Frequently Asked Questions

Here you'll find answers to the most common questions our clients ask about Polish VAT and OSS registration.

📧 a) How do I send documents to you?

Please reply directly to the email thread with your Registration Assistant.

Using the original email thread helps us:

• Keep all communication together
• Track your registration progress
• Maintain a complete document history
• Reduce delays caused by missing information

📌 Please avoid creating new email threads for the same registration case.

📋 b) What do I do next?

Once you have submitted:

• Your completed registration forms
• All requested supporting company documents

your Registration Assistant will review the information carefully.

If everything is complete and accurate, you will receive the final registration documents for:

• Review
• Signature
• Return to hellotax

Please also refer to:

👉 [NEXT STEPS]

for a detailed overview of the registration process.

⏳ c) How long does the registration process take?

Processing times can vary depending on:

• The type of registration requested
• The complexity of the application
• Whether additional information is requested
• The workload of the Polish Tax Authority

Typical processing times are:

VAT Registration

🇪🇺 EU Companies: approximately 4–8 weeks

🌍 NON-EU Companies: approximately 6–12 weeks

OSS Registration

📌 OSS registrations are generally processed more quickly and are often completed within 2–6 weeks.

⚠️ These timeframes are estimates only and remain subject to the Polish Tax Authority's processing capacity.

⚡ d) Can the registration process be speeded up?

Unfortunately, no.

Once the application has been submitted, processing times are controlled entirely by the Polish Tax Authority.

We will always:

✅ Prepare your application as quickly as possible

✅ Respond promptly to authority requests

✅ Help minimise avoidable delays

📄 e) Why must my company documents be less than 6 months old?

The Polish Tax Authority may require recently issued company documents to confirm that:

• The company remains active
• Company information is current
• The legal structure has not changed

Older documents may result in:

• Requests for updated documentation
• Delays in processing
• Additional verification requirements

Please also see:

👉 [MY DOCUMENTS]

💬 f) What is the best way to communicate?

Please continue using the original email thread relating to your registration.

This helps:

• Keep communication organised
• Prevent duplicate requests
• Ensure all parties have access to the same information

🛟 g) What support is available?

For this package, you will receive support from:

• Your Registration Assistant
• Your Account Manager

You may contact us by email at any time.

📌 We normally respond within 1 business day.

📁 h) Will I receive a file reference number or tax office contact person?

The Polish Tax Authority does not usually assign a dedicated contact person for non-resident VAT or OSS registrations.

However:

• Your application may be assigned an internal reference number
• This reference may appear on future correspondence

Please retain all correspondence for your records.

🌍 i) Do NON-EU companies need a Fiscal Representative in Poland?

VAT Registration

🇪🇺 EU Companies

EU-established companies can generally register directly for Polish VAT purposes.

🌍 NON-EU Companies

Companies established outside the European Union are generally required to appoint a Polish Fiscal Representative before VAT registration can be completed.

The Fiscal Representative:

• Acts as the local tax representative
• Communicates with the Polish Tax Authority
• Supports ongoing VAT compliance obligations

OSS Registration

OSS registrations do not generally require a Fiscal Representative where the business is eligible to register for OSS through its Member State of Identification.

🛒 j) What is the difference between VAT Registration and OSS Registration?

VAT Registration

A Polish VAT registration may be required when a business:

• Stores stock in Poland
• Makes local Polish sales
• Imports goods into Poland
• Has another direct VAT obligation in Poland

OSS Registration

The One Stop Shop (OSS) scheme allows eligible businesses to declare qualifying EU B2C sales through a single quarterly OSS return rather than obtaining multiple VAT registrations across the EU.

📌 A Polish VAT registration and OSS registration are separate registrations.

📌 One does not automatically replace the other.

🌍 k) Do I need both VAT and OSS registration?

Possibly.

Many ecommerce businesses require:

✅ A Polish VAT registration

and

✅ An OSS registration

For example:

• Stock may be stored in Poland, requiring a Polish VAT registration.
• Sales to private consumers in other EU countries may be reported through OSS.

The correct setup depends on your supply chain and sales model.

💻 l) Can I access the Polish tax portal directly?

Access to Polish tax systems depends on the registration structure and available authorisations.

Most clients manage their VAT obligations through:

• VATjar
• Their Account Manager
• Their Registration Assistant

Additional arrangements may be required where direct access is needed.

📨 m) How is the registration application submitted and can I receive proof of submission?

Applications are generally submitted electronically through the appropriate registration procedures.

Depending on the case:

• A submission acknowledgement may be available
• Additional information may be requested
• The first official confirmation may be the VAT or OSS registration approval itself

The availability of submission evidence depends on the registration method used.

📄 n) Do company documents also need to be less than 6 months old for OSS registration?

Usually not.

The requirement for recently issued company documents primarily applies to:

• New VAT registrations
• Registration amendments

However, updated documentation may occasionally be requested during the OSS registration process.

🔒 o) Are my documents secure and where are they stored?

Yes.

All documents submitted to hellotax are stored securely and processed in accordance with:

✅ GDPR requirements

Your documents are only shared where necessary with:

• Your Registration Assistant
• hellotax VAT specialists
• Your Fiscal Representative (where applicable)
• The Polish Tax Authority where required

🛒 p) Can we trade before the VAT number is issued?

Businesses may generally begin trading before a Polish VAT number has been issued.

However:

📌 You cannot use a Polish VAT number on invoices until it has officially been assigned.

📌 Historical transactions may need to be reported once registration is completed.

📌 Additional compliance obligations may arise depending on your business activities.

If you plan to hold stock or carry out taxable activities in Poland before registration is completed, please discuss this with your Registration Assistant.

📦 q) What additional information may ecommerce sellers need to provide?

The Polish Tax Authority may request additional information relating to your business operations, such as:

• Marketplace details (Amazon, Allegro, Shopify, etc.)
• Warehouse locations
• Stock movement information
• Supply chain details
• Expected sales volumes
• Evidence of taxable activities in Poland

Providing complete and accurate information early in the process can help reduce delays.

🔄 r) Can a VAT registration be backdated in Poland?

In certain circumstances, yes.

A backdated VAT registration may be possible where the business can demonstrate that taxable activities were already taking place in Poland before the registration application was submitted.

Supporting evidence may include:

• Sales invoices
• Marketplace transactions
• Import records
• Warehouse agreements
• Stock movement documentation

Each case is assessed individually by the Polish Tax Authority.

🧾 s) When do OSS reporting obligations start?

OSS reporting obligations generally begin from the effective OSS registration date confirmed by the tax authority.

Sales made before the OSS effective date may need to be reported through local VAT registrations where applicable.

Your hellotax team can help determine the correct reporting treatment.

🤝 Need Help?

If you have questions about your Polish VAT or OSS registration, please contact your Registration Assistant or Account Manager.

Our team will be happy to guide you through the registration process and provide updates on your application status.