Company check Poland is a critical step when entering a new market like Poland, which offers great opportunities for foreign small and medium enterprises (SMEs). Unfamiliarity with the local business environment can leave newcomers vulnerable to scams and bad partnerships.
Poland is generally a safe and well-regulated market, but just like anywhere, fraudsters target those who don’t know what to watch out for. In this article, we’ll discuss the most common scams foreign companies might encounter in Poland and how to avoid them. By understanding the red flags and following due diligence best practices, you can protect your business and enter Poland with confidence.
Common Scams Targeting Foreign Businesses in Poland
Poland’s growing economy and bustling trade make it an attractive arena for international business. Unfortunately, scammers take advantage of this activity. Without proper verification or a thorough company check Poland process, foreign firms are at risk of falling for well-executed fraud schemes. Below we outline the most relevant types of scams that international businesses should be aware of when dealing with Polish partners or clients. We’ll explain how each scam works and real-world tactics scammers use, so you know what warning signs to look for.
Fake Suppliers and Vendors
One prevalent scheme involves fraudulent suppliers – non-existent or dishonest companies posing as legitimate Polish vendors. In a typical scenario, a scammer will pretend to be a manufacturer or distributor offering products at competitive prices. They may provide convincing documents or even a professional-looking website. The catch: they demand payment or a hefty advance before delivering goods. Once the money is sent, the “supplier” disappears – no products ever arrive.
This is why initiating a company check Poland process before placing orders is absolutely essential, especially for first-time business relationships.
Real-world tactics of fake suppliers include:
- Advance Payment Fraud: The scam supplier insists on a large deposit or full prepayment for the first order, often claiming it’s due to high demand or “company policy.” After receiving the money, they never fulfill the order.
- Counterfeit or Low-Quality Goods: In some cases, the supplier may send something – but it’s counterfeit or substandard merchandise not worth the price.
- Impersonating Real Companies: Sophisticated fraudsters might impersonate actual Polish manufacturers. They use company names or logos without authorization or set up a fake website that closely mimics a real company’s site.
Even large corporations can fall victim if they neglect due diligence and skip a proper company check Poland. A stark example: In 2024, Polish oil giant Orlen lost a whopping PLN 1.6 billion (about $400 million) by paying upfront to an “unchecked” company that turned out to be a fraud. The case raised serious concerns about their internal verification procedures.
If a well-resourced corporation can be duped by a fake supplier, it underscores how critical it is for smaller foreign firms to verify every new vendor thoroughly.
How to spot a fake supplier?
Be cautious if a prospective Polish vendor:
- Demands large upfront payments or offers prices that seem “too good to be true.”
- Is reluctant to share verifiable company details like registration number or ownership structure.
- Uses personal contact details (e.g., Gmail, mobile number) instead of corporate ones.
- Refuses in-person meetings or factory visits.
- Tries to rush the deal or discourages third-party verification.
In all such cases, running a company check Poland through official databases and risk assessment tools can prevent costly mistakes.
Fake Customers Impersonating Real Companies
Another scam flips the script: fraudsters pose as customers – often pretending to represent a reputable Polish company – to trick foreign suppliers. This is commonly known as distribution fraud or impersonation fraud, and it has become increasingly common across Europe.
In a typical impersonation scam, a criminal group will impersonate an existing Polish business with a solid credit history. They may spoof a real company’s name and contact details and place large orders under delayed payment terms (e.g., Net 30). On the surface, everything seems legitimate – because the name belongs to an actual, trustworthy firm.
Foreign exporters unfamiliar with the local landscape may skip a background company check Poland for these “known” names, not realizing the communication is with an impersonator.
Here’s how the scam unfolds in practice:
- The fraudsters often create fake email addresses and websites resembling the real company. For instance, if the legitimate company’s email domain is
@XYcompany.pl, the imposters might use@XYcompany.pl(using a similar-looking character) or add an extra hyphen or letter. These differences can be very subtle (just one letter off), so it’s easy to be fooled at a glance. - They may also register a look-alike web domain and set up a basic website to “verify” their identity if you check. Often, the scam domain was registered only recently. If you perform a WHOIS lookup on the domain and find it was created a few weeks ago – while the real company has been around for years – you’re likely dealing with scammers.
- Once contact is made, the imposters use the trusted name to place a large order of goods. They typically insist on delivery to an address that they control (which may not be the company’s official address). They might claim the company has a new warehouse or a project site and ask you to ship there.
- They agree to your standard payment terms (e.g. payment within 30 days after delivery) and provide authentic-looking purchase order documents using the real company’s logo and details. Because the real company they’re impersonating has excellent credit and no history of defaults, you feel safe proceeding.
- After you ship the goods, the fraudsters take possession of the shipment (sometimes even arranging a courier pickup scam – for example, they may contact the real company pretending that a delivery went to them by mistake and send a courier to retrieve it, adding another layer of deception).
- When no payment arrives by the due date, you contact the real Polish company only to discover that they never placed any order. The people you dealt with were criminals, and the real company owes you nothing – they were unaware their identity was used. By this time, the scammers have disappeared with the goods, likely converting them to cash on the black market.
This “European Distribution Fraud” has been affecting businesses since at least 2010 and continues to grow. Polish risk analysts report that every week new cases emerge, with fraudsters impersonating major companies (both non-Polish and Polish). For example, criminals have for years impersonated the UK retailer to con suppliers across Europe, including in Poland. Likewise, scammers have posed as well-known Polish firms to defraud foreign suppliers, resulting in millions of euros in losses overall.
Warning signs of an impersonation scam:
- Email anomalies: Examine the email domain of the customer contacting you. If it doesn’t perfectly match the real company’s official domain (check the company’s website for their contact info), it’s a red flag. Also, be cautious if the email domain was registered very recently.
- Unusual shipping requests: The “customer” asks you to ship to an address that differs from the company’s known headquarters or usual warehouse. They might give a plausible reason, but always double-check with an independent source.
- Rush to receive goods: Scammers want to get the goods as fast as possible. If your “Polish client” is pushing for an extraordinarily quick delivery or is overly eager to bypass normal procurement protocols, be suspicious.
- Too large an order for a new relationship: An unexpectedly large order from a first-time Polish buyer, especially one claiming to be a big company, should prompt extra scrutiny. Big companies usually have established procurement procedures and don’t randomly approach new overseas suppliers with huge purchases without due process.
How to protect yourself: If you get an order from a Polish company that you haven’t worked with before, take a few verification steps. Call the company’s official phone line (find it on their official website or in a public registry) and ask to speak to the person who supposedly sent the order. Often, a quick call to the real company can expose the fraud – e.g. “No, Mr. Kowalski is not our employee.” Also, consider verifying the company’s details through an independent credit report or contact a credit insurance firm; if it’s a known scam, others may have reported similar approaches. We will cover more due diligence techniques in the next section.
Shell Companies with No Real Operations
The term “shell company” refers to a firm that exists only on paper — it has no real operations, employees, or significant assets. These entities are often created as vehicles for fraud, money laundering, or tax evasion. In Poland, setting up a company (such as a spółka z ograniczoną odpowiedzialnością, equivalent to a limited liability company) is relatively fast and inexpensive. Unfortunately, this ease of registration can be exploited by scammers to create bogus companies used solely for illicit schemes.
How a shell company scam might affect you as a foreign SME:
- Front for Fraud: A Polish company approaches you as a potential partner, supplier, or customer. Everything appears legitimate — they have a valid KRS number, a decent website, even a company stamp. But closer inspection reveals the company was established just weeks ago, has minimal share capital, and lists obscure or foreign individuals as directors. These are common signs of a shell company. A basic company check Poland process would immediately raise these red flags.
- No Intention to Deliver or Pay: Shell companies are often used in conjunction with fake supplier or fake customer scams. The scammers use the entity to receive advance payments or goods and then disappear, allowing the shell company to go bankrupt. Since these firms have no real assets, recovering losses is virtually impossible.
- VAT Fraud or Carousel Schemes: Some shell firms exist purely to participate in fraudulent VAT chains (e.g., missing trader schemes). If your company unknowingly transacts with such an entity, you may face challenges reclaiming VAT or even face scrutiny from Polish tax authorities. A properly executed company check Poland, including verification via the Ministry of Finance’s VAT White List, can help you avoid this kind of legal and financial exposure.
Spotting a Shell Company
Not every new or small business is suspicious. However, a combination of the following traits should trigger deeper scrutiny:
- Very Recent Registration: The company was founded only recently yet is proposing large or complex transactions. A brand-new entity with no commercial history deserves closer attention.
- No Financial History: If the company has existed for more than a year but hasn’t filed any financial statements in the KRS (as required), this may indicate it’s a dormant or deceptive entity.
- Minimal Capital and Unusual Ownership: Watch for companies with only the legal minimum share capital and owners/directors who are hard to trace — often foreign nationals or individuals tied to many other entities.
- No Physical Presence: If the address provided is a virtual office, PO box, or residential building, and you can’t verify any actual operations there (e.g. via Google Street View), be wary.
- Unverifiable Claims: The company boasts impressive clients or projects but refuses to provide direct references, and none can be verified independently.
All these red flags can usually be spotted early through a careful company check Poland process that includes reviewing registry data, corporate filings, and VAT registration status.
Fake Official Notices and Invoice Scams
If you establish a local office or register a company in Poland, beware of official-looking letters requesting fees for registry entries, licenses, or directory listings you never ordered. A common scam involves sending new businesses an invoice for inclusion in a fake “national business registry” — essentially a useless listing with a hefty price tag. These letters often mimic official government correspondence.
When in doubt, always have a legal adviser or partner verify such notices — and consult official sources as part of your standard company check Poland procedure.
Phishing and CEO Fraud
Poland has also seen growing cases of phishing and CEO fraud targeting international companies. A scammer might spoof your Polish partner’s email address and send you an invoice with fraudulent bank details, hoping you’ll wire funds to the wrong account.
Alternatively, they might impersonate your own CEO and instruct your local Polish staff to transfer funds urgently — a form of “president fraud.”
These scams exploit trust and urgency. The best defense is verifying any changes in banking data or unusual requests through secure, known contacts — and by incorporating email authenticity checks into your broader company check Poland framework.
Best Practices for Due Diligence and Risk Checks in Poland
Knowledge is power. Now that you’re aware of common scams, how do you proactively protect yourself? The answer lies in due diligence: thoroughly vetting any potential business partner — supplier, customer, or investor — before committing to an agreement or sending funds.
A proper company check Poland is your first and most reliable line of defense.
Verify Business Registration and Status (KRS and CEIDG)
Your due diligence should begin with government-maintained databases:
- KRS (Krajowy Rejestr Sądowy) – the National Court Register. All incorporated businesses like Sp. z o.o. or S.A. must be listed here. Use this to check a company’s registration details, board members, financial filings, and legal status (e.g., active, liquidated, or bankrupt).
- CEIDG (Centralna Ewidencja i Informacja o Działalności Gospodarczej) – for sole proprietorships and civil partnerships. This register confirms whether a person is legally conducting business in Poland, their activity type, and current status (active/suspended/bankrupt).
A key part of any company check Poland is ensuring that a business appears in the correct register and is currently active. If not, it could be a fake entity — or one in financial trouble.
Check Financial History and Compliance
Established companies usually file annual reports and financial statements. If a company hasn’t filed any documents for years, that’s a red flag. It could indicate the company is inactive, non-compliant, or simply a front.
The company check Poland process should always include a review of filing history, management changes, and company longevity. All of these signal whether a business is transparent or hiding something.
Use the VAT “White List”
Poland’s Ministry of Finance maintains an official White List of VAT Payers. It includes each company’s registered VAT number and verified bank accounts. This should be a mandatory step in any company check Poland process.
If the bank account provided by a supplier or partner does not appear on this list, consider it a serious warning. In fact, paying to an unlisted account above a certain threshold may disqualify you from deducting VAT on that transaction.
Always check both the VAT number and bank account through the White List before transferring any significant amount of money.
Conduct Financial and Reputation Checks
A thorough company check Poland goes beyond confirming that a company exists. You also need to assess its financial health, creditworthiness, and market reputation. Here’s how:
Review Financial Statements
If the business is a limited liability company (Sp. z o.o.) or joint-stock company (S.A.), request recent financial statements or check the KRS online database. Review basic indicators such as revenue, profit, assets, liabilities, and filing history. If a company hasn’t submitted required reports, it may be inactive or hiding financial issues.
Check for Debts and Credit History
Use Polish economic information bureaus (like KRD, BIG InfoMonitor, and ERIF) to see if the company has unpaid debts or poor credit history. Also check the Register of Insolvent Debtors (within KRS) to find out if company representatives have been legally declared insolvent.
Search for Legal Issues
For higher-risk or high-value partnerships, it may be worth checking if the company or its owners are involved in litigation or criminal proceedings. This can be done through public court registers or with the help of a Polish legal advisor.
Verify Tax Compliance
You can ask the company to provide a certificate from the Polish tax office confirming it is up to date with tax filings and payments. This is especially relevant in large or long-term business engagements.
Investigate Online Reputation
Search the company and its key individuals online — ideally in both English and Polish. A credible company will have a traceable digital presence. Look for:
- Client reviews or testimonials
- Social media accounts (e.g. LinkedIn with real employees)
- Mentions in industry news or directories
If the company has no online footprint or only generic content, that’s a reason to investigate further.
Ask for References
Ask for direct contact with other clients who have worked with the company. A trustworthy firm will typically be happy to provide real-world references. Independently verify those contacts when possible.
Final Thought
Company check Poland is not about suspicion — it’s about business responsibility. Performing these checks protects your operations, investments, and reputation. Trust your partners, but take the time to verify them.ers to ensure their honesty, solvency, and good reputation. This is the simplest, yet most effective way to avoid problems in the future.
Utilize Professional Services (e.g. Risk Radar Company Report)
Professional Due Diligence Services: Save Time, Avoid Risk
Performing all the checks listed above can be time-consuming — especially if you’re unfamiliar with Polish regulations, databases, or language. That’s where professional due diligence services become invaluable. Specialized consulting firms (such as Target Solutions Poland) provide comprehensive background verification services designed specifically for foreign investors and companies doing business in Poland.
One example is the Risk Radar Company Check Poland Report — an all-in-one due diligence report based on official government data. It compiles key information into a single, easy-to-read summary that helps you make informed decisions fast.
What’s included in a professional report like Risk Radar?
- Official Registration Data: Verified company name, KRS number, NIP tax ID, REGON, legal form, registered address, and representation authority. Pulled directly from KRS and CEIDG, this confirms legal existence and status.
- Ownership and Structure: Overview of shareholders and beneficial owners, including alerts if nominee or proxy ownership is detected — a known red flag for shell entities.
- Financial Insights: If available, the report summarizes financial performance for the past 3 years (in PLN), including revenue, profit, assets, and liabilities. Key financial ratios help assess solvency and operational scale.
- Risk & Compliance Status: Identification of bankruptcies, restructurings, credit warnings, and legal status. Reports often integrate payment morality data or credit agency scoring, when accessible.
- Debt & Arrears Checks: Cross-checks public debt registries for tax arrears, liens, or enforcement actions. Any entries in economic information bureaus (KRD, ERIF, BIG) are flagged.
- VAT Compliance: Confirmation of VAT registration status and comparison of reported bank accounts against the official White List — an essential part of any reliable company check Poland process.
- Online Reputation & Red Flags: Searches public online sources, media coverage, client reviews, and social media to reveal credibility issues, dispute history, or reputational damage.
- Expert Summary Assessment: Based on the collected data, the report provides a clear recommendation — highlighting inconsistencies (e.g., high turnover with zero employees) or confirming overall trustworthiness.
These reports typically require only 1–2 business days to deliver and are provided in English. For a relatively small cost, you gain significant risk protection — especially useful before signing contracts or wiring advance payments.
If you’re conducting high-value deals or entering long-term cooperation in Poland, investing in a professional company check Poland report is not just smart — it’s critical.
Actionable Due Diligence Checklist
To wrap up, here’s a concise checklist you can use to verify any potential Polish business partner. This supports a structured company check Poland approach:
- Trust Your Instincts: If something feels “off” or too good to be true, pause and investigate.
- Confirm Existence: Search KRS/CEIDG to ensure the company is registered, active, and matches what you’ve been told.
- Verify Identity: Ensure the individuals you’re dealing with match the official board members or owners.
- Check VAT and Bank Account: Confirm VAT number and bank account via the White List — never pay to an unverified account.
- Review Financials: Look at available financial statements for size, solvency, and regularity of filings.
- Search for Red Flags: Use debt registers, court databases, and online research to spot past disputes or warnings.
- Inspect Contact Details: Double-check email domains, website ownership, and phone numbers for legitimacy.
- Validate Contact Info: Call official numbers, visit the company’s address (or check it online), and request live meetings.
- Request References or Samples: Ask for proof of past cooperation — and verify any reference you receive.
- Use Professional Help if Needed: For significant transactions, order a Risk Radar Company Check Poland Report to reveal hidden issues.
Conclusion: Prepare Thoroughly and Partner Safely
Poland is a vibrant, opportunity-rich market for foreign businesses. While the risk of scams exists, it should not deter you — it should prepare you. A proper company check Poland routine isn’t about mistrust; it’s about good business hygiene.
In this guide, we’ve outlined the most common scam types, how they operate, and what red flags to look for. We’ve also provided a concrete checklist to apply before signing deals or transferring funds. The key message: don’t skip verification. Using official sources, cross-checking identities, and when needed, consulting professionals, are steps that dramatically reduce your exposure to risk.
By integrating due diligence into your market entry strategy, you’re not just protecting your business — you’re laying the foundation for sustainable, trustworthy partnerships in Poland.
Ready for more? Follow the link to see a real-life example of a sophisticated scam that originated in Poland.