How to Report Changes to the National Court Register Online – A Practical Guide

If you run a company registered in the National Court Register and its data has changed, remember that you are required to update this information in the register. You can do it quickly online, without leaving home or waiting in office queues. See how to report changes to the National Court Register step by step and avoid problems! 

What is the National Court Register and when should changes be reported?

The National Court Register was established under the Act of August 20, 1997 on the National Court Register and has operated since January 1, 2001. The National Court Register, known in Poland as KRS, is a centralized, public database containing three separate registers:

• the register of entrepreneurs; 
• the register of associations, other social and professional organizations, foundations, and public healthcare institutions;
• the register of insolvent debtors. 

The main task of the National Court Register is to provide public access to fast and reliable information about the legal status of registered entities, as well as the most important information concerning their financial situation and representation rules. 

For this reason, companies entered in the register are required to keep their data up to date and promptly report to the National Court Register any changes concerning the company, including information about, among other things:

• the registered office;
• the composition of the company’s management board;
• shareholder data;
• the scope of business activity, including PKD codes;
• the company agreement. 

Which changes can be reported to the National Court Register electronically? 

Since July 1, 2021, changes in the National Court Register can be reported only electronically, through the Court Registers Portal or the S24 system. This is necessary after every modification of information entered in the register. It therefore applies both to changes in shareholder or management board member data, as well as changes in share capital, the content of the company agreement, or its statute. 

Failure to meet this obligation may result in a range of sanctions, such as compulsory proceedings or a fine imposed on members of the management board. It is therefore necessary to reliably report all changes concerning the structure and data of the company no later than 7 days from the moment the new information occurs. 

Change of company address

Among the company data that must be updated in the National Court Register, one of the most important is the full registered office address, including information about the voivodeship, county, municipality, town or city, street, and postal code. If the company has branches, changes in this area must also be reported to the register. 

Change of contact details, shareholders, or management board

All changes in the composition of the management board, as well as personal data changes, such as a surname change after marriage, concerning shareholders and members of the company’s bodies, must be reported to the National Court Register. 

The importance of a professional registration address for a company

A professional company registration address builds credibility and trust in the eyes of clients, potential business partners, public offices, and other institutions. As mentioned above, changing the company’s registered office address requires updating the data in the National Court Register, which affects the company’s image and its communication with officials. Choosing a prestigious registered office address, for example through a virtual address for company registration, significantly supports business operations and helps ensure compliance with legal requirements. 

In addition, the stability of the registration address minimizes the need for frequent changes in the National Court Register, allowing you as an entrepreneur to avoid unnecessary formalities and costs. 

How to report changes to the National Court Register online step by step?

An electronic application for a change in the National Court Register can be submitted through:

• the Court Registers Portal – when the company agreement or founding act was concluded before a notary;
• the S24 ICT system – if the company agreement was concluded using the agreement template available in S24. 

Preparing documents

When applying for entry of changes in the National Court Register, remember to attach the required documentation confirming the changes in the form of electronic attachments, for example a shareholders’ resolution on changing the company’s registered office.

The process of reporting changes in the S24 system

An application for a change in the National Court Register through the S24 system may be prepared by any person who has an account on these platforms. There is no requirement for the application to be prepared personally by a shareholder or company proxy. The prepared application must then be signed by persons authorized to represent the company or by an appointed procedural representative, such as an advocate or legal counsel. After the application is signed, it should be submitted to the court by clicking the “Submit application” button. However, this action must be performed by the person who prepared the document. 

Fees for reporting changes

Entering changes in the National Court Register requires paying a fee, which can be made through the e-Payments system. The amount depends on the portal through which you submit your application. If you use the Court Registers Portal, the costs are as follows:

• PLN 250 – court fee for the entry;
• PLN 100 – fee for announcement of the entry in the Court and Commercial Gazette; 

If you make the change through the S24 system, a slightly lower court fee for the entry applies — PLN 200. 

The most common problems when reporting changes to the National Court Register

As noted above, every change in company data requires not only attaching the appropriate documents, but also involves certain costs. At the same time, any delays in updating data may cause unwanted problems in contacts with public offices, banks, and contractors. That is why it is worth avoiding common mistakes so you can complete this formality efficiently and without unnecessary stress.

Missing required documents

Incomplete documentation is one of the most common mistakes at the stage of applying for a data change in the National Court Register. It is worth remembering that when updating company information through S24, at least one change document must come from this system. What is especially important: documents are not attached automatically — each one must be added manually. 

Errors in forms

Common errors in forms are usually connected with missing or incorrect information, including:

• the KRS number;
• first name and surname;
• registered office address;
• information about the body representing the entity;
• information about share capital;
• information about the type of business activity. 

If, after submitting the application to the National Court Register, an error or missing information is identified, you should promptly submit another application to correct or supplement it. The application should then include all required information together with the justification and explanation of the reasons for the correction or supplement. 

Delays in updating data

Delays in updating company data in the National Court Register are one of the most costly and serious mistakes. If the obligation to report a change in the register within the statutory deadline is not fulfilled, the registry court applies compulsory proceedings in accordance with Article 24 of the Act on the National Court Register. 

In the first step, the entrepreneur receives another request to report the change within 7 days. Later, compulsory proceedings may result in the company being fined PLN 1,000. If, despite requests, the company still fails to meet its obligation, this sanction may be repeated many times. 

It is also worth remembering that every entrepreneur entered in the National Court Register is also liable for damage caused by reporting false data to the register or failing to report required data to the register within the statutory deadline.

How to avoid problems with the National Court Register in the future?

To avoid problems with the National Court Register in the future and remain compliant with regulations, you should regularly monitor all changes and respond quickly to registration obligations. Entrepreneurs should also remember to update data in other institutions on time, such as ZUS, the tax office, or banks, in order to avoid complications in communication with public offices and contractors. 

If you want to ensure smooth company operations, it is worth seeking expert support and using a virtual office service, which provides a stable and professional registration address as well as efficient correspondence handling. It is therefore an effective way to minimize the risk of missing important information from the court and a guarantee that company matters are properly taken care of.