Księgi Wieczyste is the primary public record for ownership and encumbrances on Polish real property. It shows the registered owner, the legal basis of acquisition, easements, and mortgage entries. For a foreign buyer or lender, the collateral value of a Polish commercial asset depends on what that register confirms — and on what it cannot reach.
- What it shows
- Registered owner, legal basis of title, easements, and all mortgage entries (hipoteka). Source: Elektroniczne Księgi Wieczyste (EKW), ekw.ms.gov.pl · verified June 2026
- Access condition
- Search by KW number only. Search by name is not permitted for private parties. The KW number must be obtained from the land parcel register (ewidencja gruntów i budynków) first.
- Cost
- Free to view online. A certified extract (odpis) carries a fee set by the court registry tariff.
- What it does not show
- Registered pledges (zastawy rejestrowe), fiscal pledges (zastawy skarbowe), insolvency proceedings, and VAT status of the seller — each requires a separate register.
What the Księgi Wieczyste entry covers
A KW entry is divided into four sections (działy). Section I records the property description and associated rights. Section II names the current owner and the legal basis of title — sale, inheritance, court order. Section III lists encumbrances other than mortgages: easements, rights of pre-emption, enforcement notices. Section IV contains mortgage entries, each with creditor, principal amount, currency, and the claim it secures.
For collateral purposes, Sections III and IV are the operative entries. A clean Section IV confirms no registered mortgage. A notice in Section III — particularly a wzmianki o wpisie (pending entry notice) — means a change is in process and the current printout may not reflect the final state.
The access path for a foreign verifier
EKW is free and requires no registration. The barrier is the KW number itself. Polish law does not permit name-based searches by private parties. The path runs: identify the land parcel identifier (numer działki) from the seller's documentation, query the local land and building register (ewidencja gruntów i budynków), obtain the KW number, then retrieve the entry from ekw.ms.gov.pl.
A foreign buyer without a Polish national identifier (PESEL or NIP) cannot independently access the land parcel register in most voivodeships. The path exists but requires a local intermediary step. That step is what the report covers.
Charges that the KW entry does not capture
Two separate pledge registers operate outside Księgi Wieczyste. Neither appears in the KW entry. Both must be queried independently.
| Register | Governing body | What it covers | Search cost | Access |
|---|---|---|---|---|
| Rejestr Zastawów | Ministry of Justice (Centralna Informacja) | Registered pledges on movables and certain receivables | DW-1 (pledgor search) 20 PLN · DW-2 (subject search) 20 PLN · odpis DW-4 15 PLN | Paid; formal application |
| Rejestr Zastawów Skarbowych | Ministry of Finance (e-Urząd Skarbowy) | Fiscal pledges securing tax liabilities | Subject search free · wypis/zaświadczenie 50 PLN | Free search; paid certificate |
A full pledge profile requires both registers. Checking only KW — or only one pledge register — leaves a gap in the collateral picture.
Seller entity checks relevant to collateral
The KW entry names the registered owner. It does not confirm whether that entity is solvent, active, or under enforcement. Three further registers address this directly.
| Register | What it shows | Cost | Limit |
|---|---|---|---|
| KRZ (Krajowy Rejestr Zadłużonych) | Insolvency and restructuring proceedings from December 2021 | Free, no login (krz.ms.gov.pl) | Proceedings before December 2021 are not in KRZ; absence of entry is not conclusive for earlier periods |
| KRS (Krajowy Rejestr Sądowy) | Company registration, directors, share structure, filed financials | Free (ekrs.ms.gov.pl); certified odpis approx. 30–60 PLN | Beneficial ownership not shown here; see CRBR |
| CRBR (Centralny Rejestr Beneficjentów Rzeczywistych) | Declared ultimate beneficial owners | Free, no login (crbr.podatki.gov.pl) | Data is self-declared; discrepancies between CRBR and KRS shareholding structure require separate analysis |
VAT status of the seller
The Biała lista (White List of VAT taxpayers) is maintained by the Head of the National Revenue Administration (szef KAS). It is free to query without login at podatki.gov.pl. It shows current VAT status, registered bank accounts, and the dates and reasons for any deregistration or reinstatement.
For a commercial property transaction, a payment made to a bank account not listed on the Biała lista on the transaction date creates joint and several VAT liability for the buyer. This is a direct collateral risk. The register allows retrospective queries — a check can be run as of any past date.
The limit of what the sources allow
Księgi Wieczyste shows encumbrances that have been registered. It does not show charges that are agreed but not yet filed, enforcement proceedings that have not yet produced a KW notice, or claims arising outside the mortgage mechanism. A wzmianki o wpisie (pending entry notice) signals that a change is in process — but the content of that change is not visible until the entry is completed.
KRZ covers insolvency proceedings from December 2021 only. Proceedings opened before that date were recorded in the Rejestr Dłużników Niewypłacalnych, which KRZ replaced. A clean KRZ result is not conclusive for a company with a history predating that cut-off. MSiG (Monitor Sądowy i Gospodarczy) carries older announcements and is searchable free at wyszukiwarka-msig.ms.gov.pl, but its coverage of restructuring and bankruptcy shifted to KRZ from December 2021 — the two registers must be read together.
CRBR beneficial ownership data is self-declared. Discrepancies between CRBR entries and the KRS shareholding structure are not uncommon. Where those structures diverge, the report flags the gap — it does not resolve it.
What is included at each tier
| Tier | Price | Included | Not included |
|---|---|---|---|
| Signal | €290 | KW entry retrieval (all four sections) · pending entry notices (wzmianki) · Section IV mortgage schedule · KRS entity status · KRZ insolvency check | Rejestr Zastawów query · Rejestr Zastawów Skarbowych query · CRBR beneficial ownership · Biała lista VAT check · MSiG historical search · Repozytorium Dokumentów Finansowych (filed accounts) |
| Standard | €470 | Everything in Signal · Rejestr Zastawów (DW-1 and DW-2) · Rejestr Zastawów Skarbowych search · CRBR beneficial ownership · Biała lista VAT status with retrospective date check | Filed financial statements (Repozytorium) · MSiG historical search · analysis of discrepancies between CRBR and KRS structure · review of prior-period insolvency (pre-December 2021) |
| Extended | €960 | Everything in Standard · Repozytorium Dokumentów Finansowych (three years of filed accounts) · MSiG search covering pre-2021 period · CRBR/KRS discrepancy note · summary of findings across all registers in English | Legal qualification of findings · advice on transaction structure · representation · valuation of the asset · physical or technical due diligence |
Several of the registers covered are public and free of charge. What the report provides is the removed path: obtaining the KW number without a Polish national identifier, navigating access conditions across six separate registers, translating entries from Polish, and consolidating results into a single document in English. Contact: info@kordeckipartners.com.
Frequently asked questions
How long does retrieval take?
EKW and KRZ return results immediately online. Rejestr Zastawów certificates (DW-1, DW-2, DW-4) are issued by the Ministry of Justice within statutory timelines that vary by application type. The full Extended report is delivered within five business days of receiving the KW number or land parcel identifier.
What if the KW number is not available?
The report begins with the land parcel identifier (numer działki), which is obtainable from the seller's title documents or the local ewidencja gruntów. If neither is available, the scope of retrieval is confirmed before the report is commissioned.
Does a clean KW entry confirm clear title?
A clean Section IV confirms no registered mortgage at the time of retrieval. It does not confirm the absence of pledge registrations outside KW, fiscal pledges, or claims not yet reflected in a KW notice. The full collateral picture requires all registers listed in this report.
Is CRBR data reliable?
CRBR data is self-declared by the entity. The register does not independently verify the declarations. Where CRBR entries and KRS shareholding records diverge, the Extended report notes the discrepancy. Resolution of such discrepancies falls outside the scope of a factual report.
Disclaimer: This report is a factual compilation from official registers and public sources. It is provided for informational purposes only, does not constitute legal advice, and contains no legal qualification of the facts established. KORDECKI & Partners assumes no liability for actions taken or not taken based on this material. For advice regarding your particular situation, please contact info@kordeckipartners.com.