What is a Freight Forwarding License?

What is a shipping license and how does it differ from a transport license? Definition of a shipping license

A shipping license, which is formally called a “license for road transport in the field of intermediation in the transport of goods,” is a document that authorizes an entrepreneur to act as an intermediary in organizing transport. It is the legal basis for companies involved in organizing the transport of goods. It’s worth noting that this document is issued for a period of not less than 2 years and not more than 50 years. Based on this license, a company can plan and organize transport for other entities; however, it does not grant the right to independently transport goods.

When and who must obtain a shipping license in Poland?

The obligation to possess a shipping license applies to all entrepreneurs conducting organizational activities in road transport on behalf of other entities. This includes: organizing transport, preparing instructions for carriers, organizing customs clearance, developing optimal transport routes, selecting appropriate fleet, concluding agreements with subcontractors, and preparing documentation for the entire process.

The requirement to have a shipping license applies to both individual entrepreneurs registered in CEIDG (Central Register and Information on Economic Activity) and companies registered in KRS (National Court Register).

It’s worth emphasizing that a freight forwarder’s activity would not be possible without cooperation with a carrier holding a transport license. Although the scope of a shipping company’s activities is much broader than that of a transport company, a freight forwarder cannot independently carry out the transport of goods - their role is to ensure that loads are delivered from point A to point B by authorized carriers.

Who Doesn’t Need a Freight Forwarding License?

A forwarding license is not required for private individuals not conducting business activity who occasionally organize the transport of goods.

Does a Freight Forwarding License Work Internationally?

Yes. A freight forwarding license is universal – it is not divided into domestic and international. An entrepreneur who obtained the license in Poland can also use it in other EU countries.

This makes it particularly valuable for companies planning to expand into international markets.

However, there are restrictions: the license cannot be transferred or assigned to third parties. It expires in cases such as the end of its validity period, renunciation, death of the holder, or liquidation of the company.

Freight Forwarding License vs. Transport License

It’s worth emphasizing that a freight forwarding license is not the same as a transport license.

The fundamental difference between a freight forwarding license and a transport license concerns the scope of authorizations. A transport license allows for the direct provision of transport services, including the transport of goods or passengers using one’s own or rented vehicle. A carrier with such a license is responsible for loading, transporting, and unloading cargo, as well as for their safety during transport.

Meanwhile, a freight forwarding license only enables the organization and coordination of transport - the freight forwarder acts as an intermediary between the sender and the carrier. Unlike a transport license, a freight forwarding license is not limited by tonnage or transport route - it applies to both domestic and international intermediation.

Read more about transport licenses in our articles:

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

Requirements for Obtaining a Freight Forwarding License

The conditions for obtaining a freight forwarding license are defined in the Road Transport Act. Both sole proprietors and companies must meet the same formal requirements.

Good Reputation Requirement

Company's good reputation forms the foundation of shipping activities. To meet this requirement, the individual entrepreneur or persons managing the company (board members, partners in partnerships) cannot have been convicted by a final judgment for fiscal criminal offenses or intentional crimes against communication safety, property, economic transactions, document credibility, environment, or work and pay conditions, and other offenses related to the profession.

Moreover, there cannot be a final ruling prohibiting these persons from conducting business activities in the field of road transport.

A declaration of meeting the good reputation requirement must be attached to the license application, made under the penalty of criminal liability for making false statements.

Certificate of Professional Competence

Another essential condition is the possession of a Certificate of Professional Competence in road transport by at least one person managing transport in the company. This certificate confirms the possession of knowledge necessary to perform transport activities.

To obtain the certificate, one must pass an exam organized by the Motor Transport Institute. The total cost of the procedure is 800 PLN – 500 PLN for the exam and 300 PLN for issuing the document. There is also the possibility of exemption from the exam for persons with appropriate higher education, covering the issues listed in Annex I to Regulation (EC) No. 1071/2009 of the European Parliament and of the Council.

Does the freight forwarding license apply to vehicles with GVW up to 3.5t?

Unlike a transport license, a freight forwarding license is not related to vehicle tonnage. It concerns exclusively intermediation in the transport of goods, regardless of the type and size of transported goods.

On the other hand, in the case of transport licenses, from May 21, 2022, carriers using vehicles with a GVW over 2.5 tons, and below 3.5 tons in international transport must have a Community license.

Where to obtain a freight forwarding license in Poland?

A freight forwarding license is issued by the district governor appropriate for the entrepreneur’s headquarters. The application along with the required documents (including declarations, certificates, and confirmation of payment) should be submitted to the district office or city office with district rights.

What is the validity period of a Polish freight forwarding license?

The validity of a freight forwarding license is a minimum of 2 years, and the maximum period after which the freight forwarding license expires is 50 years. The applicant specifies the period of validity in the application, taking into account their business plans. After this period, it is necessary to submit an application for extension.

How to apply for a freight forwarding license in Poland?

The process of applying for a freight forwarding license is formalized and requires the preparation of appropriate documents and their submission to the relevant office. Properly completing the formalities will significantly speed up obtaining the authorization to conduct freight forwarding activities.

The application for a freight forwarding license should be submitted to the district office or city office appropriate for the company’s headquarters in one of three ways:

• In person;
• By mail;
• Electronically - through ePUAP, considering that all documents must be in the form of an electronic document with a qualified signature, trusted profile, or personal signature.

Freight forwarding license in Poland - required documents

Required documents for a freight forwarding license application include, among others:

• Completed application containing the entrepreneur’s data, headquarters address, NIP (tax identification number), information about entry in CEiDG or KRS, and specification of the period for which the license is to be issued (from 2 to 50 years)
• Copy of the Certificate of Professional Competence of the person managing transport;
• Declaration of meeting the good reputation requirement.

Reporting changes in the freight forwarding license

The entrepreneur is obliged to report any changes in the freight forwarding license data within 28 days from the date of their occurrence. If the changes concern information contained in the license itself, it is necessary to submit an appropriate application for change. Failure to report changes within the required period is subject to a financial penalty of 800 PLN for each change.

When does a freight forwarding license expire or can be revoked?

A freight forwarding license becomes invalid in case of:

• Expiry of the period for which it was issued;
• Renunciation by the entrepreneur;
• Death of the holder;
• Liquidation of the business or declaration of bankruptcy of the entrepreneur.

Furthermore, it is possible to revoke a freight forwarding license. Such a situation is possible if the entrepreneur no longer meets the requirements entitling them to conduct the activity, has grossly violated the license conditions, or has not undertaken activity within 6 months of its issuance. In such a case, it cannot be re-granted earlier than 3 years from the day on which the decision to revoke became final.

Freight forwarding license in Poland in 2025 - Summary

A shipping license is a mandatory document for companies involved in organizing transport, issued for a period of 2 to 50 years and valid throughout the EU. Obtaining it requires meeting specific conditions, including good reputation, certificate of professional competence, and financial security. If you plan to start a shipping business, check all requirements and ensure a legal basis for your business.