International Transport License - What is it and how to get it?

What is an international transport license and who does it concern?

An international transport license, also called a Community license, is an official administrative decision issued by the Chief Inspector of Road Transport (GITD). This document authorizes an entrepreneur to undertake and perform international commercial transport of persons and goods.

Scope of the Community license - countries and vehicles

The Community license is valid in all European Union member states and countries that have signed relevant agreements with the EU. This document also forms the basis for granting foreign permits required when providing transport outside the Community.

Vehicles registered in the territory of the Republic of Poland and vehicles registered in accordance with the law of another EU or EFTA member state are subject to licensing. It is worth noting that in the case of vehicles with foreign registration numbers, it is possible to register them for a period not longer than 3 consecutive months in a given calendar year.

Differences between national and international licenses

The basic difference between a national and an international license concerns the territorial scope of operation. A national license enables commercial road transport of persons and goods exclusively within Poland. However, an entrepreneur performing transport and holding a Community license has the possibility to carry out both international and domestic transport.

There are also significant differences in the costs of obtaining documents. A national license costs from 800 to 1000 PLN depending on the validity period, while an international license costs around 4000 PLN (up to 5 years) or 8000 PLN (up to 10 years).

In addition, the financial requirements for an international license are more rigorous and amount to 9000 euros for the first vehicle and 5000 euros for each subsequent vehicle.

Changes from 2022 for vehicles 2.5-3.5 tons

From May 21, 2022, significant changes were introduced for carriers using vehicles with a permissible total mass from 2.5 to 3.5 tons in international transport. Previously, the requirement to have a Community license only applied to vehicles above 3.5 tons.

Currently, entrepreneurs performing transport with such vehicles must have both a permit to practice the profession of road transport operator and a Community license.

Additionally, a financial security requirement of 1800 euros for the first vehicle and 900 euros for each subsequent one was introduced. Carriers must also meet the requirement of good reputation and have a registered, permanent company headquarters.

These changes have significantly affected the light transport segment, expanding the circle of entrepreneurs subject to the obligation to obtain a Community license. Let’s now move on to the detailed formal requirements that must be met in the process of applying for this document.

Formal requirements for obtaining a Community license

If you want to perform international commercial road transport, you should keep in mind the conditions for obtaining a Community license. Below we present the key requirements, the fulfillment of which is necessary for the positive consideration of the application.

Permit to practice the profession of road transport operator

International commercial transport of goods and persons, or more precisely, a license to perform it, requires the entrepreneur performing transport to have a permit to practice the profession of road transport operator.

This document is issued by the starost appropriate for the entrepreneur’s registered office or by the Chief Inspector of Road Transport if the entrepreneur is simultaneously applying for a Community license. The permit confirms that the company meets all legal requirements to conduct transport activities in Poland.

Permanent headquarters and operational base

The conditions for obtaining a Community license also include having a real and permanent headquarters in one of the EU member states. The entrepreneur must have premises where original documents concerning the main activity are kept.

Equally important is having an operational base adapted to conducting transport activities. Since 2022, the regulations require that the base be equipped with parking spaces for vehicles in a number corresponding to at least 1/3 of the fleet reported to the permit-issuing authority.

In the case of having no more than two vehicles, at least one parking space is required.

Good reputation and certificate of professional competence

Good reputation is another condition for obtaining an international transport license. It is confirmation of the absence of criminal record for specific intentional crimes listed in Art. 5 sec. 2a, concerning, among others, commercial law, the Commercial Companies Code, or the Fiscal Penal Code.

The entrepreneur or the person managing transport must also have a certificate of professional competence, which is obtained after passing a state examination. The cost of the exam is 500 PLN, and the issuance of the certificate is an additional 300 PLN.

You can read more about good reputation in the transport industry in our article: Good reputation in transport and consequences of losing it

How to apply for an international transport license?

Preparing and submitting an application for an international transport license requires strict adherence to administrative procedures. A complete set of documents required to obtain a license and proper preparation of the application determine the smooth progression through the entire process.

Where to submit an application for an international transport license?

The application for a Community license should be submitted to the Main Inspectorate of Road Transport (GITD) in Warsaw at al. Jerozolimskie 94. For this purpose, the entrepreneur performing transport can use one of three methods of submitting documents for issuing a Community license:

• In person at the GITD headquarters;
• By mail;
• Electronically.

Electronic submission of the application offers the greatest convenience and is available through the ePUAP platform, the Biznes.gov.pl portal, or the dedicated GITD Customer Portal available at https://ibtm.gitd.gov.pl.

It is worth remembering that entrepreneurs who already have a permit to practice the profession of road transport operator issued by the county office must attach it to the application for an international license.

Deadlines and waiting time for a decision

The standard waiting time for a decision is one month. Practice shows, however, that this period can range from 15 to 60 working days, depending on the workload of the office and the completeness of the submitted documents.

In case of formal deficiencies, GITD will call on the applicant to supplement them within 7 days of receiving the call. Failure to supplement the deficiencies may result in the need to start the entire process anew, which will significantly extend the waiting time for the license.

Extract from the international license for each vehicle

After positive consideration of the application, GITD issues a Community license and extracts from the license for each vehicle reported in the application. It should be emphasized that each vehicle used in international transport must have a separate extract from the license.

Extracts can be collected in person at the GITD headquarters, received by registered mail at no additional charge, or by courier delivery for an additional fee. In turn, an application for an additional extract from the license can be submitted on form LR8 at any time while holding a valid license.

Knowledge of all procedures and requirements is essential, but equally important is understanding the costs and obligations associated with maintaining the license.

Costs, changes, penalties, and loss of international transport license

Holding an international transport license involves specific costs and obligations, failure to comply with which may result in severe financial consequences. Entrepreneurs must be aware of all legal and financial aspects related to this document.

Fees for international Community license: 4000 PLN / 8000 PLN + extracts

The cost of obtaining a Community license depends on its validity period:

• 4000 PLN - license issued for a period of up to 5 years;
• 8000 PLN - license issued for a period from 5 to 10 years.

Additionally, a fee must be paid for the extract from the license:

• 440 PLN per vehicle with a license up to 5 years;
• 880 PLN per vehicle with a license up to 10 years.

It is worth remembering about the additional fee of 1000 PLN for the application for a permit to practice the profession of road transport operator.

Change of data in the international transport license - obligation within 28 days

What is also important, the regulations impose on entrepreneurs the obligation to report changes in the data contained in the license no later than 28 days from the date of their occurrence. The notification can be submitted in writing or electronically.

Failure to report changes within the required period is subject to a financial penalty of 800 PLN for each unreported change. The fee for changing data in the license is:

• 400 PLN plus 200 PLN for each extract (for licenses up to 5 years);
• 800 PLN plus 400 PLN for each extract (for licenses from 5 to 10 years).

Penalties for lack of a Community license: up to 12,000 PLN

Performing transport in the case of international transport without the required license is classified as the most serious violation of transport regulations. The financial penalty for lack of a transport license is 12,000 PLN.

This also applies to carriers using vehicles with a GVW of 2.5-3.5 tons, who since 2022 are also subject to the obligation to have a Community license. In addition to the financial penalty, it is possible to withhold the vehicle registration certificate.

License revocation - when can it occur?

A transport license may be revoked in several cases, but the entrepreneur will always be informed about such intention in advance. Revocation occurs when the entrepreneur:

• No longer meets the requirements entitling them to conduct transport activities;
• Has received a ban on performing activities covered by the license;
• Violates the conditions specified in the license;
• Has transferred the license to a third party;
• Commits gross violations of regulations regarding drivers’ working time;
• Has not taken up activity within 6 months of issuing the international transport license.

Neglecting the regulations regarding the transport license may therefore result not only in financial penalties but also in the loss of rights to conduct transport activities.

International Transport License - Summary

Obtaining a Community license is now an obligation not only for carriers with heavy vehicles but also for those operating a fleet of 2.5-3.5 tons. The formalities are extensive, but with proper preparation, they can be passed smoothly. Key are: good reputation, professional competence, financial security, and a complete set of documents.

Lack of a license can cost up to 12,000 PLN, and formal errors result in a delay or refusal to issue a decision. It is therefore worth approaching the topic professionally, as a license is not only an obligation but also a pass to legal and profitable activity in international transport.

Assistance in obtaining an international transport license

If you are not sure whether your transport company meets the requirements for obtaining a Community license or need any help with obtaining an international transport license, the Evotax team will be happy to provide support! Contact us and indicate what is challenging or raises doubts, and we will take care of the rest!

International carrier license - Frequently asked questions

Below we have collected questions regarding international transport licenses that we most often hear and have provided answers to them. If there is an issue you are interested in missing among them, contact us, and our specialists will be happy to provide support!

Who issues licenses and how to obtain a license for international transport?

To obtain a Community license, an application must be submitted to the Main Inspectorate of Road Transport (GITD), which is responsible for its issuance. It is required to have a permit to practice the profession of road transport operator, a permanent headquarters, good reputation, and a certificate of professional competence. It is also necessary to meet financial requirements.

What documents are necessary to obtain an international transport license?

The following should be attached to the license application: application form, certificate of no criminal record, documents confirming financial capacity, list of vehicles, declaration of the person managing transport, copy of the certificate of professional competence, declaration regarding the operational base, and proof of payment of the fee.

What is the cost of an international transport license?

The cost of a license depends on its validity period. For a license for a period of up to 5 years, the fee is 4000 PLN, and for a period from 5 to 10 years - 8000 PLN. Additionally, a fee must be paid for each extract from the license: 440 PLN per vehicle with a license up to 5 years or 880 PLN with a license up to 10 years.

What are the consequences of not having an international transport license?

Performing international transport without the required license is subject to a financial penalty of 12,000 PLN. Additionally, it is possible to withhold the vehicle registration certificate. Penalties also apply to carriers using vehicles with a GVW of 2.5-3.5 tons.

When can an international transport license be revoked?

A license may be revoked when the entrepreneur no longer meets the requirements entitling them to conduct transport activities, has received a ban on performing this activity, violates the conditions specified in the license, has transferred it to a third party, or commits gross violations of regulations regarding drivers’ working time.