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Licensed vs Unlicensed Transfers in Poland — A Control Checklist
In corporate transport, a professional-looking website is not compliance. In Poland, commercial passenger transport requires a licence — and using an unlicensed supplier creates direct financial and legal liability for the company that booked the trip. This checklist helps EAs and travel managers verify supplier status before confirming any booking.
TL;DR
- A licence for domestic road passenger transport is legally required for commercial transfers in Poland
- Unlicensed operators are illegal regardless of vehicle quality or website presentation
- Invoices from unlicensed operators are not valid for VAT reclaim
- Verify the supplier in the Polish business register before first booking
- If the supplier cannot answer basic compliance questions in writing — treat it as risk
What Polish law requires
Commercial ground transport in Poland requires:
- Licencja na krajowy transport drogowy osób — licence for domestic road passenger transport, issued by the relevant local authority (starosta or minister, depending on vehicle capacity)
- For vehicles carrying 7+ passengers: a separate licence category applies
- The driver must carry the licence document in the vehicle at all times
Companies operating without this licence are illegal operators regardless of how professional their presentation is.
Verification checklist — before first booking
☐ Ask for the company's full legal name and NIP (Polish tax ID)
☐ Ask for the licence number for road passenger transport
☐ Verify the company exists in the Polish business register: ceidg.gov.pl (sole traders) or krs.ms.gov.pl (limited companies)
☐ Confirm the company is VAT registered (required for corporate invoicing)
☐ Ask whether drivers are employed or subcontracted — and whether subcontractors hold their own licences
☐ Request a sample booking confirmation and invoice before committing to a booking
Copy-paste vendor verification questions
Send these to any new supplier before confirming a first booking:
Please confirm:
- Full legal entity name and NIP issuing VAT invoices
- Licence number for domestic road passenger transport in Poland
- Insurance coverage: third-party liability and operational insurance
- Whether you provide: Meet & Greet SOP, flight monitoring, waiting policy, IRROPS procedure, and 24/7 dispatch
- Vehicle class definitions and luggage rules
Why this matters for corporate travel managers
If an unlicensed driver is involved in an accident while transporting your executive, the company's insurance may not cover the claim. The liability can fall on the booking party. Invoices from unlicensed operators are not valid for VAT reclaim. The risk is not theoretical — it is financial and legal.
Red flags
- Cash only, no invoice offered
- No company name or NIP on the invoice
- "WhatsApp only" booking with no written confirmation
- No stated waiting time or cancellation policy
- Driver uses an unmarked personal vehicle
- Price significantly below market rate with no explanation
- Cannot or will not confirm licence details in writing
One red flag may be coincidental. Three or more is a pattern.
Related resources
- Passenger Data & GDPR (RODO): /knowledge/data-privacy-passenger-details-gdpr/
- Invoicing & Payments — VAT and billing rules: /knowledge/invoicing-payments-vat-corporate-billing/
- Service Standards: driver, discretion, communication, SLA: /knowledge/service-standards/
License No 92/2019
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IQPD Sp. z o.o.
ul. Jana Zamoyskiego 81
30-519 Kraków, Poland
VAT ID PL6751452415
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REGON 121519100
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