To operate legally as a road transport company, a carrier must hold a valid transport licence. However, obtaining one requires proof of financial standing. This requirement applies both to domestic transport operations and to international road transport within the European Union. What financial standing amount is required for a transport licence? How can a carrier prove that it meets this condition?

Financial standing for a transport licence: legal basis

The requirement to prove financial standing for a transport licence results from Polish road transport regulations and from Regulation (EC) No 1071/2009 of the European Parliament and of the Council of 21 October 2009, which has applied in Poland since 4 December 2011. Financial standing is one of the key conditions for obtaining a transport licence, alongside professional competence, good repute and a real and stable establishment in one of the EU Member States.

Under these regulations, a road transport operator must be able to meet its financial obligations towards business partners at any time during the financial year.

What is the purpose of this requirement? It helps protect the transport market and increase the stability of the industry. Financial standing for a transport licence is intended to ensure that transport companies are able to handle financial obligations connected with their operations, such as cargo insurance, potential damage claims or other transport-related liabilities.

Financial standing for a transport licence: required amount

The required level of financial standing depends on the size of the carrier’s fleet. The amounts are specified in EU regulations, while their annual conversion into national currency is based on the euro exchange rate published in the Official Journal of the European Union on the first working day of October. The adjusted amount then applies from January of the following year.

What financial standing amount is required for a transport licence? For heavy goods vehicles above 3.5 tonnes, the required amount is EUR 9,000 for the first vehicle and EUR 5,000 for each additional vehicle. For vans and light commercial vehicles up to 3.5 tonnes, the requirement is EUR 1,800 for the first vehicle and EUR 900 for each additional vehicle.

When must financial standing be proven?

The required financial capacity must be demonstrated when submitting an application for a transport licence. However, this is not the only situation in which the requirement applies. Financial standing is also required when renewing a licence for the transport of goods or passengers, renewing certified copies of the licence after their expiry date and adding a new vehicle to the fleet if an additional licence copy is needed.

If a carrier cannot provide proof of financial standing for a transport licence, the competent authority may decide to suspend or even revoke the licence. In most cases, the operator is given a maximum of six months to correct the irregularity. If the requirement is still not met after that period, the carrier may lose its transport authorisation.

How to prove financial standing for a transport licence

How can a road transport company prove its financial standing? If the company keeps full accounting records, it may submit financial statements, including a balance sheet, profit and loss account and additional information, certified by an auditor or another authorised person. The documents should confirm that the company’s capital and reserves reach the value required for the entire fleet.

Financial standing for a transport licence may also be proven in other ways, for example by presenting a bank account balance confirmation. In this case, the funds are not formally blocked on the account, but they should remain available until the procedure is completed. Otherwise, the application process may end unfavourably for the carrier.

Another form of proof is a bank guarantee or insurance guarantee. In this model, a bank or insurance institution provides security and assumes financial responsibility for the carrier up to the required amount.

It is also worth mentioning an increasingly popular option: financial standing insurance. In practice, this solution may replace the need to freeze the carrier’s own capital. By paying annual premiums, the carrier can obtain confirmation from an insurance company that the financial standing requirement is met whenever such proof is needed.

Financial standing: practical tips for carriers

To avoid problems with financial standing for a transport licence, transport companies should plan their budget in advance. This is especially important for carriers that have only recently entered the market. Monitoring the euro exchange rate is also important, as it affects the required security amount when converted into Polish zloty.

Carriers should carefully analyse and choose the most suitable form of proving financial standing. Companies with stable capital may decide to use a bank balance confirmation, while new road transport operators often choose financial standing insurance as a more flexible solution.

By maintaining the required level of financial standing and regularly updating documents, a carrier reduces the risk of business interruption. This also supports smooth cooperation with the freight forwarding company Express Heroes. Transport orders can be carried out continuously and without unnecessary disruption, which helps carriers maintain financial liquidity and a stable source of income.

Starting a transport company requires completing specific formalities. When registering a business in CEIDG, the Polish Central Register and Information on Business, it is necessary to select the appropriate PKD codes, which define the type of business activity. Which codes apply to road transport? The answer depends largely on the type of services the company plans to provide.

PKD and road transport codes

Choosing the right PKD codes is highly important for tax settlements, the proper completion of company registration formalities, submitting documents to public offices, applying for grants and defining the scope of business obligations. Assigning the correct codes is an essential step when registering a business. This classification is used to specify the scope of services that the new company will provide.

Which codes define road transport? PKD codes for the transport industry depend on what will be transported: goods or passengers. It also matters whether the company’s activity will include additional services, such as warehousing. A new entrepreneur must indicate the main PKD code related to the dominant business activity, as well as additional codes covering supplementary services.

PKD codes for freight transport

In the TSL industry, the most common type of activity is freight transport. That is why the most frequently selected PKD code is 49.41.Z, which applies to road freight transport carried out using tractor units with semi-trailers, vans over 3.5 tonnes and other vehicles. It is the basic code chosen by carriers engaged in domestic and international transport, both full truckload and groupage.

Although PKD 49.41.Z is the main business activity code for most transport companies, many of them also add supplementary codes. Which ones? It depends on the services they provide. If the company’s offer also includes warehousing services, code 52.10.B should be assigned. In turn, the activity of freight forwarding companies, which organise transport and manage transport operations, is defined by code 52.29.C.

PKD for international and domestic transport

Should the PKD code be different for domestic transport than for international freight transport? This question is often asked by carriers planning to start a business. The answer is no. PKD 49.41.Z applies in both cases.

The differences appear at the level of formal requirements, such as the Community licence, permits and obligations related to the posting of drivers.

When is code 49.41.Z not the right choice? When the company transports people rather than goods. In that case, PKD 49.39.Z applies to employee transport or other types of passenger transport, while 49.31.Z applies to regular passenger transport as part of urban public transport.

If a transport company also handles parcel and courier deliveries, code 53.20.Z must be added. Code 77.12.Z, on the other hand, applies to the rental and leasing of trucks used for freight transport.

Transport services and PKD codes in detail

PKD codes should reflect the actual scope of business activity, so they should be selected carefully. These data are used by tax offices, ZUS and Statistics Poland. Choosing the right codes allows a company to operate in line with applicable regulations.

As you can see, a different code should be selected when the company’s main activity is road transport, and another when it is freight forwarding. The correct PKD code can be determined by analysing the type of services provided. Additional codes should then be included to cover the carrier’s full offer.

It is also worth remembering that PKD codes must be updated if the company changes its profile or expands its activity. Otherwise, new services should not formally be provided. When registering a new company, apart from the main business activity code, it is also possible to include codes related to planned future development. This way, introducing new services later may not require updating previously submitted documents.

PKD for transport services up to 3.5 tonnes and beyond

Do you have doubts about choosing the right PKD code? In most cases, the best choice is 49.41.Z, which applies to road freight transport. It is worth supplementing it with codes covering freight forwarding, warehousing or vehicle rental services. Correctly matching PKD codes during business registration means fewer formal problems in the future.

Starting a transport company involves formalities that cannot be avoided. However, to reduce their number in the future, many carriers decide to cooperate with a freight forwarding company such as Express Heroes. For them, this means no need to find freight orders independently or handle all the related documentation on their own.

As a result, the owner of a transport company can fully focus on business development instead of organising routes, negotiating rates or completing transport documents.

Entering the transport industry as a carrier often means having to find freight orders independently, which can be both time-consuming and demanding. To avoid this, many entrepreneurs choose to cooperate with a freight forwarding company. Starting such cooperation as a subcontracted carrier requires the right authorisations and documentation. A road transport licence and a Certificate of Professional Competence are only some of the documents needed to operate legally and effectively.

Transport documentation — where should you start?

To carry out domestic and international transport operations in cooperation with a freight forwarding company, several formal requirements must be met. The first step is registering a business. Most carriers choose a sole proprietorship, taking advantage of the option to register online through CEIDG, the Polish Central Register and Information on Business.

During the registration process, it is necessary to select the appropriate PKD codes, which define the scope of the future business activity, choose the form of taxation, register the company with ZUS and decide on VAT payer status. Opening a business bank account is also required to complete the process. Finally, it is worth making sure that the data entered in the registration form is consistent with future applications for a carrier licence. Any inconsistencies may extend administrative procedures.

Carrier licence — how to obtain it?

Once the business has been registered, the next step is obtaining a road transport licence. Its scope depends mainly on the geographical range of the planned services. For international routes, a Community licence is required, allowing transport operations within the European Union.

Before applying for a Community licence, however, you need an authorisation to pursue the occupation of road transport operator. The application should be submitted to the district office or to the city office in a city with district rights.

To obtain authorisation to pursue the occupation of road transport operator, the following conditions must be met:

• good repute — no penalties for serious road transport infringements or final convictions for relevant offences,
• appropriate financial standing — capital of EUR 9,000 for the first vehicle and EUR 5,000 for each additional vehicle with a maximum permissible weight exceeding 3.5 tonnes,
• professional competence, confirmed by a CPC certificate,
• an effective and stable establishment in one of the EU Member States.

Transport documents and insurance

Starting work as a subcontracted carrier requires not only the right authorisations, but also a roadworthy vehicle that meets all technical standards. The vehicle must also be properly insured to protect the transport company against random events or unexpected situations on the road. Third-party motor liability insurance is another mandatory document. It covers liability for damage caused to third parties in road traffic.

To protect the company against claims from business partners, it is worth taking out carrier liability insurance. This insurance covers the carrier’s liability for entrusted goods in the event of damage, destruction or loss. Although carrier liability insurance is not always a formal legal requirement, most freight forwarding companies require their subcontractors to have such a policy.

Another type of insurance is comprehensive vehicle insurance, which protects the vehicle in the event of a collision, theft or damage caused independently of the driver. Driver accident insurance provides protection in the event of permanent injury or death resulting from an accident. Cargo insurance is also worth mentioning, as it offers additional protection for the transported goods.

Transport documentation and equipment standards

That is still not the end of the requirements. The vehicle used by a subcontracted carrier must meet a number of standards. Some result directly from legal regulations, while others are required by freight forwarders. What kind of standards are we talking about?

Let’s start with the basics. The vehicle set must be registered and approved for road traffic. It should have valid technical inspections and meet tachograph requirements. The vehicle must also be equipped with mandatory items such as a fire extinguisher, warning triangle, first aid kit and other required safety equipment.

What do freight forwarding companies usually expect? In some cases, cooperation may require a specific type of trailer, such as a mega trailer, curtain-sided trailer or refrigerated trailer. In many cases, the year of manufacture of the vehicle and the efficiency of the cargo securing system are also important. Freight forwarders may also pay attention to the set of transport belts, corner protectors and anti-slip mats.

Transport documents and freight forwarding company requirements

What does the required transport documentation look like from the perspective of freight forwarding companies? Requirements vary, but in most cases, a subcontracted carrier must provide company registration documents, including CEIDG registration, confirmation of VAT payer status and tax identification numbers such as NIP and REGON.

The basis for cooperation with a freight forwarder consists of transport authorisations, including a permit to carry goods and a Community licence. A subcontracted carrier should also have a valid insurance policy and vehicle documents, including the registration certificate, confirmation of a valid technical inspection and tachograph data.

Freight forwarding companies also expect their partners to provide the appropriate category of driving licence, as well as valid medical and psychological examinations for the driver.

Transport documentation — cooperation with Express Heroes

The conditions under which freight forwarding companies cooperate with subcontracted carriers may differ. Express Heroes is a good example. In this case, the formal requirements are kept to a minimum.

The carrier must run a business registered in one of the EU Member States. The company’s registered office does not have to be located in Poland.

Another requirement is having roadworthy and complete transport equipment that meets all applicable legal regulations and standards, allowing the vehicle to operate in international transport.

A continuous vehicle availability period of at least two weeks is also important. This requirement supports effective route planning and helps build stable cooperation.

ADR authorisations and other specialist qualifications are also welcome, as they increase the carrier’s ability to handle more demanding transport orders.

Starting a business in the TSL sector as a subcontracted carrier can significantly improve the chances of stable company growth. Proper operational and formal preparation supports safe cooperation with a freight forwarding company and helps build trust among business partners. A conscious approach to industry requirements makes it easier to avoid costly mistakes and focus fully on completing the first transport orders efficiently.

The TSL industry, covering transport, shipping and logistics, is consistently listed as one of the fastest-growing sectors of the Polish economy, currently accounting for as much as 10% of Poland’s GDP. Poland is among the leaders of the European road transport market, and Polish transport companies handle a significant share of freight operations across the EU. It is therefore no surprise that more and more people are considering starting a business in the TSL sector. How can you become a road carrier and generate profit from providing transport services?

A transport company step by step: where to start?

Start with a precise business plan. Setting up a transport company requires proper preparation. The first step is to identify demand for transport services in a given market. It is worth taking a closer look not only at potential clients, but also at competitors. The goal is to identify the features that will distinguish your company from other businesses with a similar operating profile.

To understand how to become a carrier, you should also define in advance the type of transport services you plan to provide. This affects not only the formal requirements that must be met to obtain the necessary permits and licences, but also the costs. These costs should be carefully analysed in order to estimate the company’s expected profitability and plan the allocation of initial funds, including vehicle purchase, marketing and other start-up expenses.

How to start a transport company? Vehicle purchase

Providing transport services is not possible without a suitable vehicle, such as a tractor unit with a semi-trailer. Purchasing the right vehicle is therefore essential. If you do not have sufficient funds for this investment, it is worth considering a bank loan or leasing. Many carriers also use trailer rental options offered, among others, by Express Heroes. This solution makes it possible to handle a wider range of transport orders. For example, renting a refrigerated Frigo trailer enables the transport of goods that require temperature-controlled conditions.

When looking for an answer to the question of how to open a transport company, you should take into account not only the purchase of the right vehicle, but also its equipment and compliance with all technical requirements.

How to open a transport company? Required documents

Buying vehicles is not enough. It is also necessary to complete all formal requirements, such as registering a business in the Central Register and Information on Economic Activity. The application can be submitted online using the CEIDG-1 form or during a visit to the relevant office. At this stage, you must indicate the appropriate PKD codes, such as 49.41.Z for road freight transport, choose the form of taxation and define the accounting method.

A step-by-step process for starting a transport company also includes obtaining a certificate of professional competence. To achieve this, you must complete the required training and pass the exam. Another required document is a certificate of no criminal record. You also cannot become a carrier without a licence to perform national and international road transport of people or goods. Obtaining this licence involves a fee, the amount of which depends on the scope and validity period of the document. It is important to know that the licence can only be granted if financial standing for starting the business is documented.

How to set up a transport company step by step? Insurance and additional permits

What else should you remember when planning to start a transport company? Due to the fact that the TSL industry involves significant risk, a mandatory element of operating in this sector is purchasing road carrier liability insurance. This insurance protects the carrier against financial losses in the event of unexpected incidents on the route.

To make the process easier, it is worth using additional services provided by Express Heroes in cooperation with trusted partners. Purchasing carrier liability insurance, cargo insurance or vehicle insurance through a freight forwarding company can save a significant amount of time. It is also worth knowing that clients often require the insurance policy to be presented before signing a contract with a carrier.

To complete all formalities related to setting up a transport company, you must also remember about additional permits resulting from the specific nature of the transport orders you plan to carry out. These may apply, among others, to the transport of waste, ADR dangerous goods or waste paper.

Transport company: how to start getting transport orders?

Efficient operation of a transport company requires good organisation in route planning, driver working time control, cost settlement and transport documentation management. Many carriers decide to cooperate with a freight forwarding company to make these tasks easier. For example, starting cooperation with Express Heroes gives carriers access to the support of an experienced freight forwarder, advanced route planning software and easy contact with an accountant.

However, the most important benefit of gaining a partner in the form of a freight forwarding company is avoiding difficulties in acquiring transport orders. Express Heroes provides carriers with a guaranteed minimum monthly mileage of 11,000 km. This means financial stability and time savings, as carriers do not have to search for transport orders on their own or handle all related formalities independently.

Do you already know how to become a carrier and set up a transport company in Poland? To achieve this goal, you need proper preparation, knowledge of applicable regulations and the required permits and licences. Although there are many formal requirements connected with starting a business, carrying out transport orders through your own transport company can bring real satisfaction and become a stable source of income. Good luck!