Are you planning to set up an association and work to achieve common goals? Whether you want to start a local initiative, sports club, or interest group, understanding how to set up an association is essential. Are you wondering about the difference between an ordinary and a registered association? Maybe you are curious about the full process, from idea to registration in the National Court Register? Find out how to start an association and choose the form that best suits your needs.
Table of Contents
- What Is An Association?
- Who Can Set Up an Association?
- Types of Associations
- How to set up an ordinary association?
- How to set up a registered association?
- Accounting for Associations – What You Need to Know
- How to Set Up an Association – Summary
- FAQ: Questions and Answers on Topic: How to Start an Association?
What Is An Association?
An association is a group of people working toward a common goal, not aimed at generating profit. The Associations Act regulates its operations
According to the regulations, an association:
- is voluntary – you can join it and leave it at any time,
- acts independently, defining its goals and methods of action,
- is a permanent structure, even if it has only 3 people (in the case of an ordinary association),
- is not profit-oriented – all activities focus on the implementation of statutory objectives.
What is important, associations can speak out on public affairs. Moreover, if the legal form allows it, they can hire employees, including their own members.
Who Can Set Up an Association?
The founders must be adults with full legal capacity and public rights. However, the following can also be members:
| Category | Rights |
| Minors aged 16-18 with limited legal capacity | They can vote and be elected if the majority of the board is made up of adults. |
| Minors under 16 | They can belong to the association with the consent of their statutory representatives. They have no right to vote. |
| Foreign nationals without residence in Poland | May join if allowed by the association’s statute |
| Legal entities | They can be supporting members. |
Types of Associations
Below you will find a comparison between the two main types of associations in Poland: ordinary and registered. This will help you decide which is best suited to your initiative.
| Criteria | Ordinary Association | Registered association |
| Minimum number of members | 3 | 7 |
| Legal personality | No | Yes (after registration in the National Court Register) |
| Registration | Entry in the provincial office’s register | Registration in the National Court Register |
| Possibility to conduct business | No | Yes (income allocated for statutory purposes) |
| Financing sources | Membership fees, donations, and public fundraising | Membership fees, donations, public fundraising, grants, inheritances, and business activity |
| Obligation to appoint bodies | No (a representative is enough) | Yes – the management board and the internal control body |
How to set up an ordinary association?
The establishment of an ordinary association is carried out in a simplified procedure. It does not require registration in the National Court Register. Below are the most important steps in this process:
1. Hold a founding meeting
During the meeting, you should:
• Approve the rules of operation
• Appoint a representative
• Define the association’s purpose and address
2. Prepare the regulation of activity
The regulations of an ordinary association should include:
- the name of the association, its purpose and methods of action,
- rules of membership and procedure for dissolving the association,
- details of the person representing the association externally.
3. Submit an application to the register of ordinary associations
Apply to your regional governor’s office. You should enclose:
- • Rules of operation
• Association address
• List of founders with signatures (at least 3 people)
• Representative’s data, plus info about the management board and control body if appointed.
4. Start operations
An ordinary association can start operating after obtaining an entry in the register. This usually takes place within 7 days of submitting the application.
Note: An ordinary association has no legal personality. It cannot conduct business and involve legal entities.
How to set up a registered association?
A registered association is a more formalised type of social activity. Its formation requires meeting some specific legal requirements. Moreover, it shouldobtain an entry in the National Court Register. Below you will find the steps to start a registered association.
1. Hold the founding meeting
During the founding meeting, you should:
- adopt a resolution on the establishment of the association,
- elect a founding committee.
2. Prepare the association’s statute
The Articles of Association should include key information such as:
- name of the association,
- the area of operation and the seat of the association,
- goals and ways of achieving them,
- rules for acquiring and losing membership,
- representation and liability procedures
- the amount and rules for paying membership fees,
- procedure for dissolving the association.
3. Submit an application for registration in the National Court Register
Use the KRS-W20 form and include:
- the statute of the association,
- a list of founders (at least 7 natural persons),
- minutes of the founding meeting,
- information about the address of the headquarters,
- proof of payment of the 250 PLN court fee or a request for exemption if applicable.
4. Wait for entry in the National Court Register
The registration procedure lasts a maximum of 3 months. Only after the registration, the association acquires legal personality and can start its activity.
Registered associations have more rights. They can apply for the status of a public benefit organisation, conduct business, and open local branches.
Accounting for Associations – What You Need to Know
You already know how to set up an association. Now it is time to look at the most important issues related to its accounting.
Regardless of the legal form, associations must keep accounts in line with the Accounting Act. This means that you need to:
- keep full accounting books,
- prepare annual financial statements,
- submit CIT-8 tax declarations.
Many associations choose to use accounting offices or online solutions for accounting.
How to Set Up an Association – Summary
Founding an association—whether ordinary or registered—requires certain steps. Yet, it is available to any group of people with a shared social mission. The right form depends on your goals and the scope of activity. Remember that registration in the National Court Register grants more rights but comes with additional responsibilities.
Do you want to ensure your association follows legal rules? Contact a lawyer. We will help you prepare documents, draft the statute, and guide you through registration. Contact our legal expert to set up your association today!
FAQ: Questions and Answers on Topic: How to Start an Association?
How many people are needed to start an association?
At least 3 people for an ordinary association, 7 for a registered association.
Does an ordinary association have legal personality?
No, it does not have legal personality.
How long does it take to register an association in the National Court Register?
Up to 3 months from the submission of a complete application.
Can an association conduct business?
Only a registered association, and only after obtaining an entry in the CEIDG register.
Can foreigners set up associations?
Yes, if they reside in Poland or the association’s statute allows it.
What documents are necessary to set up an association?
Depending on the form, statute, list of founders, minutes of the meeting, and details of board members.
Does an association have to maintain accounting records?
Yes, full accounting books are required.
Can an association hire employees?
Yes, including its own members.
Can an ordinary association be converted into a registered association?
Yes, as long as it has at least 7 members.
Where to register an ordinary association?
At the provincial office responsible for the association’s headquarters.
