Virtual Office Services in Poland: Pros and Cons
A virtual office in Poland is a simple and legal way to register a company without renting premises. It is especially popular among foreign entrepreneurs, freelancers, small businesses, and those working remotely. This format allows you to obtain a legal address in Poland, receive correspondence, use the address for official documents, and even meet with clients in rented conference rooms. This is especially relevant in large cities like Warsaw, where traditional office rent is expensive.
We assist with company registration in Poland, provide a legal address, and handle bookkeeping—all on a turnkey basis.
What is a virtual office?
A virtual office is a service that provides a business address, forwards mail, and may include access to meeting rooms, secretarial services, and call answering. It's not a physical office where employees work daily, but an address and a set of services that allow you to conduct business without being physically present.
According to Polish law (Kodeks spółek handlowych and KRS clarifications), registering a business requires a valid address where the company can receive official correspondence. A virtual office provides such an address.
How is it different from coworking or renting a space?
A coworking space is a physical workspace with desks and common areas. Renting a coworking space provides a full-fledged office space. A virtual office simply provides a legal address and remote services, eliminating the need for a permanent presence.
Who uses it most often?
- startups without Polish founders
- IT companies and online businesses
- entrepreneurs from abroad
- small business in Poland
- freelancers
According to Eurostat reports, the number of companies using virtual addresses in Poland has grown by more than 35% over the past 3 years.
What is a virtual office for?
1. Registration of the company's legal address
Without an address, it's impossible to register a company with the KRS or CEIDG. A virtual address allows this to be done quickly, without renting premises.
2. Receiving and forwarding correspondence
All emails from government agencies and clients are sent to this address. The provider forwards them by email or courier, ensuring the safety of your correspondence.
3. Room for meetings and negotiations
Some packages include rental of meeting rooms for a few hours per month – convenient for holding meetings.
4. A prestigious address in the city center
An address on a street in the Śródmieście or Mokotów district of Warsaw increases the company's credibility.
Example: A Ukrainian startup registered a company in Poland through a virtual office in Warsaw, received a VAT number, and began trading in the EU—all without a physical presence in Poland.
Lawyer's comment:
"Under Polish law, a company is required to have a registered office address where a representative can be contacted. A virtual office is an acceptable option if the legal aspects are secured: a lease agreement, access to the premises, and the receipt of correspondence." — Anna Michalska, attorney, Warsaw.
Benefits of a virtual office in Poland
Cost savings
A standard office in Warsaw costs between 2,500 and 4,000 zlotys per month. A virtual office costs between 50 and 200 zlotys per month. This represents a savings of up to 901 TP3T on rent. Over the course of a year, this translates to tens of thousands of zlotys.
Convenience and flexibility
You can run your business from anywhere in the world. Ideal for remote workers and entrepreneurs who frequently travel.
Example: A German entrepreneur manages a Polish business without coming to the country, using a virtual office and remote administration.
Prestigious legal address
The Mokotów, Śródmieście (central Warsaw), and Grzegórzki districts in Kraków are popular among companies seeking a reputable business address. This increases trust with clients and banks.
Additional services
Includes:
- forwarding letters
- receiving calls
- secretary services
- access to meeting rooms
- VAT correspondence service
Examples of packages:
- "Start" - address and mailing address only (from 49 PLN/month)
- "Business" — + telephone, forwarding, VAT address (from 129 PLN/month)
- "Premium" — + meeting rooms, accounting assistance, representation (from 199 PLN/month)
Disadvantages and risks of a virtual office
Restrictions on types of activities
Not all businesses can use a virtual address. For example, pharmacies, real estate agencies, or security firms must have a physical location.
Example: One entrepreneur was denied registration of a licensed logistics company at a virtual address due to warehouse requirements.
Risks of tax audits
The tax authorities may be wary if a company is registered at a common address. This may trigger additional investigation.
How to reduce the risk:
- choose offices with a good reputation
- use a lease agreement with access to the premises
- provide a contact person in Poland
There is not always access to the premises
Some virtual office services in Poland do not include access to physical offices. This is inconvenient if you need to meet with clients or regulatory authorities.
How to choose a virtual office in Poland?
Please note:
legality and registration of the address in GUS and CEIDG
provider experience
reviews and ratings
possibility of physical access
list of additional services
Where to check the address:
KRS Registry: https://ekrs.ms.gov.pl
REGON database: https://wyszukiwarkaregon.stat.gov.pl
Beware of scammers:
There are cases of companies selling fictitious addresses. This can lead to tax issues and registration denials.
Fact: According to GUS, over 12,000 companies in Poland are registered through virtual offices – and this number is growing every year.
Who is a virtual office suitable for?
- For small businesses and individual entrepreneurs who do not need an office
- For online stores and IT companies
- For freelancers and consultants
For foreigners who want to quickly enter the Polish market
Case: A Lithuanian company used a virtual office in Poland to register its business and obtain a VAT number. The business was up and running within two weeks.
Conclusion: Is a Virtual Office Worth Using?
A virtual office in Poland is a convenient solution for those looking to register a business without unnecessary expenses. It saves time and money and is suitable for working without an office.
When is it beneficial:
you have an online business
you work remotely
you are a foreign entrepreneur
You only need a legal address in Poland
When not to use:
business requires a license and physical premises
you need to constantly meet with clients in the office
You don't want to take risks in the eyes of the tax authorities
We assist with company registration in Poland, provide a legal address, and handle bookkeeping—all on a turnkey basis.
FAQ — Frequently Asked Questions
Can a virtual office be used for VAT registration?
Yes, but it's important that the address is valid and confirmed by a lease agreement. When registering for VAT, the tax office may request supporting documents.
Is it possible to change the virtual office?
Yes. Simply sign a new contract and make changes to the KRS or CEIDG. The process takes 1–2 business days.
What should I do if the tax office refuses registration?
Check the contract for accuracy. If the address is common or the premises are inaccessible, it's best to change providers and resubmit the documents.
Do you need an office if your business is completely online?
No. You can use virtual addresses in Poland, conduct business online, and have your correspondence forwarded to you.
Feedback from our clients
Damien Vice
02/11/2025
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26/08/2025
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26/08/2025
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03/08/2025
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15/07/2025
Все супер
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14/07/2025
Всё понравилось, везде сопроводили, всё обьяснили.
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11/07/2025
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11/07/2025
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