VSL-System Virtual Office,
Warsaw

The price for a virtual office is PLN 59 net per month.
This is a basic package, in which you will receive permission to register your company at our address and we will inform you by email about any correspondence that has arrived for your company. In addition, you will have 5 hours of meeting rooms per month free of charge.
In the package for PLN 70 net per month, we will also notify you about correspondence by text message and not only by email.
In the package for PLN 79 net per month, we will also scan your registered letters so that you know what is in the letter.
In the package for PLN 129 net per month, we will scan all letters that come to you, not just registered letters.

The virtual office agreement is for an indefinite period with one month's notice, and payments are monthly.
There is no requirement to pay for a year in advance.

Yes, simply send an email request for a contract template to one of our virtual offices.

Of our three virtual offices, we currently recommend the office at ul. Złota 7 lok. 28, as it is new (opened in 2023) and has a short and professional address. The virtual office at al. Jerozolimskie 85 lok. 21 also has a recognisable address.

It is better to write an email and sign the agreement using a trusted signature offered by the government service, because a trusted signature is only required three times, whereas a pen signature must be entered as an initial on each page of the agreement. In addition, the contract is quite long, has many attachments, and it would be appropriate to sign one copy for yourself, one for us, and one for the Tax Office. This involves a lot of initialing and years of storing the printed version. Therefore, we recommend an electronic trusted signature and storing the contract on several computers, backups, etc.

If I send an email stating that I wish to enter into a contract, will someone respond to it?

We recommend that you first register the company's registered office in the National Court Register (KRS) by choosing one of the three addresses we offer, and only then send us an email with a copy of the KRS entry attached. The company's registered office address can be selected from the following pool:
ul. Złota 7 lokal 28, 00-019 Warsaw
or Al. Jerozolimskie 85 lokal 21, 02-001 Warsaw
or ul. Mazowiecka 11 lokal 49, 00-052 Warsaw.

Yes, please provide your full address.
For example, instead of:
Al. Jerozolimskie 85,
02-001 Warsaw
please provide:
Al. Jerozolimskie 85 lok. 21,
02-001 Warsaw.

The agreement is concluded for an indefinite period with one month's notice, calculated at the end of the month. Therefore, you may cancel at any time, but in such a case, please deregister your company from our address as soon as possible.

It is best to write an email requesting a contract template or immediately start providing the details of the company with which the contract is to be concluded.
Do not worry if you do not provide all the details right away.
A virtual office employee will ask you for all the details needed for the contract.
Finally, the contract will be drawn up in 3 PDF files, and you will either sign these files with a trusted profile on the website:
https://www.gov.pl/web/gov/podpisz-dokument-elektronicznie-wykorzystaj-podpis-zaufany
or print them out and sign them with a pen.
Of course, you can also come to our office and sign the contract on site.

There is no need, as everything can be paid for by bank transfer.

Yes, we have terminals and you can pay by card.

A virtual office is a fully legal service, both in Poland and worldwide.
There are currently many virtual offices around the world.

Our virtual offices are located in historic, pre-war tenement buildings in the centre of Warsaw, close to the Palace of Culture and Science, the Central Station and skyscrapers such as Varso Tower. In addition, at the entrance to these buildings, there are numerous signs of various companies located in the building.

Yes, the owner of VSL-System is the owner of the premises offered as virtual offices, which significantly distinguishes VSL-System's offer from other offers on the market.

A virtual office is commonly referred to worldwide as a registered address or legal address. In English, these terms are registered address or legal address. In Poland, we most often use the term company seat.

A registered address is essentially the core service of a virtual office, but the name itself comes from something more. It is a place where you can go and register your company or another entity (such as a sole proprietorship, foundation, association, political party, etc.). At the same time, the office is virtual for you, because you do not have to be there on a daily basis. You have the right and the option to use it, as meeting rooms are available to you, but you are not required to be there every day.

Nothing in this office belongs to you or your company. There is equipment, but it is not your company’s equipment – your company did not have to pay for it. If physical correspondence addressed to your company is delivered by a postman, courier, or tax office employee, it can be digitized and thus become virtual. This is where the term virtual office comes from.

Other terms resulting from these aspects include: virtual address, virtual seat, business address, low-cost office, company registered address, address for company headquarters, Warsaw address, address for the National Court Register (KRS), Warsaw headquarters, business address, address for company registration, or address rental.

All of these terms stem from the fact that your company must have a registered seat. It is better to have that seat in Warsaw than in a small town, and this seat must be registered in the KRS in the case of companies, foundations, or associations.

A Warsaw address is prestigious and recognisable. All Western corporations have their headquarters in Warsaw. In addition, Warsaw tax offices have the largest number of taxpayers to serve, both individuals and companies (legal entities), which means that no one will be interested in your small business. In a small town, the tax officer may be your neighbour or someone you accidentally argued with at a crossroads because they cut you off.

It is best to send an email to the virtual office that serves your company from the email address that was previously provided in the contract.

Registered letters are those that are recorded. This means that the sender, e.g. a court, office or other authority, will know the date of receipt of the letter by the virtual office. The letter may specify a deadline for, e.g., an administrative decision or appeal. This deadline begins on the day the letter is received by a virtual office employee from the postman. Regular letters are those that could just as easily have been lost in the post. No one has proof that they were sent to your company. Of course, we collect them from the postman and do not lose them on purpose. Such letters often contained VAT invoices. If you are not from Warsaw, it is worth having at least a package with scanning of the more important, registered letters, so that you can reply to a letter from the court, for example, within the deadline. We can also forward letters from the virtual office to your address, but this solution is better for regular letters, as it is better to read registered letters on the day they are received.

Yes. It is 75 pages. That is the number of pages we scan as part of the subscription, while additional pages cost an extra PLN 0.50 net per page.

Yes, the cost is PLN 10 net for letters up to 20 pages long. If a letter has more than 20 pages, the fee for each additional page is PLN 0.50 net.

The notification process begins as soon as the postman leaves the premises. This is definitely on the same day that the mail was collected by a virtual office employee, as registered letters may have a deadline for appeal, response, validation, etc., and you need to know immediately that the registered letter has been collected.

Yes, as part of the virtual office packages, you get 5 hours of free use of the meeting room, and additional hours can be purchased for PLN 10 net per hour.

You can place your virtual office address anywhere you like. First and foremost, it is the address for the National Court Register, the registered office address, the billing address, the correspondence address, the address on business cards, the address on the website, and the address for the online store's terms and conditions. If you are a manufacturer of goods, you can also place the virtual office address on the labels affixed to the packaging of your products. It is therefore important to choose a virtual office that will not disappear from the market, as you will then be left with labels with an outdated address. That is why we own the premises where we run our virtual offices, so that our address and our service will remain in these premises for years and even decades.

If your company name is Company X Ltd., after registering your address in the National Court Register, your company address will simply be the address of one of our virtual offices, e.g.:
Company X Ltd.
ul. Złota 7, room 28
00-019 Warsaw

We kindly request that you write your company name and address as the sender of the parcel, rather than our company name, VSL-System. If the parcel is returned by the recipient, your company will be responsible for paying for the return, not ours, as we did not send the parcel.

There are many negative consequences if you do not pay your virtual office invoice. You will receive emails and text messages informing you of the non-payment, the contract will be terminated, the virtual office will not collect your mail, and you will be charged for unauthorised use of the address, which is twice the fee for the virtual office. Finally, debt collection will take place. The tax office will also take action and remove such a company from the VAT register. The negative consequences can be very different, as even the failure to collect letters is dangerous. The postman does not write on undelivered letters that the company has moved out, but simply leaves a delivery notice, as this is convenient for him. If the letter was from the court or a bailiff, the delivery notice counts as delivery. This may result in an unfavourable decision becoming final or bailiff seizure. After a period of non-payment, in particular at the request of the tax office, you may be interested in renewing the contract. The fee for renewing the contract is PLN 30 net, plus the arrears must be paid – non-contractual use of the premises address.

Correspondence received on behalf of your company can be forwarded automatically or upon request. The forwarding fee is PLN 5 plus the cost of the relevant Polish Post letter. Forwarding can take place, for example, weekly, fortnightly or monthly, according to individual arrangements.

People working in the VSL-System virtual office have made fewer than five mistakes in 13 years. This means that the probability of a mistake is very low. However, it is always worth being vigilant, having an SMS package instead of just being notified by email about the receipt of a registered letter, and notifying us quickly if any error is detected.

You can additionally receive SMS notifications about correspondence received on behalf of your company at our office. This is a good option if you are concerned that an email notification may end up in spam or not be delivered at all. However, you can also provide multiple email addresses from different servers.

The virtual offices at 7 Złota Street, unit 28, and 11 Mazowiecka Street, unit 49, are located quite close to each other in the Śródmieście Północne district. As a rule, Śródmieście Północne is located north of Aleje Jerozolimskie, and Śródmieście Południowe is located south of it. On the western side, the Śródmieście district ends at Aleja Jana Pawła II, where the Wola district begins. The western border of Śródmieście is also marked by Chałubińskiego Street, where the Ochota district begins.
The virtual office at Aleja Jerozolimskie 85, room 21, is therefore located in the Ochota district, but it still falls under the jurisdiction of the Warsaw-Śródmieście Tax Office.

Virtual offices at ul. Złota 7, room 28, and ul. Mazowiecka 11, room 49 – we collect notifications from the main post office – Warsaw 1 Post Office, ul. Świętokrzyska 31/33.
Virtual office at Al. Jerozolimskie 85, room 21 – with delivery notices, we go to ul. Towarowa 5 – Warsaw 22 Post Office, ul. Towarowa 5.
Each delivery notice has a post office stamp with a specific address, so it is worth checking whether you should go to the above-mentioned post offices with the delivery notice, especially if the delivery notice is for a parcel.

The Social Insurance Institution (ZUS) responsible for the virtual office at Al. Jerozolimskie 85, room 21 is located at ul. Orzeszkowej 14, 02-374 Warsaw.
The Social Insurance Institution (ZUS) responsible for the virtual offices at ul. Złota 7, room 28, and ul. Mazowiecka 11, room 49, is located at ul. Senatorska 6/8, 00-917 Warsaw.
When dealing with ZUS, however, it is necessary to determine which specific address to go to, as sometimes, in more complicated cases, it is necessary to go to Senatorska Street, even though you are subject to ZUS at Orzeszkowej Street, because one is a Branch and the other (at Orzeszkowej) is an Inspectorate.
The Branch has a higher rank than the Inspectorate.
ZUS Branch I in Warsaw
00-917 Warsaw, Senatorska Street 6/8
Territorial coverage:
City: Warsaw - districts: Śródmieście
(for virtual offices at Złota Street 7, room 28, and Mazowiecka Street 11, room 49)
ZUS Inspectorate Warsaw-Ochota
(subordinate to: ZUS Branch I in Warsaw)
02-374 Warsaw, ul. E. Orzeszkowej 14
(for the virtual office at Al. Jerozolimskie 85, room 21)

The easiest way is to send an email from the address provided in the contract stating that you are terminating the contract in accordance with the contractual notice period. You can also write to us via the customer panel.
The notice period is slightly longer than one month, as it is a monthly period effective at the end of the following month.