qualifications necessary to conduct transport activities.

The Certificate of Professional Competence required for issuing a freight forwarding license is obtained by passing a state examination organized by the Motor Transport Institute. The exam consists of theoretical and problem-solving parts. The total cost of the exam and certificate issuance is 800 PLN.

There is a possibility of exemption from the exam for individuals who have:

• A second-cycle degree or uniform master’s degree;
• A postgraduate diploma whose program covered the issues listed in EU Regulation No. 1071/2009.

In case of full exam exemption, the fee is only 300 PLN.

Meeting all the above requirements is necessary to proceed to the next stage - preparing documentation and submitting the application.

How to Obtain a Freight Forwarding License in Poland? Step 3: Prepare Documents and Submit the Application

After verifying all formal requirements, it’s time to prepare complete documentation and submit the application. This stage requires particular care – incomplete or incorrect documentation can significantly extend the waiting time for a decision or result in the case being left without consideration.

Where to Obtain a Freight Forwarding License and Who Issues a Freight Forwarding License?

The application for a freight forwarding license in Poland is submitted to the local government authority appropriate for the company’s headquarters, and the licensing authority is:

• City hall – for cities with county rights;
• County office – in all other cases.

To determine the appropriate office, check the company’s registered address entered in the KRS or CEIDG.

To obtain a freight forwarding license, documents can be submitted in one of three ways:

• In person at the office;
• By mail;
• Electronically through the ePUAP platform.

It’s worth noting that when choosing the electronic method, documents must be signed with a qualified signature, trusted profile, or personal signature.

What Documents Are Required to Obtain a Freight Forwarding License?

The license application must contain basic information about the company:

• Personal and address details of the company’s headquarters;
• Contact information;
• NIP number and information about the CEIDG or KRS entry;
• Indication of the license validity period (from 2 to 50 years).

The following documentation must be attached to the application:

• Declaration of the transport manager;
• Declaration of meeting the good reputation requirement;
• Copy of the Certificate of Professional Competence;
• Documents confirming financial capacity (financial statement, confirmation of funds in bank accounts, property deeds, bank guarantees);
• Declarations of board members or the managing person;
• Proof of payment of the freight forwarder’s license fee.

It’s worth remembering that documents submitted electronically require a qualified signature, trusted profile, or personal signature.

Waiting Time for a Decision

The authority issuing the freight forwarder’s license has 30 days to process the application. However, in justified cases, the issuance of a freight forwarding license may be extended to 2 months, of which the applicant is informed in advance.

If the application contains formal deficiencies, the office calls for their completion within a period of at least 7 days. Lack of response or failure to correct the deficiencies within the specified time means the case will be left without consideration. For this reason, it is crucial to carefully check the completeness of all documents before submitting them.

How to Obtain a Freight Forwarding License? Step 4: Costs, Validity, and Further Obligations

After going through the application process, the entrepreneur must consider the cost of obtaining the license, its validity period, and the obligations that will accompany the applicant throughout the time of holding the license.

Cost of a Freight Forwarding License in Poland

The cost of obtaining a freight forwarding license is strictly dependent on the period for which it will be issued:

• 800 PLN for a license valid from 2 to 15 years
• 900 PLN for a license valid from 15 to 30 years
• 1000 PLN for a license valid from 30 to 50 years

The fee must be paid to the account of the office responsible for processing the application. It’s worth noting that if the documents are submitted by a proxy, an additional stamp duty of 17 PLN is charged, unless the power of attorney was granted to a family member.

For What Period Can You Obtain a Freight Forwarding License?

According to current regulations, a freight forwarding license is issued for the period specified in the application - not shorter than 2 years and not longer than 50 years. The decision on the length of the validity period is made by the entrepreneur submitting the application, taking into account the development plans for their business.

Reporting Changes - Key Obligations of the License Holder

Changing data in the freight forwarding license is an obligation of the freight forwarder’s license holder. It must be fulfilled within 28 days of their occurrence. The most important changes that require reporting include:

• Change of company name or headquarters address;
• Change of the person managing transport;
• Changes regarding the operational base.

For each change of data in the license, a fee of 10% of the basic fee is charged. Moreover, failure to report changes within the required time may result in a fine of 800 PLN for each change.

Can You Transfer or Suspend a Freight Forwarding License?

According to Article 13(1) of the Road Transport Act, the license cannot be transferred to third parties or have its rights transferred. However, the licensing authority may transfer the rights to it in special cases, such as merger, division, transformation, or sale of the company.

In the case of transport licenses, a carrier has the right to suspend activities for up to 12 months, reporting this fact to the license-issuing authority. In freight forwarding, the regulations are different – the law does not provide for a formal suspension of the freight forwarding license. If an entrepreneur does not conduct activities in the field of intermediation in the transport of goods for more than 6 months, the authority may initiate proceedings and revoke the license.

This means that a freight forwarder does not have as flexible an option to suspend activities as a carrier, so any longer break in running the company is associated with the risk of losing the license.

Acquiring a Freight Forwarder’s License in Poland – Key Information in Conclusion

Freight forwarding license – how to obtain it in 2025? To receive the license, an entrepreneur must meet three conditions: have a good reputation, demonstrate financial capacity of min. €50,000, and have a person in the company possessing a Certificate of Professional Competence in road transport.

The application for a freight forwarding license is submitted to the county office or city hall, and the license cost ranges from 800 to 1000 PLN depending on the validity period (2–50 years). The freight forwarding license is also valid throughout the EU, enabling international operations.

If you run a transport company and need support with transport accounting or drivers' payroll calculation, we're happy to help! Contact us and let the Evotax team help your business!