How to Start a Transport Company in Poland in 2025: Practical Step-by-Step Guide

First Steps to Transport Business Setup in Poland

Proper planning of transport operations forms the foundation for your business’s future success. Thorough preparation at the initial stage significantly impacts the company’s subsequent operations and can determine its competitiveness in the market.

Road Transport in Poland - How to Define Service Scope and Operational Range?

Transport services involve organized activities consisting of moving goods from one place to another using various means of transport. When wanting to start a transport company, the first important step is defining the scope of transport services and operational range.

It’s particularly important to define the type of road transport:

• FTL (full truckload);
• LTL (less than truckload);
• Express;
• Specialized (e.g., refrigerated).

Equally important in planning is establishing the geographical scope of operations. The decision to operate locally, nationally, or internationally directly affects the transport license requirements and permits that must be obtained.

What Costs Are Associated with Starting a Transport Company in Poland? - Budget and Cost Analysis

Starting a transport business requires significant financial investment. For smaller ventures, the minimum starting amount is around 50 thousand zloty, while larger operations may require several hundred thousand zloty.

The structure of initial costs includes:

• Vehicle leasing;
• Insurance;
• Administrative fees;
• Software and GPS systems;
• Business registration.

A key legal requirement is demonstrating financial capacity of at least €9,000 for the first vehicle and €5,000 for each additional vehicle with a GVW greater than 3.5 tons. These amounts serve as security for the carrier’s operations and must be documented to obtain a transport license.

Transport Companies in Poland - Formalities and Business Registration

After preparing your business concept, it’s time to formalize the venture. Registering a transport company requires completing specific legal and administrative procedures that vary depending on the chosen form of business.

Legal Form Selection and Registration in CEIDG or KRS

Entrepreneurs have several legal forms available for conducting transport activities. The most popular solution remains a sole proprietorship, though civil partnerships and commercial law companies – both partnerships and corporations – are also possible. It’s worth noting that a professional partnership cannot perform transport activities.

Starting your own transport company as a sole proprietorship or civil partnership takes place in the Central Registration and Information on Business (CEIDG). This process involves completing the CEIDG-1 form, which can be signed in person at a city or municipal office, sent electronically with a qualified signature or trusted profile, or mailed by registered post.

On the other hand, registering a commercial law company – general partnership, limited partnership, limited liability company, or joint-stock company – requires registration in the National Court Register (KRS). Remember that capital companies require share capital, which for a limited liability company is a minimum of 5,000 PLN.

PKD Code for a Transport Company

An element of establishing your own transport company is the proper selection of Polish Classification of Activities (PKD) codes, which indicate the appropriate road transport of goods and road transport of persons.

The basic code for road transport of goods is PKD 49.41.Z. This code covers the transport of various loads – from logs and livestock to frozen and heavy goods, bulk materials, and also includes the rental of trucks with drivers.

If the planned activity also includes transport brokerage, it’s worth considering adding code 52.29.C – activities of other transport agencies. A sole proprietorship does not limit the number of PKD codes, while when registering in the KRS, you can indicate a maximum of 10 codes.

NIP, REGON, and VAT Registration

The registration system operates in an integrated manner – after submitting an application to CEIDG, the data automatically goes to the tax office (which assigns a NIP) and to the Central Statistical Office (which assigns a REGON number). The entry in the registry appears no later than the next business day, and you can start operations on the day of submitting the application.

It’s worth adding that entrepreneurs with anticipated turnover not exceeding 200,000 zloty annually can take advantage of the VAT exemption. Exceeding this threshold obligates registration as a VAT payer using the VAT-R form.

When opening a limited liability company, don’t forget about the obligation to submit appropriate NIP-8 and PCC-3 forms, as well as registration in the Central Register of Beneficial Owners (CRBR).

Transport Company Requirements in Poland: Licenses, Certificates, and Operational Base

After completing the registration formalities, it’s time to obtain the required permits and meet legal requirements. Legally operated transport activities require obtaining a certificate of professional competence and an appropriate transport license - a national license (i.e., a permit to practice as a road transport operator) or a Community license.

The Polish Certificate of Professional Competence

The certificate of professional competence is a document confirming the possession of qualifications necessary to perform transport activities and is a necessary condition for obtaining a license. A transport company should designate a transport manager who has such a certificate for the license, but this doesn’t necessarily have to be the company owner or a board member.

The process of obtaining a certificate of professional competence includes passing a state examination consisting of two parts:

• Theoretical part – 64 test questions;
• Practical part – examination task.

Examinations are conducted by the Motor Transport Institute in Warsaw and in selected Polish cities. The total cost is 800 PLN, including 500 PLN for the exam and 300 PLN for issuing the certificate. It’s worth noting that people with appropriate education may be partially or completely exempt from the exam.

If you want to learn more about how to obtain a certificate of professional competence or are looking for information about it, we encourage you to read our article: Driver Certificate of Professional Competence in Poland in 2025: What You Need to Know

National Transport License in Poland

Obtaining a national transport license, i.e., a permit to practice as a road transport operator, is mandatory for Polish transport companies that intend to perform:

• Road transport of goods for profit using vehicles with a permissible total mass exceeding 3.5 tons;
• Road transport of persons using vehicles designed to carry more than 9 persons, including the driver.

Moreover, to obtain a permit, the road carrier must submit an appropriate application with documents to the relevant County Office and must expect a cost of 800-1000 PLN, depending on the validity period of the permit.

You can read more about the process of obtaining this document in our article: What Is a National Transport License? Guide for 2025

International Transport License

While establishing a business in the transport industry operating only in the Polish market requires obtaining a permit to practice as a road transport operator (national license), if you want to expand to European markets, road carriers will also need to obtain a Community license, also known as an international transport license.

This is the basic document entitling Polish companies to provide road transport services for goods or persons outside Poland, in other European Union countries and states covered by international agreements.

To obtain a Community license, it is necessary to have a permit to practice as a road transport operator (so-called national license) and submit a complete application to the General Inspectorate of Road Transport. The cost of issuing an international license is 4,000 PLN or 8,000 PLN (depending on the validity period). Entrepreneurs also receive extracts from the license for each vehicle — these constitute physical proof of having the authorizations during a road inspection, but their issuance is additionally paid for each vehicle.

You can read more about the Community license in: International Transport License - What is it and how to get it?

Operational Base Requirements

Entrepreneurs who want to open a transport company in Poland must be aware that since January 2023, updated regulations regarding the operational base have been in effect. According to the new regulations, the operational base must meet the following conditions:

• Transport company headquarters – on the territory of Poland;
• Organization of activities – adapted to conduct business in an organized and continuous manner;
• Infrastructure – containing at least one element: parking space, loading/unloading area, or vehicle maintenance area.

Additionally, the base must have parking spaces for at least 1/3 of the fleet of vehicles reported for the license.

It should be emphasized that non-compliance with the requirements regarding the operational base may result in refusal to issue a license or its withdrawal.

Business Management and Development

Effective operational management forms the foundation of profitability for any transport company. After completing all legal formalities, it’s time for the daily aspects of running a transport business.

Hiring Drivers and Employer Obligations

The process of recruiting a professional driver requires verification of several key documents. The employer must check not only a valid driver’s license but also code 95 confirming professional qualifications and current medical and psychological certificates. The entrepreneur is obligated to keep copies of these documents throughout the employment period.

Moreover, the employer has an obligation to direct employees for medical and psychological examinations, covering the costs of these examinations, and to provide periodic training. When employing a driver from outside the European Union, it is additionally necessary to obtain a driver’s certificate and driver qualification card.

It’s worth remembering that responsibility for compliance with regulations regarding drivers’ working time rests with the employer, who must ensure appropriate systems for monitoring and recording the professional activities of their employees.

Fleet Building and Financing

Financing a transport fleet is one of the biggest challenges for beginning entrepreneurs. Leasing offers an attractive alternative to purchasing a vehicle with cash, allowing the use of new vehicles without the need to invest their full value.

Leasing usually requires less formality than a bank loan and often allows for a lower down payment, even from 10% of the vehicle’s value. Entrepreneurs can choose between operational leasing, where installments constitute tax-deductible costs, and financial leasing or lease loans.

Leasing possibilities include not only truck tractors but also semi-trailers, trailers, and specialized vehicles adapted to specific transport needs. You can read more on this topic in our article: Which type of truck leasing should you choose? A comparison of available financing options

How to Market a Transport Company and Acquire Orders in Poland?

Running a transport company involves acquiring new orders, which often requires promotion and marketing activities, both online and offline.

In terms of internet marketing, it’s worth investing in SEO optimization, Google Ads campaigns, and active presence on social media. At the same time, traditional promotion methods, such as wrapping company vehicles or distributing printed materials, are still commonly practiced.

Moreover, regular transport orders can be acquired through the use of freight exchanges, participation in transport and logistics fairs (e.g., in Munich or Warsaw), commercial tenders, and building a positive company image based on references from satisfied customers.

Freight Exchanges and Building Customer Relationships

Freight exchanges are online platforms enabling effective matching of loads to available transport space. Every day, you can find up to a million transport offers on them, and systematic use of these platforms allows reducing empty runs and significantly increasing the profitability of operations.

Building lasting relationships with customers is a process that includes recognizing the expectations of contractors, providing appropriate transport solutions, and continuously improving the quality of services provided. Implementing a CRM system can significantly streamline communication with customers and increase their loyalty to the company.

Starting a Transport Company in Poland in 2025 - Summary

Starting a transport company in 2025 is not just an administrative procedure but a strategic business decision that requires a well-thought-out action plan, capital, and knowledge of applicable regulations. The key to success is combining formal compliance with dynamic operational management and skillful adaptation to market requirements.

The transport industry, although burdened with regulations, offers real growth opportunities — both in the light vehicle segment up to 3.5 tons and in full-scale international operations. Choosing the right strategy, ensuring an appropriate operational base, transport company headquarters, and an effective customer acquisition model are elements that will determine the long-term profitability and stability of the enterprise.

If you’re planning to open a transport company and need support in the process of establishing the business in Poland , licensing, or operational organization – contact us! Our team will help you go through each stage professionally and in accordance with current transport law requirements.