Virtual office for foreign companies — entering the Polish market online

If you run a business abroad and want to enter the Polish market, the first question is usually: can it be handled without relocating and without flying to Warsaw for every formality? It can. The company can be registered remotely, and a virtual office provides the registered address. Below I walk through what that path looks like step by step — and what you get from us, and what you don't.

Entering the Polish market remotely

Starting a business in Poland does not require an entrepreneur from abroad to be physically present at every stage. The most common form is a limited liability company, which can be set up through the online S24 registration system. An entry in the KRS does, however, require a registered address on Polish territory — and that is the point at which a foreign company finds it hardest to find a solution, if it doesn't yet have any premises here.

A virtual office solves exactly that problem. You get a real address in Warsaw at which you can legally register the company, plus mail handling that lets you keep an eye on the company's post from anywhere. You don't need to rent premises in a market you're only just testing, or hire someone purely to collect letters. In short, you don't need to travel to Poland to get set up.

A Warsaw address as your foothold

A registered address is not only a formal requirement — it is also the first signal to Polish counterparties, public offices and banks. Our address is Al. Jana Pawła II 80/4, 00-175 Warsaw, in the city centre, opposite the Arkadia shopping mall. For a company entering a new market, a Warsaw address looks more credible and professional than a random location on the outskirts and makes it easier to build trust from the first contact.

You'll enter that same address into the KRS, put it on invoices and give it to trading partners. There's more on how a business address works in the registers in the piece on the company registration address.

Remote company registration in S24

S24 is an online system in which a limited liability company is set up on a ready-made articles-of-association template, without a visit to a notary and without having to be in Poland. You run the whole process online. In practice this means an entrepreneur from abroad can go through the registration online — while the registered address is supplied by the virtual office.

One condition matters here: registering remotely without coming to Poland works only if every signatory has an S24 account and an accepted electronic signature — a Trusted Profile (ePUAP), a qualified electronic signature or a personal signature — and can be identified in the system. A foreigner without a PESEL number may first need to complete extra identification before they can sign. It's not simply a matter of a computer and internet access, so it's worth checking that each shareholder can obtain a valid signature before you start.

On our side it's simple: you sign the agreement on using the address online, then use it in the registration application. If time is short and you want to start right away, we also have ready-made companies on offer — entities that are already registered and can be taken over faster than setting up a new structure from scratch. That can be convenient when the deadline to enter the market is tight.

Official mail under control from abroad

The biggest practical risk in running a Polish company from abroad is missing a letter from a public office. Deadlines in Poland run from the moment of delivery, and a letter nobody collects can cause trouble — we write separately about what contact and inspections with the tax office look like at such an address. A virtual office removes that problem:

• We collect the correspondence — registered mail from public offices included — on the company's behalf, at the Warsaw address.
• We notify you of every item by email, so you know about it the same day, no matter what country you're in.
• We scan the contents by default and without limits — you read the letter in your panel, without waiting for a courier shipment abroad.
• Client Panel and app 24/7 — your entire correspondence history in one place, accessible from any time zone.

In the PRO plan there is also a monthly parcel of your letters sent to a chosen address — handy if you want to receive the originals in a batch — plus one hour of meeting room per month, should you come over for a meeting with a Polish partner.

One channel sits outside the virtual office: e-Doręczenia (e-Delivery), Poland's public registered electronic delivery service. A company newly entered in the KRS is assigned an e-Delivery address at registration, and from 1 January 2026 it is, as a rule, the primary electronic route for correspondence with many public bodies. A virtual office handles the paper mail that arrives at your Warsaw address; it does not replace the e-Delivery mailbox, which the company — through you or a designated administrator — must monitor regularly, wherever in the world you happen to be.

Service in English

This is an advantage worth stating plainly, because for a company from abroad the language barrier can be a real obstacle. We serve clients in English — the day-to-day matters around the address, the correspondence and the plan can be handled without any knowledge of Polish. That is the genuine strength here: you don't have to travel to Poland and you don't have to speak Polish to keep the company running.

To be fair: this is service in English, not a translation service. We don't translate official documents or contracts and we don't give legal advice — if you need a translation of letters or legal advice on the form of your business, those are separate services worth turning to specialists for. We are responsible for the address, the mail and getting the formalities done smoothly in English.

What the plan does not include

Before you decide, it's worth knowing the limits of the service, so you don't count on something we don't offer. A virtual office is an address and mail handling — and that's it at the basic level. We don't run call answering or a secretariat on the company's behalf, we don't provide permanent hot desks, we don't translate documents and we don't give legal advice. If you need any of those, look for them separately — we won't pretend they are “in the plan”.

What we do have beyond the address itself: mail handling with scanning, the option of remote company registration (S24), ready-made companies to start with, and accounting if you want to run your Polish settlements with one provider. The question of whether such an address is legal is covered in the piece on whether a virtual office is legal.

What it costs at VSTREFA

The lowest price is 29 PLN net per month in the plan combining a virtual office with accounting — sensible if you need settlement handling in Poland anyway. Here is the full comparison of plans:

Frequently asked questions

Summary

A company from abroad can enter the Polish market without leaving home: you register the company remotely in S24, a virtual office provides the registered address in central Warsaw, and mail from public offices is collected, scanned and visible in the panel from any country. On top of that the service works in English, so you won't get stuck on the language barrier in day-to-day matters. It isn't a translation service or legal advice — but as an efficient foothold in Poland it works very well.