How to register a company at a virtual address

March 30, 2026 | 5 min read

Registering a company at a virtual office address is a straightforward process that you can complete in a few steps. In this guide, we show you how - from choosing a provider to government formalities.

Step 1: Choose a virtual office provider

When choosing a provider, pay attention to:

Address location - does it fit your company's profile
Range of services - mail handling, scanning, conference room
Agreement terms - duration, notice period, additional fees
Reviews from other clients

Step 2: Sign the rental agreement

The virtual office rental agreement is a key document. It provides legal title to the premises, which is required for company registration. Make sure the agreement includes:

Exact address of the premises
Scope of services provided
Duration and termination conditions
Rules for mail handling

Step 3: Register your company

With the signed agreement, you can register your business. The procedure depends on the legal form:

Sole proprietorship (JDG)

Submit a CEIDG-1 application online at biznes.gov.pl or at the local municipal office
Enter the virtual office address in the "registered office address" field
The application is free and registration takes effect the same day

Limited liability company (Sp. z o.o.)

Register the company through the S24 system or at a notary
In the articles of association, specify the virtual office address as the registered office
Submit an application to KRS - the fee is PLN 350 (S24) or PLN 600 (notary)

Step 4: Register with the Tax Office and GUS

After registering with CEIDG or KRS:

Tax Office - submit form NIP-8 (companies) or update data in CEIDG (sole proprietors). The registered office address must match the agreement
GUS - you receive a REGON number automatically when registering with CEIDG. For companies - submit form RG-OP
ZUS - register as a contribution payer within 7 days of starting business activity

Step 5: Provide documents to the provider

Within 60 days of signing the agreement, provide the provider with copies of:

Tax Office NIP decision
CEIDG certificate or KRS excerpt
REGON number decision

Step 6: Update your business materials

Use your new address on:

Business cards and letterhead
Website and email signature
Invoices and commercial offers
Social media profiles

What to watch out for

After your agreement with the provider ends, you are obliged to change your registered address in all registers (KRS/CEIDG, Tax Office, GUS, ZUS) and remove the address from business materials. You usually have 14 days to do so.

Also remember that a virtual office is a shared space - you cannot store goods or accounting documents on the premises without the provider's consent.