Once you’ve covered the basic requirements for obtaining a VAT ID number in Poland—thresholds, storing goods, or cross-border sales—there are a few extra steps and tips that many sellers overlook.
Antonia Klatt
Last Updated on 22 October 2021In this guide, we highlight lesser-known but critical elements of the process that help avoid delays, misunderstandings, or penalties—and how hellotax simplifies them for you.
For the most updated information on general registration in Poland, please, check here.
1. Fiscal representative agreement: don’t skip notarization
If you’re a non-EU seller, you already know you need a fiscal representative in Poland. But what’s often missed is that this contract must be notarized.
Without a notarized agreement, your registration cannot be completed. This legal requirement ensures the rep is jointly liable and legally authorized to act on your behalf.
👉 hellotax provides fiscal representation in Poland and includes notarized agreements and translation support as part of our onboarding process.
2. German sellers: which tax office handles your case?
If your business is based in Germany and you’re selling to Poland without a permanent establishment, your VAT application must be submitted to:
Second Tax Office for Warszawa-Śródmieście
📍 ul. Jagiellońska 15, 03-719 Warszawa
📞 +48 22 11 35 00
📧 [email protected]
Knowing which office handles your file avoids delays and ensures documents are addressed properly.
💡 hellotax deals directly with the correct Polish authorities for your case—whether you’re in Germany, the UK, the US, or elsewhere.
3. Language barriers: how hellotax solves this with automation
All communication with Polish tax offices is in Polish only. That means letters, clarifications, and requests from authorities will arrive in a language many foreign sellers can’t read or respond to quickly.
To address this, hellotax created the Tax Letter Inbox—a feature in our VAT tool that:
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Scans and translates tax letters from Polish authorities
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Organizes all correspondence in a central dashboard
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Sends alerts when action is needed
With this feature, sellers can confidently manage compliance without hiring local translators or missing deadlines.
4. Smart handling of follow-up documentation
In addition to initial VAT registration, Polish authorities may request:
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Proof of taxable activities (e.g. contracts, shipping docs)
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Confirmations of local partnerships
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Bank or accounting agreements
These follow-ups are unpredictable but common—especially for non-resident or non-EU sellers.
👉 hellotax handles these additional steps through your fiscal representative and keeps you informed throughout the process.
Additional resources:
OSS VAT explained: One-Stop Shop guide for EU sellers
Fiscal Representation in the EU – When is it required?
Why manual VAT management is risky for non-EU sellers
Managing VAT manually—especially in a country like Poland where documentation must be submitted in the local language and authorities can request unpredictable follow-ups—opens the door to missed deadlines, penalties, and rejected filings. This risk increases for non-EU sellers unfamiliar with Polish regulations or working without a local contact. Even a minor error in translation or submission format can delay VAT number activation or lead to compliance issues later on. By using automated VAT software and working with a dedicated fiscal representative, you ensure that your documents, deadlines, and interactions with the Polish tax authorities are handled correctly and efficiently. hellotax gives you full visibility and control, without the stress of manual tracking or paperwork.
Conclusion: Small details make the big difference
If you’ve already read up on when to register for VAT in Poland, don’t stop there. Understanding the extra procedural details—like notarized fiscal rep contracts, local tax office routing, and communication gaps—can save you weeks of delay and avoid penalties.
📞 Book a free consultation with hellotax to get personalized support for Poland and all your EU VAT needs. We handle the paperwork, the translations, and the tax office—so you can focus on growing your business.
