Every factual claim in a KORDECKI & Partners report is traceable to a named source with a retrieval date. This page explains how that citation practice works, what it guarantees, and where it stops.
- Citation format
- Each source is identified by registry name and retrieval date: Source: [registry] · retrieved [DD.MM.YYYY]. No assertion appears without this tag.
- Retrieval date
- The date records when the register was queried, not when the underlying fact was created. Register data can change after retrieval.
- Coverage
- Only Polish official registers and public sources are used. No third-party data aggregators are cited as primary sources.
- What "no record found" means
- An absence of a record is stated explicitly. It is not treated as proof that no encumbrance exists.
Why the retrieval date matters for collateral
Collateral value depends on what encumbers an asset at the moment of assessment. A mortgage entered into a land register the day after retrieval is invisible in the report. The retrieval date defines the window of knowledge, not the state of the world. A lender or buyer relying on the report must treat that date as the boundary of verified information.
Polish land register entries become effective upon entry, not upon application. An application filed before the retrieval date may not yet appear as a completed entry. The report states the entry as it stands on the retrieval date and does not speculate about pending applications.
Three levels of certainty used in reports
Not every fact carries the same evidentiary weight. Reports apply three citation levels, stated explicitly where relevant.
| Level | Condition | How it appears in the report |
|---|---|---|
| Confirmed | Record present in a named register with a retrieval date | Stated directly with source tag and date |
| Probable | Fact known but no register record available; mechanism documented | Qualified language: "in the range of", "approximately" |
| Mechanism only | Figure unknown; source structure described without a number | Process described; no figure given |
A report never presents a Level 2 or Level 3 item as if it were Level 1. The distinction is visible in the text, not buried in footnotes.
Which Polish registers are used for collateral verification
The registers consulted depend on the asset type. For real property, the primary source is the Księgi Wieczyste system operated by the Ministry of Justice. It records ownership, mortgages, easements, and other encumbrances entered against a specific land register number. For movable assets and enterprise assets, the Rejestr Zastawów (Pledge Register) operated by the Ministry of Justice records registered pledges. For insolvency and restructuring proceedings, the Krajowy Rejestr Zadłużonych (KRZ) is the primary source.
Each of these registers has its own retrieval mechanism, access conditions, and latency between application and entry. Reports identify which register produced each finding and on which date.
What the citation tag does not guarantee
The citation tag confirms the source and the retrieval date. It does not confirm that the register itself is complete, current, or free of error. Polish registers are maintained by public bodies and are subject to processing delays. The Księgi Wieczyste system, for example, may show a pending entry status for a transaction already completed in notarial form.
The report records the register state as retrieved. Interpretation of what that state means for a specific transaction or financing decision is not within the scope of a factual report. That analysis belongs to legal counsel instructed separately.
The limit of what the sources allow
The ceiling of what the sources allow is stated before payment and before the report is ordered. For collateral verification of Polish assets, the sources establish: what is entered in the land register or pledge register as of the retrieval date; whether insolvency or restructuring proceedings are recorded against the owner; and whether the asset identifier used to query the register matches the asset described in the transaction documents. The sources do not establish: encumbrances created by agreement but not yet registered; claims arising from proceedings commenced after the retrieval date; or the accuracy of the asset description in the transaction documents themselves.
Where a register requires a national identifier — a land register number, a PESEL, or a KRS number — and that identifier is not provided by the instructing party, the report states the gap explicitly. The report is not fabricated around a missing identifier.
- Unregistered pledges and liens are outside register scope
- Tax claims rank ahead of registered mortgages under Polish law; the tax register is separate and has its own access conditions
- Co-ownership shares not entered in the land register are not visible from the register alone
- Beneficial ownership beyond the CRBR entry is not established from registers
- Pending applications filed before retrieval but not yet entered are not reflected in the register state
How source disagreement is handled
Where the sources disagree
When two registers return conflicting information about the same asset or the same party, the report records both findings and identifies the conflict. The conflict itself is a result. A mortgage shown in one source and absent from another is not resolved by choosing the more convenient record. The report states what each source shows, on what date, and where the discrepancy lies.
Resolving the conflict — determining which record controls, what procedure corrects the discrepancy, and what the consequence is for a proposed transaction — requires legal analysis. That analysis is not provided in a factual report.
Free registers and what the fee covers
Several Polish registers used in collateral verification are publicly accessible and free of charge. The Księgi Wieczyste search portal is one example. Access requires a land register number. Without that number, the portal cannot be queried. Obtaining the number, confirming it matches the asset in question, navigating the interface in Polish, and extracting the relevant entries in a form usable by a foreign lender or buyer — that is the work the report fee covers, not access to the register itself.
This register is public and free of charge. What the fee covers is the removed path: registration, national identifier, language, electronic signature, declaration of legitimate interest where required.
Judicial proceedings and case numbers
Reports do not cite individual case numbers or specific court decisions. Where judicial proceedings are relevant — for example, enforcement proceedings against an asset — the report identifies the proceeding type, the register in which it appears, and the retrieval date. The legal consequences of those proceedings are not assessed in the report.
Frequently asked questions
Can a report be updated after the retrieval date?
A new retrieval can be performed. Each retrieval produces a new report with a new date. The earlier report is not amended; it stands as a record of the register state on the original retrieval date.
What if the asset has no land register number?
Some Polish real property — particularly agricultural land and certain cooperative housing units — may not have a Księgi Wieczyste entry, or the number may be unknown. The report states this condition. Alternative sources are identified where they exist; the absence of a register entry is recorded as a finding, not a gap in the report.
Are foreign-language documents translated in the report?
The report is delivered in English. Register entries retrieved in Polish are summarised in English with the Polish source text referenced. The report is not a certified translation. Where a certified translation is required for a specific legal purpose, that is arranged separately.
Does the report confirm that an asset is free of encumbrances?
The report states what the queried registers show as of the retrieval date. It does not certify the asset as unencumbered. Unregistered encumbrances, tax claims, and pending applications are outside register scope and are identified as such in the limit-of-knowledge section of every 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.