Obtaining a license for a physical currency exchange office in Poland in 2025

Obtaining a license for a physical currency exchange office in Poland is a topical issue for local and foreign entrepreneurs. This is due to the constant growth of tourist traffic, a significant number of labor migrants and active activity of foreign investors. This type of business is subject to state regulation and requires entering information into the official register maintained by the Chairman of the National Bank of Poland (Narodowy Bank Polski, NBP). In the traditional sense there is no licensing, a registration certificate (zaświadczenie z urzędu) is issued to carry out the activity in this case. In the following, for convenience, we will talk about acquiring a permit for a physical forex office in Poland.

Fixed-location exchange offices are particularly prominent in urban centers, tourist zones, border regions, and major transport hubs. However, operating in this tightly regulated field demands adherence to specific legal, technical, and procedural standards. This guide offers a detailed breakdown of the registration pathway, documentation requirements, regulatory framework, and compliance obligations tied to launching a stationary forex operation office in Poland.

What is an exchanger (kantor) in the Polish jurisdiction

A foreign exchange point (cantor) is a specialized financial institution that carries out operations for cross-border currency change in cash. Its activities are aimed at providing cash conversion services taking into account market rates and internal financial policies of the company. Transactions are conducted in accordance with current government requirements, which define the procedure for conducting transactions, control and obligations to supervisory authorities.

This activity belongs to the category of regulated business related to the buying and selling of foreign currency, as well as intermediary operations in the implementation of such transactions. To legally implement business projects in this segment, it is required to obtain a Polish permit for a fixed forex operation office. Namely, it is necessary to make an entry in the state register of activities related to the purchase and sale of monetary units and to issue a certificate. This mechanism allows state authorities to control the operation of cash exchangers, prevent violations of financial legislation and ensure compliance with current regulations.

Cantors may operate only if they have a Polish license for monetary exchange activities (official registration) and comply with the lawful provisions. The state regulation stipulates compliance with strict standards in terms of organization of activities, internal control, customer identification and counteraction to illegal capital flows. Currency trading business implies not only the fulfillment of tasks in this area, but also constant supervision by the competent authorities, which ensures the stability and legitimacy of this sector of the economy.

Legal regulation of forex in the republic

The legal regulation of authorization of fixed forex operation bureau in Poland is based on legal acts defining the procedure for solving tasks in the field of buying and selling foreign currency units. The state regulation is aimed at ensuring transparency of money transactions, protection of consumer rights and prevention of financial offenses. The supervisory authorities control compliance with current requirements, including the procedure for issuing licenses for physical forex operation offices in Poland, technical standards of premises and peculiarities of accounting organization. The legislation in this segment establishes a list of conditions to be met by applicants planning to carry out these activities.

The main legal document defining the powers and nuances of cantors' work is the Act on Currency Regulation, which establishes the legal principles of transactions with foreign payment assets. This legal act defines the obligations of market participants, procedures for controlling the activities of exchangers and reporting requirements. In accordance with its provisions, business entities intending to carry out exchange operations are obliged to obtain a permit for currency exchange in Poland, namely, to register and be included in the state register retained by the National Bank of the jurisdiction.

Additional regulation is provided under the provisions of the Law on Entrepreneurs, which defines the general principles of business conduct, including licensing and registration requirements for entities engaged in forex transactions. According to this lawful act, cantors must comply with financial transparency standards, protect the rights of customers and comply with measures to counteract illigal doings.

Technical and organizational requirements for the premises of cantors are regulated by the Decree of the Minister of Finance of 24 September 2004. It contains rules regarding the equipment of exchange bureaux, security measures, accounting procedures and issuance of receipts for foreign exchange operations. According to this Decision, the points must comply with the requirements for the protection of funds, visitors and staff, as well as be equipped with video surveillance systems and safe storage of cash.

Current legal regulations ensure control over obtaining licenses for foreign cash operations in Poland and their activities, excluding the possibility of illegal operations. The totality of legislative acts forms a unified system of requirements to be complied with when implementing business projects in this sector. The NBP and other authorized bodies continuously monitor compliance with the rules, which guarantees the safety of the forex market and the protection of the interests of all its participants.

Obtaining a Polish permit for a fixed exchange office - basic requirements

To register a license for a fixed cash exchange bureau in Poland, it is required to comply with the established requirements concerning business owners, operators, premises and facilities. The legislation stipulates that the owner of the bureau must have an impeccable business reputation. Operators serving customers are required to have the necessary qualifications and follow internal control procedures. The premises in which the business is conducted must meet security criteria and be equipped with video surveillance equipment, cash safes and cash registers. Compliance with these conditions is mandatory for the successful registration of a fixed exchange bureau permit in Poland and the start of lawful operations.

Criteria for owners of exchangers

Polish regulations outline specific criteria for both private persons and business entities aiming to acquire authorization for handling cash currency operations. These legal norms are designed to uphold financial transparency and curb unlawful monetary practices. The entitlement to run such exchange activities extends not only to formally registered companies of varied corporate structures but also to ventures lacking full legal entity status. A fundamental prerequisite for owning a forex point (kantor) is an unblemished criminal record, particularly regarding economic misconduct or offenses driven by personal financial benefit. Anyone acting as a sole trader and seeking to obtain a currency trading license in Poland must not have any prior convictions linked to fiscal deception, fraudulent schemes, or actions that harmed the economic interests of others.

A lawful entity intending to engage in foreign exchange operations must confirm that among its managers and authorized persons there are no persons with convictions for financial crimes or violations committed for personal gain. This criterion applies to board members, managing partners and other persons authorized to make decisions affecting the company's activities.

Compliance with this requirement is monitored on a regular basis. Lawful provisions establish the obligation of entrepreneurs who have obtained a license for physical exchangers in Poland to annually confirm their legal purity by obtaining an official certificate of criminal record. The document is issued by the competent authorities and serves as a confirmation that the owner of the cantor continues to meet the current criteria of trustworthiness.

The existence of such regulations is aimed at minimizing the threats associated with illegal transactions, illicit enrichment and currency conversion abuses. State regulation ensures the stability of this sector of the economy, excluding the possibility of its use in illegal schemes and guaranteeing the safety of financial market participants.

Requirements for operators serving customers

Polish law defines specific standards for individuals working under a fixed-location currency exchange license to guarantee lawful and transparent financial operations. Only those who fulfill the prescribed qualifications—both in terms of professional competence and legal reliability—are permitted to perform or facilitate exchange transactions.

Operations related to the buy and sale of foreign money require a high degree of responsibility, as they affect financial security and compliance with regulatory standards. Only employees who have not previously been convicted of economic offenses or offenses committed for the purpose of illegal profits may provide customer service at the monetary trade. A criminal record check is a mandatory procedure for obtaining a permit for a fixed exchange point in Poland. It is aimed at eliminating the risk of involvement in financial fraud and other illegal activities.

Along with the requirements for lawful status, the legislation establishes the necessity for the operator to have appropriate professional training. Qualification may be confirmed by completion of a specialized course covering both theoretical and practical aspects of forex business. The training program should include the study of legal norms regulating transactions with foreign payment assets, as well as mastering the standards of financial control and anti-money laundering procedures. At the end of the course, a certificate certifying the specialist's competence shall be issued.

The system of requirements for operators within the framework of exchange license registration in Poland is aimed at ensuring the reliability of financial transactions, protection of customers' rights and compliance with the standards for combating illegal operations. The regulation of cantors' personnel contributes to the transparency of the financial sector and prevents possible abuses in this area.

Criteria for office and equipment

The office and office equipment requirements for a Polish license for a fixed forex bureau are regulated by the applicable legal acts aimed at ensuring the security of operations, transparency of transactions and convenience for customers. The points of cantors are obliged to comply with the established standards concerning the design of workspaces, equipment of cashier areas, as well as technical means of accounting and control. Without complying with these rules, the competent authority will refuse to issue a Polish license for a physical exchanger, to enter it into the state register and to conduct legal activities.

The premises in which foreign money trading takes place must be organized in such a way as to ensure accessibility of information for customers and comply with security regulations. A sign with the name “Currency Exchange Office”, the exact address and the working hours should be prominently displayed on the facade of the building or inside. This is important for identifying the location of the points and informing visitors about the opening hours.

An informational display must be installed within the premises, clearly presenting the range of currencies available for exchange along with the prevailing purchase and sale rates. Displaying this data in a transparent and easily interpretable format enables clients to acquaint themselves with the terms of conversion beforehand, thereby mitigating the risk of rate manipulation at the moment of transaction. Additionally, the service counter must feature a notice outlining the procedure for issuing transaction receipts and the applicable protocols for documenting the volumes of foreign currency exchanged.

To formalize cash exchange operations under a Polish license, applicants must employ prescribed document formats that function as verifiable records of each monetary engagement. Every issued receipt is required to feature a singular tracking identifier alongside detailed particulars of the individual or entity executing the exchange. In the case of private persons, this includes full name, residential location, and references from an official identity document. For business operators, information regarding the statutory headquarters and legal contact address must be provided. The document must further articulate the volume and classification of the foreign currency involved, the applied rate of conversion, the transaction’s equivalent in PLN, and the exact calendar date on which the operation was conducted.

Fulfilling the above requirements for a Polish monetary exchange business license ensures the legality of its operation, simplifies financial control and increases customer confidence. State authorities conduct regular inspections of the compliance of premises, equipment and software with the established standards, which protects the interests of consumers and prevents possible violations in the field of forex operations.

Duties of the exchange administrator

Registration of an trade license in Poland provides for a set of duties for the manager of the exchange point. This person is fully responsible for conducting business in accordance with the legal provisions, which includes control over the documentation of transactions, organization of smooth operation of the forex office and compliance with the established norms of technical equipment of the premises.

All operations involving the monetary exchange must be meticulously recorded and maintained in an uninterrupted, sequential format to ensure full traceability and regulatory adherence. Records of each action shall be recorded under the approved standards, ensuring the reliability of data and the possibility of subsequent control by supervisory authorities. Changes in cash and local currency shall be recorded in accordance with the established procedure, which makes it possible to track the movement of funds and prevent violations.

During all working hours, the manager shall be obliged to ensure uninterrupted performance of currency transactions. Clients should be able to buy or sell foreign currency at the current rates at any time within the established schedule. Interruptions, temporary restrictions or refusal to perform operations without objective grounds are inadmissible and may be considered as a violation of the rules stipulated for acquiring a license to conduct currency trade activities in Poland.

Each transaction must be accompanied by a receipt, which may be issued to the bearer or to a specific person. The manager is responsible for the accuracy of the completion of such documents and for their timely issuance to clients.

The functions of the said competent person cover not only administration, but also the fulfillment of a set of obligations aimed at compliance with legal requirements, organization of uninterrupted work, control over the accuracy of accounting of transactions and maintaining the security of transactions. State authorities regularly supervise compliance with these regulations, and failure to comply with the established requirements for a license for a physical monetary exchange point in Poland may result in sanctions, including penalties or even exclusion of the company from the state register of cantors.

Any questions?

Contact our specialists

Send your application

Polish permit for a stationary exchanger

The issuance of a Polish permit for a fixed forex office involves submitting a request for the entry of information to the Chairman of the NBP responsible for maintaining the state register of forex activities. The request shall be drawn up in accordance with the current regulations.

The application shall contain the following data:

• official name of the organization or individual entrepreneur, as well as the lawful address or actual place of residence, if the applicant acts as an individual;
• unique number in the court registry, if the organization is obliged to have it in accordance with legal provisions;
• personal tax code (NIP) assigned to the business entity for fiscal accounting and payment of mandatory fees;
• the address of the head points and the location of all subdivisions where the business is planned to be conducted within the framework of acquiring a license for cash exchange operations in Poland;
• a list of activities to be carried out in specific structural units, indicating their scope and nature;
• the applicant's signature, as well as information on the place and date of submission of the request.

The application must be accompanied by the applicant's declaration confirming the accuracy of the information provided and compliance with the established legal provisions. The document records the fulfillment of the conditions established by law for the registration of a license for trade activities in Poland, including the existence of a certificate of no criminal record, as well as documents certifying professional qualifications.

A mandatory condition for submitting documents is payment of stamp duty, which is confirmed by the relevant payment receipt. If the registration documents are executed through a representative, it is necessary to attach a notarized power of attorney to conduct administrative procedures, as well as a paper confirming the payment of stamp duty for its issuance.

Correct execution of the application and submission of a complete set of papers is a prerequisite for the registration of a license for a physical forex office in Poland and the entry of information about the company in the state register of cantors. Violation of regulations related to the accuracy of information or the absence of mandatory attachments is a reason for rejection of the application or leads to a delay in its consideration.

Registration of Polish permit for physical monetary exchange point - algorithm and nuances of the procedure

Obtaining a Polish permit for a physical exchange office requires following a clearly defined algorithm that includes several consecutive steps. Each step of the procedure is aimed at confirming the applicant's compliance with the lawful requirements, verifying the submitted documents and entering the data into the state register. The authorization is issued in a strictly regulated procedure, which ensures control by financial and supervisory authorities.

The initial stage of applying for a fixed trade license in Poland includes the preparation of a complete set of documentation required for submitting a request. All information provided in the registration forms must comply with the current legal provisions and be correctly completed. Filling errors, inconsistencies in personal data or lack of mandatory annexes may result in delayed consideration or refusal of registration. Documents issued outside the jurisdiction are subject to official translation into Polish by a certified specialist. In cases stipulated by regulations, a notarization is required to certify the authenticity of the submitted information.

Upon concluding the preliminary phase of procuring authorization for forex operations in Poland, the proprietor forwards a formal petition to the President of the National Bank of Poland, the principal overseer of this financial domain. The dossier is transmitted via the competent regional branch of the NBP, within whose territorial remit the prospective exchange establishment is situated. The lodgment of the petition is duly acknowledged by an official attestation of receipt, which establishes the commencement date of the formal adjudication process.

Reviewing the request and carrying out inspections is a key stage of the procedure for obtaining authorization to operate an forex bureau in Poland. The NBP carries out a comprehensive assessment of the submitted papers, checks the applicant's compliance with the established regulations and analyzes the existence of circumstances preventing registration. The final decision on the entry of the business proprietor in the state register is taken only after the completion of all verification measures.

The official verification of a request for registration of a Polish forex business license begins with an analysis of the applicant's legal status. The Chairman of the Bank finds out whether there has been a final judicial or administrative ruling prohibiting the applicant from conducting business activities in this area. If such a ruling exists, the exchange office cannot be registered.

The next aspect of the examination is to analyze the applicant's business history. It is assessed whether the applicant has been excluded from the state register of regulated activities during the three years preceding the submission of the application. If such a fact took place, it becomes a reason for refusal to register a license for forex activities in Poland, as re-admission to conduct cash exchange operations within the established period is not allowed.

In addition to the compliance of the content of the request with the established requirements, the fact of payment of stamp duty is checked. If the applicant has not made the payment at the time of submission of documents, the NBP issues a notice requiring the payment to be made within 7 days. Failure to comply with this condition will result in termination of the application without the possibility of further registration of a license for a physical monetary trade point in Poland.

If all legal and formal conditions are met, or seven days have passed since the corrected application and declaration confirming all requirements were received, the National Bank of Poland (NBP) must add the applicant to the official register.

After successfully passing all the stages of verification for compliance with the criteria for acquiring a license for a fixed trade point in Poland, the NBP enters the entrepreneur in the state register of forex activities. Adding information to the state database info the fact of official authorization to conduct this business and allows the regulatory organs to supervise the work of the exchanger.

The following details are subject to statutory registration:

• the official name of the lawful entity or sole proprietorship, as well as the registered office and its address or actual place of residence;
• the number in the court register, if the applicant is obliged to have it according to legal requirements;
• National Tax Identifier (commonly referred to as NIP);
• location of the head office and exact addresses of all structural units where the activities will be carried out within the framework of the Polish license for foreign currency cash transactions;
• information on the nature and scale of the operations to be carried out.

Upon completion of the inspection and a positive decision to register a license to conduct forex activities in Poland, the NBP issues an official certificate (zaświadczenie z urzędu). This document confirms the applicant's right to conduct foreign currency buying and selling operations and serves as a lawful basis for organizing the business in the prescribed manner. The certificate is issued administratively without the need to submit additional applications.

For the purpose of operative data transfer between state authorities, the NBP transmits information on registration to the Central State Register and Entrepreneurs' Information Database (CEIDG) within one working day after the final decision on the issuance of a permit for a fixed exchange in Poland. The transfer of information electronically ensures its instant inclusion in the state databases, which allows the business owner to start working immediately.

The State Register of Foreign Exchange Activities is a public database. Access to the information contained in it is open to interested parties, which allows any person to verify the legality of a particular cantor, its registration status and the availability of authorization to conduct operations. The availability of information ensures the transparency of the forex market, promotes customer confidence and reduces threats associated with illegal activities in the segment of financial services.

Acquiring a permit for a physical monetary exchange point in Poland and entering the information in the state registers confirms that the entrepreneur complies with the established legal provisions and has the lawful right to conduct operations related to the purchase and sale of foreign currency in the jurisdiction.

Conclusion

Providing legal support at all stages of processing a license for a physical currency trade bureau in Poland significantly reduces the risks of rejection and shortens the time required to obtain a registration certificate. Qualified specialists prepare documentation, conduct preliminary analysis for compliance with the requirements, perform legally correct translation and notarization of all necessary papers. Professional support allows you to avoid errors related to procedural issues and guarantees timely entry of data into the state register.

Our company provides a full range of services for issuing licenses for fixed forex bureaux in Poland. Specialists with experience in financial and corporate law provide professional advice, support the application process, organize interaction with regulatory authorities and control all stages of the process. The services are provided in a turnkey format, which minimizes administrative complexities and ensures successful completion of the procedure without unnecessary delays. A comprehensive approach to legal support guarantees compliance with all legal requirements and eliminates possible legal risks in currency transactions.