National Court Register (KRS): When You Need Certified Translation of Documents

The National Court Register (KRS) is a fundamental public database containing information about entrepreneurs, associations, foundations, and other entities operating in Poland. Documents from KRS, such as extracts or certificates, are often essential in commercial and legal transactions. When do such documents require certified translation, especially in the context of international business?

What is the National Court Register (KRS)?

The National Court Register (KRS) is a centralized, public register maintained by designated district courts (commercial courts) under the supervision of the Ministry of Justice. It was established in Poland on January 1, 2001, replacing the previous commercial register. The legal basis for its operation is the National Court Register Act.

The main objectives of KRS are to ensure the security of commercial transactions by providing reliable information about entities registered in it and to implement the principle of transparency in public life. Data contained in KRS is public, meaning everyone has the right to access it (although fees are charged for some documents).

Which entities must register in KRS?

KRS consists of three main registers:

1. Business register.
2. Register of associations, other social and professional organizations, foundations, and independent public healthcare institutions.
3. Register of insolvent debtors (operated until December 1, 2021; these tasks are now handled by the National Register of Debtors).

Entities subject to mandatory registration in the KRS business register include:

• General partnerships, professional partnerships, limited partnerships, limited joint-stock partnerships.
• Limited liability companies and joint-stock companies.
• European companies.
• State enterprises and research institutes.
• Foreign enterprises and their branches operating in Poland.
• Mutual insurance companies and mutual reinsurance companies.

It's worth noting that individuals conducting sole proprietorship business are not subject to KRS registration. For them, the appropriate register is the Central Registration and Information on Business Activity (CEIDG).

What information does the KRS business register contain (sections)?

Data concerning entrepreneurs in KRS is organized into six sections, each collecting a specific type of information:

• Section I: Basic identification data of the entity (name/company name, legal form, registered office and address, KRS number, tax ID, statistical number), information about the company's articles of association or statute, branch data.
• Section II: Method of entity representation (who is authorized to make declarations of will), data of members of the body authorized to represent (e.g., management board), supervisory body (e.g., supervisory board), proxies.
• Section III: Subject of the entrepreneur's activity according to Polish Classification of Activities (PKD), information about submitted annual financial statements and other financial documents.
• Section IV: Information about tax, customs arrears, social security contributions, ongoing bankruptcy, restructuring, or liquidation proceedings.
• Section V: Information about possible appointment and dismissal of a curator for the entity.
• Section VI: Data concerning opening of liquidation, dissolution or invalidation of the company, merger, division or transformation of the entity, as well as information about bankruptcy declaration.

How to obtain data and documents from KRS? (Extracts, certificates)

Access to public data from KRS is possible in several ways:

• Electronically via Internet: The most popular method is using the KRS entity search engine available on the Ministry of Justice portal. You can browse data for free and download electronic current and full extracts that have the force of an official document.
• In person or by mail at Central KRS Information: You can also submit an application (on the appropriate form) for issuing a paper extract, certificate, or statement at one of the Central KRS Information branches or registration court. Issuing such documents is usually paid.

Types of documents you can obtain include:

• Current KRS extract: Presents the current content of register entries as of the date of its preparation.
• Full KRS extract: Contains the content of all entries made in the register under a given KRS number from the time of the first entry (except entries not subject to disclosure).
• KRS certificate: Contains current content of entries from selected register sections.
• Statement: E.g., that a given entity is registered, is not registered, or has been deleted.

Important: Fees for issuing paper documents from KRS may change. Before submitting an application, it's worth checking current rates on Ministry of Justice websites or directly at the court.

When is certified translation of KRS documents needed?

Documents from the National Court Register are prepared in Polish. Certified translation of KRS extract or certificate into a foreign language becomes necessary when a Polish entrepreneur intends to use these documents abroad, e.g., for:

• Establishing a branch or representative office of the company in another country.
• Participating in international tenders.
• Establishing cooperation with foreign contractors who require official confirmation of the Polish company's legal status.
• Opening a foreign bank account for the company (see also: bank statement translation).
• Conducting court or administrative proceedings before authorities of other countries.
• Presenting documents to foreign offices (e.g., tax, registration).

Similarly, if a foreign company presents documents from its KRS equivalent in Poland (e.g., from the German Handelsregister), their certified translation into Polish will be necessary for Polish authorities, courts, or business partners.

Only translation performed and certified by a sworn translator has the force of an official document and is widely accepted by institutions. This includes not only the extract itself but often also translation of the company agreement or statute referenced in the KRS entry.

Where to professionally translate KRS documents online?

Translation of registration documents, such as KRS extracts, requires not only linguistic proficiency but also knowledge of specific legal and commercial terminology. Translation errors can lead to serious legal or financial consequences.

The Sworny.com platform offers quick and convenient access to services of experienced sworn translators specializing in translation of corporate and official documents. By ordering certified online translation of KRS documents from us, you gain:

• Guarantee of correctness: Translations are performed by authorized sworn translators.
• Quick quote and execution: Send a document scan and receive an offer.
• Convenience: Entire process online, without leaving your office or home.
• Confidentiality: We ensure complete security of your data.