A document submitted to a Polish court, notary, or public register carries a date, a signature, and a set of assertions. Each of those elements can be verified — or contradicted — through official sources. This page describes what those sources contain, what they do not contain, and what a structured document report costs.
- What the sources show
- Filing dates, notarial deed numbers, court file references, register entries linked to a document. Sources: Elektroniczne Księgi Wieczyste, Krajowy Rejestr Sądowy, Centralna Informacja KW · verified 22.06.2026
- Access condition
- Most Polish registers require a national identifier (PESEL or NIP) or a qualified electronic signature to submit a formal request. Remote access without those identifiers is limited.
- What the sources do not show
- The content of a document is not always reproduced in the register entry. A deed number appears; the full text may not. Private agreements not filed with any authority leave no trace in public sources.
- Cost of direct access
- Per-document fees apply in several registers. Where fees are published, they are stated in the Sources section below. Where they are not published as a fixed tariff, the mechanism is described without a figure.
What a document report establishes for a foreign lender or buyer
The collateral angle matters here. A lender accepting a Polish asset as security needs to know whether the documents underpinning that asset are what they appear to be. Three questions arise in practice. First: was the document actually filed with, or registered in, the authority the counterparty names? Second: does the register entry match the document text the counterparty has provided? Third: are there other documents — mortgages, pledges, encumbrances, restrictions — filed against the same asset that the counterparty has not disclosed?
A document report answers those questions by pulling the register record, comparing it against the document provided, and listing every encumbrance or restriction that the official sources associate with that asset. The ceiling of what the sources allow is stated before payment. No report is opened on a document for which the relevant register has no accessible record.
Polish registers consulted in a document report
The following registers are the primary sources for document verification against Polish assets. Access conditions and data scope differ between them.
| Register | Document type covered | What it shows | What it does not show |
|---|---|---|---|
| Elektroniczne Księgi Wieczyste (EKW) | Land and mortgage deeds, easements, encumbrances on real property | Current entries: owner, mortgage creditor, amount, priority, restrictions. Historical entries on request. | Full text of the underlying deed. Private agreements not registered. |
| Krajowy Rejestr Sądowy (KRS) | Corporate documents, articles of association, pledges on shares, court decisions | Filed documents by date and type. Shareholder lists for sp. z o.o. Current and historical board entries. | Document content where filing is by reference only. Beneficial ownership beyond the filed list. |
| Rejestr Zastawów | Registered pledges on movables and receivables | Pledge creditor, debtor, object, amount, date of registration. | Pledge agreement text. Pledges not yet registered or registered in another district. |
| Centralna Informacja KW | Certificates and extracts from land registers | Certified extract with current and historical sections. Confirms whether a given deed number appears. | Does not reproduce deed text. Certificate confirms registration, not validity of the underlying act. |
| Krajowy Rejestr Zadłużonych (KRZ) | Insolvency and restructuring proceedings | Whether the asset owner or counterparty is subject to insolvency or restructuring. Filing date, court, file number. | A negative result does not confirm that no application has been filed. Processing lag exists between filing and entry. |
The limit of what the sources allow
Polish public registers record the fact of filing, not the legal validity of what was filed. A notarial deed number appears in EKW; the register does not certify that the deed was free of defect. A mortgage entry states the creditor and the amount; it does not confirm that the underlying loan agreement is enforceable. A KRS filing shows that a document was submitted; it does not confirm the document was accurate when submitted.
Documents executed privately — shareholder agreements, side letters, comfort letters, oral modifications — leave no trace in any Polish public register. Their existence cannot be confirmed or excluded from register sources alone. The report states this boundary explicitly for each document type examined.
Where a register entry has been challenged in court, the litigation record may appear in a separate judicial database. That database is not systematically linked to the register entry. A document report at the Standard and Extended tiers includes a check of the relevant court databases, but the absence of a litigation record is not a guarantee that no challenge exists.
Where the sources disagree
Discrepancies between sources are themselves a finding. The most common patterns encountered in Polish document verification are listed below.
- The KRS shareholder list shows one ownership structure; the EKW entry for a property owned by that company shows a different name as the registered owner, reflecting a transfer not yet updated in one register.
- The mortgage amount in EKW differs from the amount stated in the loan agreement provided by the counterparty, indicating either a partial discharge not yet entered or an error in the document provided.
- A pledge appears in Rejestr Zastawów against an asset the counterparty has represented as unencumbered. The pledge may be historic and discharged but not yet deleted from the register, or it may be current.
- The KRZ shows an insolvency filing against the counterparty's parent company; the counterparty's own KRS entry shows no insolvency. The scope of the proceeding and its effect on the subsidiary's assets requires legal analysis not provided in this report.
Each discrepancy is flagged in the report with the source, the date of the conflicting entries, and the description of what the conflict consists of. The report does not resolve the conflict. It identifies it and names the sources on each side.
What is included at each tier
| Tier | Price (EUR) | Included | Not included |
|---|---|---|---|
| Signal | 290 | EKW extract for one land register number: current entries, mortgage section, restrictions section. Confirmation of whether the document reference provided by the counterparty appears in the register. KRZ check on the named party. Written summary in English, delivered within 3 business days. | Historical sections of EKW. KRS document check. Rejestr Zastawów. Court database check. More than one register number or one named party. |
| Standard | 470 | Everything in Signal. Historical sections of EKW for the same register number. KRS filing check for the counterparty entity: shareholder list, filed documents by type and date, board entries. Rejestr Zastawów check for the named debtor. Discrepancy table comparing register entries against documents provided. Delivered within 5 business days. | Court database check for pending or concluded litigation. More than one counterparty entity. Documents not filed with a covered register. |
| Extended | 960 | Everything in Standard. Court database check across relevant civil and commercial divisions. KRZ check extended to related entities named in the register chain. Centralna Informacja KW certified extract. Cross-register discrepancy analysis with source citations. Up to two counterparty entities or two register numbers. Delivered within 8 business days. | Legal qualification of findings. Verification of documents not in any covered register. Beneficial ownership beyond the filed shareholder list. Oral or private agreements. |
Frequently asked questions
Does the report confirm that a document is authentic?
The report confirms whether a document reference appears in the relevant register and whether the register entry is consistent with the document provided. It does not certify authenticity in the legal sense. Forensic document examination is outside the scope of this product.
What if the document was executed before the register was digitised?
EKW digitisation in Poland is substantially complete. Older deeds may appear as scanned images rather than structured data. The report notes where an entry exists only as a scan and what can and cannot be extracted from it.
Can the report cover a document in a language other than Polish?
Polish registers contain entries in Polish. Where a foreign-language document was submitted to a Polish authority, a certified translation would have been required at the time of filing. The register entry reflects the Polish-language version. The report is delivered in English regardless of source language.
How is the register number or counterparty identifier obtained?
The land register number (numer księgi wieczystej) and the KRS number for the entity must be provided by the requesting party or established as part of the Extended tier. Without those identifiers, the relevant register cannot be searched. The report brief sent after order confirmation specifies what information is needed before work begins.
What does the Extended tier add for a lender taking security?
The court database check is the primary addition. A mortgage creditor or pledgee appearing in the register may be involved in litigation that affects the enforceability of the security. That check is not available in Signal or Standard. The certified extract from Centralna Informacja KW is also included, which carries evidentiary weight in Polish proceedings.
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.