KRAZ Registration – How to Register as an Employment Agency in Poland

Registration with the National Register of Employment Agencies (KRAZ — Krajowy Rejestr Agencji Zatrudnienia) is mandatory for entities that want to run an employment agency and provide job placement or temporary work services in Poland. This type of business is a regulated activity. This means you cannot start it freely based only on a sole trader entry in the Central Registration and Information on Business (CEIDG) or a company entry in the National Court Register (KRS). You must register with the employment agency register before you start providing services.

KRAZ is maintained by regional marshals (voivodeship authorities) as an IT system. It confirms that an entity meets the legal requirements for running an employment agency. It can lawfully provide the registered services.

Below, we explain who needs to register with KRAZ and when to submit the application. Find out which documents to prepare, what the fee is, and what obligations apply after KRAZ registration.

KRAZ Registration in Poland – What Is The Register Of Employment Agencies?

KRAZ is the National Register of Employment Agencies in Poland. It is a register of entities authorised to operate as employment agencies. Registration is a condition for providing job placement and temporary work services.

Under the Act of 20 March 2025 on the labour market and employment services, agencies are entities entered in the Register of Employment Agencies that provide services in job placement and temporary work. Operating as an employment agency is a regulated activity. (Act of 6 March 2018 – Entrepreneurs’ Law)

This means the activity can only be carried out after meeting legal requirements and obtaining proper registration. Operating without registration may result in a fine.

What Activities Require KRAZ Registration?

Registration with the employment agency register is required primarily when a business wants to provide job placement or temporary work services.

Job placement services include helping individuals find employment or other paid work. It also covers helping employers recruit staff. Such services may also include collecting and posting job offers, informing candidates and employers about the labour market, and initiating contact between candidates and employers. Placing persons to work abroad, and directing foreign nationals to work in Poland, also qualifies.

Temporary work consists of employing temporary workers and placing them to perform temporary work for and under the direction of a user employer.

Table: When Is KRAZ Registration Required?

If a business plans to provide even one service covered by employment agency activities, it should verify its registration obligation. It must be done before starting operations.

When Is KRAZ Registration Not Required?

The Act provides situations where KRAZ registration is not required. This applies to certain entities and specific types of activities that are not treated as standard employment agency services.

Registration is not required in cases specified in the Act. These include certain activities of the Voluntary Labour Corps (Ochotnicze Hufce Pracy), social integration centres and clubs, university career centres, social services centres, local government units, and certain social organisations, if they operate within the limits set by law.

Registration may also not be required for activities related to organising internships, traineeships, or practical vocational training. This is the case if they do not involve placing persons in employment or other paid work.

In practice, caution is needed. The line between simple educational or informational support and a job placement service can be unclear. Before starting operations, it is worth analysing your actual business model. Consider the scope of services, how you communicate with candidates, and your relationships with employers.

Who Can Apply for KRAZ Registration?

Primarily, businesses intending to run an employment agency may apply for KRAZ registration. This applies to both Polish and certain foreign businesses.

For Polish businesses, the competent authority is the marshal of the voivodeship where the registered office or the main place of business is located. In practice, matters are usually handled by voivodeship labour offices or marshal’s offices.

Foreign businesses may also apply, in particular:

• those operating in Poland through a branch;
• businesses from European Union member states;
• businesses from European Economic Area countries;
• businesses from countries that enjoy freedom to provide services under agreements with the European Union;
• other foreign businesses, if they operate in Poland in a permitted form or are authorised under separate provisions or international agreements.

A foreign business must indicate in the application a person residing in Poland who is authorised to represent it. A representative who may act on its behalf, including before supervisory authorities.

Conditions for KRAZ Registration

Obtaining registration with the employment agency register requires meeting specific statutory conditions. It is not just a formal step. The regional marshal may verify the data provided in the application. They can check whether the conditions for running the business are met.

An entity applying for registration must, in particular:

• have no outstanding tax liabilities;
• have no outstanding social insurance, health insurance, or fund contribution liabilities;
• not be in liquidation or bankruptcy;
• meet the criminal record requirements specified in the Act;
• not be subject to a final ban on conducting the business covered by the registration;
• not be subject to other statutory obstacles preventing registration;
• submit the required declarations and certificates.

The absence of a criminal record for certain offences and petty offences is particularly important. This includes offences related to violations of employment agency regulations and the rights of workers. It also concerns document credibility, economic activity, and the employment of foreign nationals.

Does an Employment Agency Need an Office in Poland?

In certain cases, an employment agency must have premises in Poland. This applies to agencies that provide services related to placing persons to work abroad, placing foreign nationals in employment or other paid work in Poland, and providing temporary work services.

The premises should be a place where services are provided and where direct contact with agency representatives is possible. Documents related to the provision of services are also kept there. Including records for temporary workers and persons placed in temporary work.

In practice, a virtual address or purely online operations may not be sufficient for such services. They require actual office space under the Act.

KRAZ and Foreign Nationals — New Restrictions from 2025

Particularly important are the rules for agencies that want to provide services for foreign nationals who need a work permit or a statement of intent to entrust work to a foreign national.

Under the new regulations, operating in this area is only possible after 2 years of registration with the employment agency register and actively providing job placement or temporary work services. After this period, the agency must obtain an amendment to its KRAZ entry.

This is a significant change for new agencies. An entity that has just obtained KRAZ registration generally cannot immediately start placing foreign nationals who require a work permit or a statement of intent. It must first operate for the required period and then obtain an amendment to its registration.

KRAZ Registration Online — Where to Submit the Application?

The KRAZ registration application is submitted electronically through the STOR system. The IT system for managing public employment service registers (System Teleinformatyczny Obsługi Rejestrów Publicznych Służb Zatrudnienia).

In practice, the applicant should:

• access the STOR/KRAZ system;
• select the correct application form for employment agency registration;
• fill in the entity’s data;
• specify the type of services to be provided;
• attach the required documents;
• sign the application electronically;
• send the application to the competent regional marshal.

The competent authority depends on the registered office or main place of business. For foreign businesses, the relevant location is the office where services will be provided.

What Documents Are Necessary for KRAZ Registration?

The registration application must be accompanied by the documents required by law and administrative practice. The exact documents depend on the entity’s status and the type of services to be provided.

The most commonly required documents are:

• the employment agency registration application;
• proof of payment of the registration fee;
• a declaration confirming knowledge of and compliance with the conditions for running an employment agency;
• a certificate confirming no outstanding tax liabilities, or a document showing the status of any arrears;
• a certificate from the Social Insurance Institution (ZUS) confirming no outstanding contribution liabilities;
• a criminal record certificate;
• a declaration regarding criminal record status;
• documents relating to the foreign entity, if the application is submitted by such an entity;
• a power of attorney, if the matter is handled by a legal representative;
• proof of payment of the stamp duty for the power of attorney, if applicable.

If documents submitted by a foreign entity are drawn up in a foreign language, a Polish sworn translation may be necessary.

What Is the KRAZ Registration Fee?

The fee for registration with the employment agency register is 1000 PLN. It is paid to the bank account indicated by the relevant marshal’s office or voivodeship labour office.

If the business is represented by an attorney, an additional stamp duty of 17 PLN may apply for the power of attorney. This does not apply to all powers of attorney, as the Act of 16 November 2006 on Stamp Duty (Journal of Laws of 2025, item 1154) provides exemptions. They include powers of attorney granted to close family members.

Table: Key Costs for KRAZ Registration

If the authority refuses registration, the fee may be refunded in some cases. However, the business will generally not get the money back if the refusal was due to failure to meet the registration conditions.

How Long Does KRAZ Registration Take?

The regional marshal should complete the registration within 14 days of receiving the complete application.

If the application is incomplete, the authority will request the applicant to fix the deficiencies. In that case, the processing period runs from the date the application is completed.

An important rule under the Act also applies. i.e., if the marshal fails to register the entity within 14 days, and 21 days have passed since the application was received, the entity may begin operating. This does not apply if the authority requested that deficiencies be remedied before the 14-day period expired.

Refusal of KRAZ Registration — When Can It Happen?

The regional marshal may refuse registration if the business does not meet the statutory conditions. Refusal may occur if the entity has outstanding public law liabilities, does not meet criminal record requirements, is in liquidation or bankruptcy, provided false information, or was previously removed from the register for reasons specified in the Act.

Refusal is issued as an administrative decision. It can be appealed to the Local Government Appeals Board through the authority that issued the decision. The appeal period is 14 days from the date of receipt of the decision.

The KRAZ Registration Number — What Does It Confirm?

Once registered, the entity is listed in the National Register of Employment Agencies. It receives a registration number. In practice, this number confirms the right to provide the registered services.

The KRAZ registration number should be used in documents, job announcements, and job postings. The Act requires employment agencies to include the registration number when communicating with candidates and employers, and to properly label temporary work offers.

In practice, the registration number serves as proof of lawful operation. It is often verified by clients and public institutions.

Obligations After KRAZ Registration

Obtaining KRAZ registration does not end the business’s obligations. The employment agency must continuously meet the conditions for running a regulated business.

The most important obligations include:

• operating within the scope of the registration;
• notifying the regional marshal of any change to registered data;
• notifying of any change in the type of services provided;
• complying with the ban on charging candidates unauthorised fees;
• not discriminating against persons using the agency’s services;
• maintaining the required records;
• meeting specific requirements for placing persons to work abroad;
• meeting specific requirements for placing foreign nationals to work in Poland;
• submitting the annual report on the employment agency’s activities.

The reporting obligation is especially important. The employment agency must submit information about its previous year’s activities by 31 January.

Updating Data in KRAZ

If data changes after registration, the business must notify the regional marshal. This includes changes to identification and address data, office location, managing or representing persons, and the scope of services provided.

If managing or representing persons change, updated supporting documents may be necessary. These may include documents confirming compliance with the conditions, such as criminal record certificates and confirmation of no outstanding liabilities.

Failing to update data may cause problems during an inspection. In extreme cases, it may lead to removal from the register.

Penalty for Operating Without KRAZ Registration

Operating an employment agency without the required KRAZ registration is an infringement. Anyone who runs an employment agency providing job placement or temporary work services without registration is subject to a fine. It ranges from 3000 PLN to 100 000 PLN.

Liability may also arise from other violations. These include charging unauthorised fees, violating the non-discrimination rule, failing to have the required contracts or documents when placing persons abroad, and violations related to foreign nationals.

For businesses, this means that employment agency operations must be prepared not only from a commercial perspective, but also from a legal and regulatory one.

KRAZ Registration Step by Step

The process of obtaining employment agency registration can be presented in key steps.

1. Determine whether your planned activity requires KRAZ registration.
2. Verify that you meet the statutory conditions.
3. Identify the competent regional marshal.
4. Prepare the required certificates and declarations.
5. Pay the registration fee.
6. Complete the application in the STOR/KRAZ system.
7. Sign and submit the application electronically.
8. Address any deficiencies if the authority requests it.
9. Receive notification of registration and the certificate.
10. Remember your post-registration obligations, e.g. data updates and annual reporting.

KRAZ Registration — Summary

KRAZ registration is the basic condition for legally operating an employment agency. It applies to entities providing job placement and temporary work services. From 1 June 2025, the key rules are defined by the Act of 20 March 2025 on the Labour Market and Employment Services.

Before submitting the application, check whether your planned business model requires registration. Which services will you provide? Does your agency need to have an office in Poland? Will your activities involve foreign nationals? Special attention is required for the new rules on services for foreign nationals. In many cases, starting such activities requires two years of experience and an amendment to the registration.

A well-prepared application, a complete set of documents, and the payment of the fee help reduce the risk of being asked to fix deficiencies or having registration refused.

Are you planning to set up an employment agency in Poland and are not sure whether you need KRAZ registration? Contact our law firm. We can assess your business model and prepare the application. We will help to compile the documents and guide you through the registration process.

FAQ — Frequently Asked Questions About KRAZ Registration