Country guide · 10 min read
Jakub Wujec
How to verify a Polish carrier before assigning a load
To verify a Polish carrier, pull KRS or CEIDG for the legal entity, KREPTD for the transport licence, VIES and the VAT whitelist for tax status, and UFG when you have plates for insurance. Compare email and domain with register data on booking day. Company existence in KRS alone does not prove the carrier can haul your load. One mismatch is a risk signal: pause before you send pickup details.
Based on Certica checks
Across supported registers, checks that most often need human review before load assignment are email and domain mismatches, domains registered recently compared with company age, management or ownership changes in the company register, and transport licence scope that does not fit the booked lane.
These are risk signals, not proof of fraud. They explain why a clean company register line alone is not carrier verification.
Key checks before you assign the load
- KRS full extract for sp. z o.o., CEIDG printout for sole traders.
- KREPTD licence status, vehicle count, and validity dates by NIP.
- VIES plus Polish VAT whitelist for active status and bank accounts.
- UFG insurance check when you provide vehicle plates.
- RAR for recent court filings on the same entity.
- Email and domain compared with KRS or CEIDG address.
Verify a Poland carrier in Certica
Run register, licence, and VAT checks before you assign the load.
What to check on a Polish transport company
Polish carrier verification runs across three independent sources: KRS for sp. z o.o., CEIDG for jednoosobowa działalność, and KREPTD for licence rights. Forwarders booking PL lanes should treat those as three independent answers, not one “company OK” tick.
Company register checks
- KRS for limited companies: status, address, board, shareholders, recent entries.
- CEIDG for sole traders: activity status, transport PKD, blocking dates.
- REGON where you need the statistical ID cross-check.
- RAR for insolvency and pending register court cases.
Transport licence checks
- KREPTD: domestic authorisation or community licence, status, vehicle count.
- Scope matches your lane: national permit versus community licence.
VAT checks
- VIES active status and name match to the invoice entity.
- Polish VAT whitelist: status, registration date, registered bank accounts.
Insurance and plate checks
- UFG (plate): policy holder, expiry, and cover when plates are provided.
Polish identifiers on invoices and rate emails
- NIP: 10 digits, often written with or without PL prefix on cross-border paperwork.
- KRS number: 10 digits for companies; different from NIP and REGON.
- REGON: 9 or 14 digits; statistical ID, not a substitute for KREPTD.
- VAT invoice line: PL prefix plus 10 digits; must match VIES and VAT whitelist name.
What KRS or CEIDG alone does not prove
- That the entity holds a current KREPTD road transport authorisation.
- That UFG will show MTPL on the plates you book without plate numbers.
- That the bank account on the invoice is registered on the VAT whitelist today.
- That the booking email belongs to the board member or transport manager.
Example mismatch on Polish lanes
A forwarder receives a rate from biuro@haulier-trans.pl. KRS shows Haulier Trans sp. z o.o. active since 2018, but KREPTD returns no licence for that NIP. VAT whitelist is active and VIES matches. The risk is not “fake company”, it is “company without haulage rights”. Ops should pause before sending warehouse address and cargo value.
Official sources Certica uses for Poland
Certica resolves NIP to KRS or CEIDG, then pulls REGON, RAR, KREPTD, VAT whitelist, and UFG when plates are supplied. VIES and Domain always run.
- KRS
- CEIDG
- REGON
- RAR
- KREPTD
- UFG (plate)
- VIES
- VAT whitelist
- Domain
Documents to request from the carrier
Polish carriers often send a KRS PDF from last month and a KREPTD screenshot without date. Ask for extracts tied to booking day and an invoice bank account visible on the VAT whitelist.
- KRS full extract or CEIDG printout dated to booking day.
- KREPTD licence confirmation or screenshot with NIP visible.
- VIES printout and VAT whitelist result for the invoice NIP.
- CMR insurance policy tied to the contracting entity when plates are not yet known.
- Invoice bank account that appears on the VAT whitelist.
Email and domain checks
Polish impersonation cases often reuse a real KRS entity but switch to a .pl domain registered after a board change. Compare domain WHOIS with RAR and KRS management entries, not only the rate thread.
- Domain registration age versus company age in KRS or CEIDG.
- Email domain matches website and register address, not only freemail.
- Phone and fax lines consistent with the registered office.
- Booking contact name matches a director or authorised person where the register shows one.
Limits of a Polish carrier check
KREPTD and UFG are separate portals. A manual Friday pass across five sites is where teams skip email checks under load-board pressure.
- KRS and CEIDG show legal status, not cargo quality or payment history.
- UFG needs plates; without them you rely on policy documents from the carrier.
- VAT whitelist bank accounts can change: recheck before first payment.
- A Friday-evening manual pass across five portals is easy to skip under pressure.
Red flags and common mistakes
KRS active but KREPTD shows no licence
May indicate a broker posing as a haulier or a company that lost transport rights. Clear before pickup details go out.
Invoice bank account missing from VAT whitelist
Common after a rebrand or split. Ask for an updated whitelist entry or a registered account before you pay.
Recent KRS board change with a new booking email
Could be legitimate succession or impersonation after a takeover. Call a number from KRS, not only the email thread.
Freemail on a fleet that claims multiple trucks
Not proof of fraud, but requires review alongside domain age and KREPTD vehicle count.
How Certica supports Polish carrier verification
Certica automatically collects and analyses carrier verification data, detects risk signals, and supports your decision before a load is assigned.
Send Polish NIP, country PL, booking email, and tractor or trailer plates when you have them. Certica chooses KRS versus CEIDG from the identifier shape and runs KREPTD, whitelist, and UFG in parallel.
- Licence, VAT, insurance, and company register checked in one Polish submission.
- RAR insolvency signals surface alongside register status in one run.
- PDF bundles register extracts for compliance files.
Official sources
- EU VIES VAT validation (European Commission)
- Polish National Court Register (KRS)
- Polish CEIDG sole trader register
- Polish KREPTD transport register (GITD)
- Polish court filings register (RAR)
- Polish REGON statistical register
- Polish motor insurance database (UFG)
- Polish VAT whitelist (Ministry of Finance API)
FAQ
How do I check a Polish transport company register?
Limited companies sit in KRS; sole traders in CEIDG. Pull a current extract on booking day and read status, address, and recent entry numbers before you approve the carrier.
Where do I verify a Polish carrier licence?
Use KREPTD (GITD) by NIP. Confirm domestic authorisation or community licence, status, vehicle count, and validity dates match the lane you want to book.
What is on a Polish carrier verification checklist?
Register (KRS or CEIDG), KREPTD licence, VIES, VAT whitelist, UFG with plates, RAR if insolvency is a concern, plus email and domain against register data.
Can I verify a Polish carrier before assigning the load with only the NIP?
NIP plus country starts KRS or CEIDG, KREPTD, VIES, and VAT whitelist. Add plates to unlock UFG insurance in Certica.
Related pages
Certica
Verify a Poland carrier in Certica
Run register, licence, and VAT checks before you assign the load.
No card required. Results usually return in seconds to a few minutes, depending on registry availability.