FAQ

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On our Office31 FAQ page you will find knowledgeable answers to all your questions about our services, from the benefits of using a virtual office to technical and procedural details. Our FAQs are not just a collection of information, but also a source of valuable tips on how to effectively use the potential of a virtual office to grow your business. We provide the clarity and expertise that are crucial to the success of today's entrepreneurs.

Frequently Asked Questions about the virtual office

Read the most frequently asked questions about the virtual office to better understand how this innovative service can transform your business. Find out how a virtual office can increase your efficiency, raise the profile of your business and provide the flexibility you need in a dynamic business world.

What are you looking for?

Basic Information

A virtual office is a service of providing you with an office address that you can use when registering your company, but also make it available for correspondence, to include it in your marketing materials, website, Facebook, business cards and to use it according to the rules contained in the contract and regulations.

By choosing the 'Office 31' service, you are opting for a number of benefits:

  • Cost optimisation
  • Preservation of privacy
  • Freedom of action
  • Prestigious business address in the centre of Poznań and Warsaw

Although the name itself indicates that the office is virtual, this is not entirely true. The office at the addresses indicated actually exists and you can use it to the extent that it is in accordance with the terms of the contract and the regulations.

Most of the clients of a virtual office are entrepreneurs, however, this is not the rule; a virtual office can be used by non-business people, foundations, associations and other types of entities.

Of course, virtual is in name only. You can find photos of our locations in the various cities under gallery.

No.

The offer of our virtual office can also be used by individuals without business activities (i.e. private persons), as well as any other organisations such as associations, foundations and others.

The only difference in the case of non-business persons or institutions is that, for our part, a named invoice will be issued without a TIN.

Our address can be used by an individual, e.g. as a mailing address, which they share with others for contact purposes, on their website, business cards, Facebook, for non-registered activities, etc.

We understand that the amount of information may seem large at first, so simplifying:

  • You rent a business registration and/or mailing address from us for one year, you can use it for your business registration, as your company headquarters, on your website, in Google and other places
  • Once the contract has been concluded and paid for, we will collect your correspondence for you, which will arrive in our mailbox, and you will then receive an e-mail notification of it, together with a photograph (of the letter's advice note or envelope) and instructions on how to collect the letter yourself (or by proxy, your nominee) from our premises
    • in the case of an advice letter, you will collect the letter at your local post office
  • We move the letters that arrive in our mailbox to the office premises, where there is a system of lockable boxes with an electronic lock, where each box has a variable PIN assigned by us
    • You have 3 days from receipt of the e-mail notification to collect the letter
    • if a letter which has been deposited in a box is not collected on time, we will store it for you free of charge and you will be able to collect it at a later date convenient to you
  • We will scan the letter for you if required, but this is not our core service and therefore incurs an additional charge
  • As part of the annual subscription you have a set number of hours to access the office premises, e.g. for remote work, client meetings
    • However, we do not offer exclusive use of the premises; the premises operate on a co-working basis and our other clients may be in the premises during your visit, e.g. to collect their correspondence
  • Contact with us is by e-mail, chat, remote channels, concluding a contract over the Internet, the contract does not need to be scanned, signed or sent back, and there are no permanent employees in our offices. We focus on modernity and process automation, which is why we can offer such attractive service prices.

You will find all the details in the other sections of this FAQ and at detailed offer.

Please contact us by email biuro@biuro31.pl if you have not found the answer to your questions.

No person is permanently present at our office premises. Our employees appear there to handle our clients' correspondence and our clients to collect their correspondence or to take advantage of the opportunity to work, to hold a meeting in the office.

We provide a range of ways to contact us, including:

  • E-mail at biuro@biuro31.pl
  • Via contact form
  • Via Messenger chat - icon in the bottom right corner
  • By telephone on +48 22 494 31 30 (landline number, Warsaw area code)

Most of the relevant information, including a model contract, details of the services offered can be found on our website.

At this time, we do not offer a face-to-face interview over the phone.

However, we understand that this is the preferred form of communication for some, so to meet your expectations we have launched a landline number.

You can call and leave your message, ask questions. Your message will be read and we will respond to you electronically - by email (if the address is provided in the recorded message) or SMS as soon as possible.

There are several reasons for this.

  • We do not employ clerical staffwho could answer your calls.

Employees are a cost, our service and virtual office service is built in such a way that you can do almost everything yourself. We have very sophisticated IT systems, automation, we make all the necessary information available on our website so that you can use our services virtually without contact.

  •  The launch of telephone contact would have to be combined with call recording, their storage and their transcriptionin order to be able to quickly find the arrangements that took place during the phone call. It would also be necessary to quality monitoring the work of the telephone consultant to make sure that you receive the correct information and that the manner in which it is provided is not questionable either.

Implementing a system such as the one described above is another cost and time required to supervise and operate the system = more staff.

  • Telephone support by an employee always means hourly restrictions.

Our systems are supported by dedicated software developed for our office. It is thanks to this that you can contract with us 24/7, get to most of our offices 24/7 to receive correspondence or hold a meeting. Our competitors do not offer such solutions.

We encourage you to read the information on our website, especially this FAQ, so that you can manage your own services and not be limited by the availability of people, office staff, who usually work between 8am and 4pm or 9am and 5pm.

To sum up, it is all about the cost and availability of our services 24/7. Please note that the price of our services is very attractive, often 2-3 times lower than our competitors. At the same time, we legally employ people to receive and handle your correspondence, we pay taxes, and this very attractive price of the virtual office we provide is due, among other things, to the fact that we do not employ office staff. We will not change that. Nor will we implement the systems described above, because the cost of the office staff and the implementation of the systems mentioned above would have to come at the price of the service, which would have to equate to our competitors. This is not what we are about, we go our own way, implement proprietary solutions and offer a unique, modern virtual office service at a very attractive price.

If the above does not convince you, we understand, everyone has individual preferences and we respect that. We, however, have no plans to change this in the near future.

We provide a number of other forms of contact, which are listed elsewhere in this FAQ.

We encourage you to read them and, above all, the questions and answers we have included here.

We have collected here customer questions that have recurred over the years, and if anything is unclear or missing here, please feel free to contact us, we will promptly provide an answer, and perhaps also update this FAQ so that other customers in the future do not even have to write to us to get the necessary information.

Safety and Legality

The virtual office service, which consists in making premises available for the purposes of conducting business activity and handling correspondence of business entities, is fully legal. Our clients, by concluding a contract with us, obtain the legal title to use our addresses in registers such as CEIDG or KRS. No authority has any legal grounds to question the legality of a company's operation at an address where many other entities are located. Attempts to refuse NIP or VAT registration in the case of companies using virtual offices have been overturned by Polish courts and this problem no longer exists. We have also been issued with a certificate issued by the National Tax Administration (KAS) for registration in the Register of Activities for Companies or Trusts - Registration Number: RDST-380. If necessary, it is possible to make an appointment with officials at the premises of our virtual office upon prior booking and making sure that it is available at the time.

There are many virtual offices on the market, so what makes Office31 stand out?

  1. Low price - the standard price of the service at our competitors' is about 50 PLN net /month, at our company, thanks to the applied processes, policies, automation, as well as focus on providing necessary services to our clients, we are able to reduce this price to 20 PLN net /month. It should be added that our price is not a time-limited promotion, it is a fixed price year on year.
  2. 24/7 office access - while other offices close at 5pm on Friday and open at 9am on Monday, with us it is open 24/7. This is very important, we are entrepreneurs ourselves and we know that free time is often in short supply. A letter has arrived for you and you want to pick it up at 3AM on Saturday, for example? With us it is possible, but not with our competitors.
  3. Contactless - for some, for various reasons, it's important to receive their letters without contact with other people, with us this is possible. Access to the office is automated and you will not meet our staff on site.
  4. An automated way to conclude a contract, fully online. With us you can conclude a contract 24/7, we do not require you to print, sign, scan or send back the contract. Everything happens online. While other companies often provide at most a contact form and the conclusion of the contract takes place on weekdays, usually between 9am and 5pm, with us the contracts are generated by a sophisticated IT system, so there will be no problem concluding a contract at the weekend, in the middle of the night, for example.
  5. Simplicity and transparency is our motto. We offer services which are described in the detailed offer on our website, handle correspondence, notify, archive, make available or scan on request, describe in detail on our website how we provide services, make a model contract available for you to read before concluding a contract. We strive to make everything clear and transparent for our future customers.

We invite you to make use of our services - conclude the contract.

A virtual office is not for:

  • Conducting illegal activities
  • Hiding one's identity from services or creditors

We are aware that companies registered at the same location could indirectly affect the image of the location, which is why we protect our customers by verifying subsequent entrepreneurs wishing to use the Office 31 service. Before concluding a contract, each entrepreneur is verified in accordance with the applicable law.

In addition, we cooperate with the tax authorities, customs offices, bailiffs, courts, services such as the police - if there is a suspicion that one of our customers is breaking the law, his or her data will be passed on to the authorised services (in the event of an official enquiry).

No, although it may happen that we buy out premises in one of the cities. However, we do not set ourselves up to buy out premises. We do not consider the issue of owning premises to be a particular advantage, and it is a cost that affects the price of the service.

Some virtual offices, however, being in the minority actually own the rented premises and try to make this a competitive advantage. In our view, this is not the case.

By concluding contracts for the lease of premises, we obtain the right to run a virtual office in the premises, we do nothing except with the knowledge of the owner of the premises. We conclude contracts on a long-term basis with the possibility of renewal for subsequent years.

In the same way that, in extreme situations, the owner of the premises may terminate our lease, another virtual office that owns the premises may decide to close the business or be forced to sell the premises.

It is not in our interest to terminate operations at a given address on our own initiative. Our activities are oriented towards the long term and limiting unnecessary costs allows us to maintain the stability of our operations even when the return on operations in a given city is low.

The decision is yours. We do not hide anything, we clearly present the principles on which we operate, we provide you with a model contract, detailed information about our offer, the FAQ section describes how we provide our services, as well as what you will not get with us. However, please note that the annual price of a service with us is usually 3-4 months of virtual office service with our competitors. We believe that the price/quality ratio for our service is at the highest possible level. We invite you to use our services, and if our offer is not suitable or sufficient for you, we invite you to use the services of our competition. We write about this explicitly because we care about satisfied customers who have received the service they expected from us.

It sometimes happens that companies register at our office addresses that have not concluded any contract with us and have not paid for the service. This gives rise to serious legal consequences. First and foremost, we are in constant contact with the tax authorities, to whom we provide up-to-date information about companies that are not our clients, but are nevertheless listed at our address in various registers such as CEIDG, KRS, VAT. 

The tax office initiates an investigation procedure aimed at deleting the company/company from VAT in the first instance, and then from CEIDG, KRS due to the lack of legal title to use the address.

In addition, all VAT invoices issued by such a company, tax refunds may be challenged and invalidated.

Any correspondence that arrives at the virtual office address addressed to a company that uses our office address non-contractually will be destroyed.

This is why it is so important to first conclude a contract with us and only then to register the company at our address. Otherwise, it may happen that an entrepreneur approaches us with the intention of concluding a contract, e.g. for a company that has already been listed at our address in the National Court Register for some time, but his company has already been reported by us to the Tax Office as an entity unlawfully using our address.

Poznan

The address of our office: A. Szamarzewskiego 21 lok. 2, 60-514 Poznań

Mail:
FUP Poznań 37
54 Augustyna Szamarzewskiego Street
60-580 Poznań
Tel: 885-900-497

Tax office Poznań-Jeżyce
61-845 Poznań, ul. Strzelecka 2/6

ZUS I Branch in Poznań
60-908 Poznań, ul. Dąbrowskiego 12

District Court Poznań Nowe Miasto and Wilda in Poznań (registration of new companies)
VIII COMMERCIAL DIVISION OF THE NATIONAL COURT REGISTER
61-003 Poznań, ul. Chlebowa 4/8, pok 227
Telephone: 61 640 90 00 or 61 647 37 35
e-mail: wydzial8@poznan-nowemiasto.sr.gov.pl

Warsaw

The address of our office: W. Pytlasińskiego 16/13, 00-777 Warsaw

Tax office Warsaw - Mokotów
16A Postępu Street
02-676 Warsaw
Tel: 22 50-20-000
Tel: 22 50-20-215 (secretariat)
e-mail: us.warszawa.mokotow@mf.gov.pl

ZUS III Branch in Warsaw
16 Czerniakowska St.
00-701 Warsaw

DISTRICT COURT FOR THE CAPITAL CITY OF WARSAW
XIII Commercial Division of the National Court Register
100 Czerniakowska Street
00-454 Warsaw
Tel: 22 44 00 687, 22 44 00 689

Polish Post Office - UP Warsaw 36
Chełmska Street 29
00-726 Warsaw
Tel: 504-708-458

Wrocław

Our office address: Św. Mikołaja 8/11 lok. 208, 50-125, Wrocław

Mail:

UP Wrocław 3

45 Ruska Street
50-131 Wrocław

Phone
713471903

Tax Office Wrocław - Stare Miasto (Old Town)

4 Inowrocławska Street
53-654 Wrocław

e-mail: us.wroclaw.stare_miasto@mf.gov.pl

ZUS Branch in Wrocław
50-930 Wrocław, 11 Pretficza St.

District Court for Wrocław-Fabryczna in Wrocław (registration of new companies)

VI Commercial Division of the National Court Register

Poznanska street 16
53-630 Wrocław

Scope of Services

When there is any correspondence for you to collect, you will receive an email notification. The message will include a photo of the envelope of the letter so that it is clear who the sender is, the box number, and the PIN for it.

We understand that entrepreneurs are usually busy people who do not have a lot of time. That's why we provide 24/7 access to the premises in the case of the Virtual Office Biuro31, thanks to an electronic lock access system. You will receive your PIN upon payment of the contract, it is permanent and valid for the entire duration of the contract. You are welcome to collect your mail at your convenience

The actual information can be found in the contract and may vary from city to city. However, the standard retention period for client correspondence in the box is 3 days (72h) from receipt of email notification, after which the mail will be archived (for the duration of the contract) and can be collected at your convenience - read the section below on what an archive is and how it works.

The email informing you of the new mail to be collected from our premises contains information until when the PIN is valid.

The validity of the PIN applies to two locations - the front door and the locker itself.

Once the PIN expires, it is not possible to enter the premises or collect correspondence from the box.

If your PIN is no longer valid, you should first log on to the Customer Panelto check in the Lists section what status your letter has.

From the Customer Panel, you can also recall your login and password if you have forgotten them.

A letter can have several statuses, including :

  • In the locker - this is the letter that is now in the locker and the PIN is still valid (it will also show in the Panel until when the PIN is valid, this is the same date and time that is also in the email)
  • After the deadline - the letter is still physically in the box, our employee has not yet had time to transfer it to the archive
  • Archived - the letter has been transferred to the archive by our employee

If the letter has an 'After deadline' status, from the Customer Panel, you can click on the mode icon on the right-hand side and select the option to extend the PIN by 24 hours. 

This is an automatic process, you will receive a confirmation that the PIN has been extended, and in the Customer Panel itself next to the list, this will also be reflected in a table where it is shown until when the PIN is valid.

In a situation where a letter has the status "Archived", by clicking on the mode icon on the right in the Customer Panel, you can request that the letter be placed back in the individual box. A member of staff will carry out this request on the next visit to the premises, which means in practice that this will be done within 0-3 working days.

When a letter is transferred to an individual box, you will receive an e-mail notification stating this, the box number and the PIN for the box.

You will have 48 hours to collect a letter transferred from the archive to the box, from the moment our employee places the letter in the box and you receive an e-mail notification.

There are no other options than those described above, you perform the entire service yourself via the Customer Panel.

In future, there will be a chargeable option to extend the validity of the PIN by 48h, which will be paid for using tokens.

Uncollected mail after the deadline for collection (indicated in the contract and specified in the email, usually 3 days - 72h) goes into the archive.

An archive is usually a lockable metal cabinet located in our premises, to which only our staff have access.

On request, mail that is in the archive can be transferred to a PIN box on the next visit by a member of staff to the premises.

This happens after the customer makes a request from the customer panel.

You then receive an email notification and access to the cache is set for 2 days = 48h.

In the event that mail is not collected again after 48 hours, it will again be placed in the archive, while a subsequent transfer of the same mail to a PIN box will be preceded by a handling fee of PLN 10 net.

Just go to Customer Panel and click on the link reminding you of your login data. As a result, in an email you will receive a login and password for the Client Panel, where at the same time the same login and password are used to log in to the premises booking system, and the password itself is also the PIN for opening the doors of our office premises.

Please note, however, that the office premises door can only be opened if you have correspondence to collect at the premises (you have received an email notification to this effect) or you have an active premises booking made by the Reservation portal.

Yes.

We have an optional mail scanning service which is available on request and is not included in the annual subscription.

At the same time, we encourage the use of electronic communication with institutions such as ZUS or the US, which can significantly reduce the need for scanning.

You will find detailed information on E-claims in our a dedicated article.

The scanning service works as follows:

  1. You will receive an e-mail notification with a photo of the letter envelope
  2. Reply to the email requesting a scan of the contents of the letter.
  3. You will receive a scan by e-mail along with a proforma invoice for payment.
  4. Once payment has been made, we will issue a VAT invoice 23%.

The scanning itself will be carried out during our employee's next visit to the office premises.

From March 2024, the scanning service will be a pre-paid service fully managed via the Customer Panel (no email).

The scanning price is PLN 5 net + 23% VAT per letter up to 5 pages, for example:

  • 1 letter, 5 pages = 5 PLN net + 23% VAT
  • 1 letter, 7 pages = 10 PLN net + 23% VAT
  • 2 letters, each 1 page = 10 PLN net + 23% VAT
  • 2 letters, 4 pages each = 10 PLN net + 23% VAT
  • 2 letters, one 2 pages, the other 7 pages = 15 PLN net + 23% VAT

From March 2024, the scanning service will be a pre-paid service.

A detailed price list effective from March 2024 is presented below:

  • 5 tokens = 25 PLN net + 23% VAT
  • 10 tokens = 45 PLN net + 23% VAT
  • 20 tokens =85 PLN net + 23% VAT
  • 50 tokens = PLN 200 net + 23% VAT

One token will enable a letter of up to 5 pages to be scanned. For example, a letter of 7 pages requires two tokens.

No, we do not have a referral service, if such a service is needed, you can use the Redirects via the Polish Post.

Correspondence that arrives in our mailbox will be collected by us and, if not collected by you, archived.

You will then be able to collect it at a time convenient to you at our office premises after you have declared your willingness to collect it in advance.

In the event of termination of the contract, we can send you back all archived correspondence upon request. The approximate cost of the service is PLN 20 net (depending on the volume of correspondence and possible changes in the price lists of logistics companies such as InPost).

This is particularly the case for letters, the receipt of which must be attested by a handwritten signature.

Receiving such a letter on your behalf could have legal consequences for us, as by signing on your behalf we would be certifying receipt of the letter.

We are not in a position to accept the risks associated with such situations, hence such a service does not and will not exist.

We are also unable to distinguish what type of letter would be received, so we do not collect any letters requiring a receipt for customers.

You can still authorise any person to collect the letter on your behalf.

For letters from all kinds of authorities (US, Social Security, KRS, etc.), we recommend replacing registered letters with communication via the Internet - e-Delivery.

At our offices you will not find office staff working there Monday to Friday for 8 hours a day.

Our staff turn up at the office several times a week to handle client correspondence and then leave the office.

This means that we will not take delivery of your letter or parcel from a courier. This does not mean that the letter or parcel will not be delivered to you, details below.

 

We will collect any correspondence that may arrive in our letterbox (including most registered letters if you use the Polish Post's free service - Polecony do skrzynki. You can start it online on the Polish Post website or at a post office).

When the postman or courier is unable to leave a letter or parcel they will leave an advisory note in our letterbox. You will receive a photo of this advice letter by e-mail to collect the letter or parcel in person or by proxy.

For parcels, couriers often offer to leave the parcel at the nearest POP where you can collect your property. Some courier companies also offer the option to redirect your parcel to another address, please verify the details directly with the company concerned.

Please bear in mind, however, that the absence of office staff is a number of benefits for you, so we can offer a very competitive price for the service, as well as 24/7 access to the office through an electronic access system.

We do not provide a return service. We can scan the letter (extra charge for this service). You can also use the direct return service of the Polish Post Office, for more details. here.

Our employees collect customer correspondence from the mailbox at least twice a week on weekdays, i.e. Monday to Friday, this is contractually guaranteed.

This is organised so that it is not two consecutive days, so collections can take place on, for example, Monday and Wednesday, Tuesday and Thursday/Friday or Wednesday and Friday.

As the number of customers in each city increases, the frequency will increase until a point is reached where mail from the box is collected every day.

As of today, receptions are taking place:

  • Poznań - 3 times a week on weekdays
  • Warsaw - 3 times a week on weekdays
  • Wrocław - 3 times a week on weekdays

An email notification is sent as soon as the mail is received from the mailbox by the employee.

This is linked to the entry above - how often the post box is checked - but in practice you will receive notification within 1-2 working days of the letter or advice note being placed in our post box.

No. Boxes are not permanently assigned to a customer. This means that each time you receive mail, it can be placed in a different box at our premises. The PIN will be different each time, and you will receive it in an email notifying you of the mail to be collected.

The PIN is given separately for each company and is valid for the duration of the contract, with the next contract the PIN will be different.

Very importantly, each company has a separate PIN.

Once you have paid for the PIN contract for each company, you will receive an e-mail communication with additional information about our services.

Please write it down, and in the case of several of your companies located with us, you should write down all the PINs and link them in a note to a specific company.

Why?

When your mail arrives for collection at your premises, we will send you an email notification of this.

The notification will include a photo of the letter envelope, so it will be clear which company this post belongs to.

You will only open the door of our premises with the PIN that belongs to the company that currently has mail to collect at the premises. Other PINs will not work at this time.

This is a deliberate action on our part, as there have been situations in the past where customers have turned up at the premises despite there being no mail to collect and despite the premises not being booked.

You can only enter our premises if you have mail to collect or an active booking of premises within the hourly limit, where booking of premises is made at the Reservation Portal.

In addition to providing the address itself for the purpose of your business, as part of the purchased service you have the possibility to use the physical office space for a predetermined number of hours per year resulting from the contract and the type of subscription.

Bookings are made by yourself using the online booking system of the office by the hour. Your account will be created in the system once you have signed the contract.

The premises operate on a co-working basis; booking the premises does not give you exclusive access. Although other clients will not be able to book the premises at the same time (the booking system will not allow this), they will be able to enter the premises to receive their mail. Their PIN to access the premises will not be blocked for the duration of your visit.

We do not provide such a service. Our premises are usually a single room equipped with a locker system for self-collection of correspondence, as well as space at desks where, for example, work can be done within a contractually agreed hourly limit.

There are exceptions to this, e.g. in Poznan we have a dedicated space, a separate work/meeting room. If you are interested in the possibility of holding meetings in our space, please send us an enquiry indicating which city you are referring to, in response we will inform you of the space possibilities we have in the city in question.

The office premises itself operates on a co-working basis, as part of the virtual office service you receive 10h access to the office as a package, while booking the premises does not give you exclusive access.

When you make an office booking for a particular day, time, other clients will not be able to book the premises at the same time (the booking system will not allow this), but they will be able to enter the premises to collect their correspondence.

We provide the services described under detailed offer, we focus on the most important issues for our clients while providing a very competitive service price.

Yes, while the rules and limits described in this FAQ apply - please refer to: "Do you hire meeting rooms?".

We provide the services described under detailed offer, we focus on the most important issues for our clients while providing a very competitive service price.

Our offices are located:

  • Poznan: A. Szamarzewskiego 21 lok. 2 , 60-514 - the entrance is in the gate, through which you must pass, to reach the courtyard, cage on the right, fourth (last) floor.

Directions - Google map

Parking zone: Downtown SPP Jeżyce

There are also three paid, unguarded APCOA car parks just outside the premises at Szamarzewskiego 29 (5zł/h), Polna 40 (4zł/h), Szamarzewskiego 42 (4zł/h). The above are prices for January 2024, please check current prices on the APCOA app or on their website.

  • Warsaw: W. Pytlasińskiego 16/13, 00-777 - gate entrance to the cage, second floor.

Directions - Google map

Parking zone: none, free parking along the street and on adjacent parallel/perpendicular streets. The zone only starts near the Dolna/Puławska intersection and looking at the streets parallel to Pytlasiński, from Promenada Street. This is as of January 2024, please keep checking for any expansion of the zone.

  • Wrocław: Świętego Mikołaja 8/11, loc. 208, 50-125 - Tenement house Pod Trzema Dębami, second floor, lift behind reception on the right.

Directions - Google map

Parking zone: A, valid 7 days a week from 9am to 8pm, parking possible on the streets next to the tenement. Nearest paid car park (approx. 100m from the premises) -. Wratislavia Center car park - 15PLN/1h (as at 05.06.2024).

Conclusion of Contract and Price List

Our service is the cheapest of its kind in Poznań and Warsaw, and probably in the whole of Poland!

The total cost of the service is PLN 295.20 gross per annum.

Minimum contract duration is one year - it is not possible to purchase a subscription for a different period of time, there is no option to pay monthly, only in advance for a year.

We are competitively priced because we don't impose unnecessary additional services 'at a price', we don't have staff permanently in the office, we try to automate processes - we simply focus on what matters most - delivering the service you need.

It depends on the quantity. For two or three companies, the price is still standard, i.e. 2 or 3 x the annual subscription amount. For more companies, the price is negotiable. However, please note that we offer the service at a very attractive price, so the amount of the discount given will not be counted in tens of percentages.

In the case of natural persons, the contract may be concluded, for example, on 20 December 2023, while the date of commencement of the service may be entered, for example, 1 January 2024, as this is the date on which you intend to register your business with CEIDG. This is an option for those who prefer to have everything prepared in advance, not at the last minute. In the example given above, the contract will run from 1 January 2024 to 1 January 2025, although the contract was concluded on 20 December 2023.

In the case of companies, the contract should be effective from the date of conclusion of the memorandum of association, as the memorandum of association itself, despite its not being listed in the KRS, indicates our address as the address of the company.

At 100% online, no printing, scanning or personal visits. We focus on modernity and ecology. Only three simple steps separate you from concluding a contract with us, 

1. Fill in form on our website.
2. make a verification transfer. This is a simple bank transfer for an amount of 1 penny. The account number is in the Contact.
3 Confirm by SMS your wish to conclude a contract. You will receive an SMS from us asking you to confirm your willingness to conclude a contract, simply reply to it.

Following these steps, a contract and a proforma for payment will be generated for you. Once the proforma has been paid, you will be provided with the necessary access and additional information on the use of our services.

Everything is done in the same way as described above for existing companies. The most important thing is to conclude a contract prior to company registration in CEIDG or after its registration, but on the same day. Otherwise, we are dealing with non-contractual use of our address, which may have legal consequences.

In the case of a sole proprietorship, we are dealing with a natural person, the company itself has no legal personality. This means that a contract concluded before the moment of registering a new activity in the CEIDG with a natural person (in name and surname, not mentioning the name of the company) entitles to use a virtual office after registering the activity in the CEIDG. At the moment of registration in CEIDG, a TIN is automatically assigned. The contract itself will not include the TIN and the company name, but the VAT invoice will be issued with the company name and its TIN so that you can include it in your business costs. Once you have registered your business, please contact us and provide your company's VAT ID number.

Please note - in the case of concluding a contract with us after registering the company in CEIDG, it should be noted that the verification transfer of 1 penny must be made from a bank account that has not been established using our address. This can be a private account of the company owner.

Limited liability companies, joint stock companies (including PSAs) have their own legal personality. In this situation, the contract for virtual office services is concluded with the company, which can be represented by a natural person, most often a member of the board of directors, the company president or a proxy or attorney.

In the case of new companies that have not yet been listed in the KRS, we are dealing with limited liability companies or joint stock companies in organisation, which can also conclude agreements. Such agreements are binding and do not need to be subsequently annexed once the company is listed in the KRS.

We conclude a contract for a virtual office with a new company on the day the company contract is concluded, not on the day the company is listed in the KRS. If the company is already listed in the KRS with our address and there is no contract with us, we are dealing with non-contractual use of our address, which may have legal consequences.

Steps to register a new company at a virtual office address:

  1. Send us information at biuro@biuro31.pl that you want to register a new company at our address. Attach to the email a pdf confirmation from your bank of a verification transfer of 1 penny. You will find the account number for the transfer in the tab Contact.
  2. Conclude the articles of association via the s24 system or by notarisation. At this stage you can use our address as your company address.
  3. Fill out form on our website, where you attach the signed articles of association and provide the other necessary data
  4. Once you have completed the form, you will receive an SMS from us. Reply to it confirming your willingness to enter into a contract.

After payment of the proforma invoice, a VAT invoice will be issued. You will receive the invoice as soon as you have provided us with the company's VAT number, but no later than the statutory deadline, i.e. by the 15th of the month following the month in which the contract was concluded with us.

If your company does not receive the TIN number within the statutory deadline, we will issue the VAT invoice for the service without the TIN. In that case, in order for the VAT invoice to be an expense for the new company, it will be necessary to send us a correction note to the VAT invoice received, where your company's TIN will be indicated.

Civil, general, partnership and limited partnerships do not have their own legal personality. They are contracted on their behalf by persons authorised to represent them, usually one of the partners, or in the case of a civil partnership, all the partners.

The agreement may be concluded after the company has been entered in the relevant register - CEIDG or KRS.

Steps to register a new company at a virtual office address:

  1. Send us the information at biuro@biuro31.plthat you want to register a new company at our address. Please attach a pdf confirmation from your bank of a verification transfer of 1 penny to the e-mail. You will find the account number for the transfer in the tab Contact.
  2. Conclude the partnership agreement.
  3. Once the company has been entered in the CEIDG or KRS, complete the form on our website.
  4. Once you have completed the form, you will receive an SMS from us. Reply to it confirming your willingness to enter into a contract.

After payment of the proforma invoice, a VAT invoice will be issued. You will receive it within the statutory deadline, i.e. by the 15th of the month following the month in which the contract was concluded with us.

Foundations and associations have legal personality from the moment they are registered in the National Court Register, so from that moment they exist and can conclude contracts. The procedure for concluding a contract for a virtual office in the case of the above is as follows:

  1. Send us information at biuro@biuro31.pl that you would like to register a new foundation or association at our address. Attach to the email a pdf confirmation from your bank of a verification transfer of 1 penny. The account number for the transfer can be found under Contact.
  2. Register the foundation/association and wait until they are listed in the National Court Register (this can take several weeks and, in the case of formal errors, even months).
  3. Fill out form on our website, where you will enter the other necessary data
  4. Confirm by SMS that you wish to conclude a contract.

After payment of the proforma invoice, a VAT invoice will be issued. You will receive the invoice as soon as you have provided us with your VAT number, but no later than within the statutory deadline, i.e. by the 15th of the month following the month in which the contract was concluded with us.

If your foundation/association does not receive a VAT registration number by the statutory deadline, we will issue a VAT invoice for the service without the registration number.

No, the contract is concluded over the internet, there are no staff present at our offices to sign contracts. We also do not conclude contracts by correspondence. We operate 100% online.

A verification transfer of one penny (PLN 0.01) is used to confirm the details of the person or company entering into the contract with us.

The execution of the transfer is a prerequisite for the conclusion of the contract.

We have deliberately not integrated verification transfer payments into payment gateways, as is the case in online shops, to prevent suspicion that this is some kind of phishing attempt.

Enter your account number (tab Contact) and we ask you to carry out the transfer yourself as you are comfortable with (e.g. via the bank's app, the bank's website, or perhaps even at a bank branch or by telephone).

The verification transfer must be made from the bank account of the person or company that contracts with us.

It can be a private account, e.g. when dealing with a company that has not yet been registered or does not yet have a bank account. It can be a company account, if the existing company has one.

The verification transfer can also be made from the proxy's bank account if the proxy is the one entering into the agreement on behalf of the company.

However, we do not accept a verification transfer from a bank account that has been registered at our address.

We are talking about a situation, for example, where a company was registered at our address without concluding a contract with us, then applied to the bank for an ROR account, and specified our virtual office address as the company address. In this situation, the bank transfer will contain the address of our office, it will not be accepted by us as a means of verifying your details.

We also do not accept verification transfers made through third-party companies that do not verify your identity before transferring money to our account (e.g. the Polish Post Office) or before opening an account with them.

We are aware that there are situations where someone does not have a bank account, but in this situation we are forced to withdraw from the contract.

A correctly completed verification transfer is a prerequisite for us to start providing a virtual office service for you.

You can pay for the contract itself from any account you wish, be it a private account, a company account, a third-party account or another company. It does not matter to us, unlike the verification transfer, there is complete freedom here.

A model agreement is available here. The contract provisions are 'standard' and do not differ significantly from those offered by other offices. The difference with us is that we make the contract available to you in advance so that you can familiarise yourself with it before you conclude it and without time pressure.

Please note that this is a template. It should not be printed, signed and sent back to us.

We do not enter into a backdated contract; this is illegal and can have serious consequences.

However, if it is a question of a contract immediately, on the spot, it is possible. We understand that entrepreneurs face different challenges, sometimes the need to conclude a contract at, for example, 10 p.m., where most companies are already closed and there is no way to do this. However, our IT system is built in such a way that a contract can be concluded online without unnecessary paperwork or real-time contact with us.

However, this does not mean that we will skip any steps, you still have to go through the standard process, which varies depending on whether you are dealing with an existing company or a new company, possibly a new sole trader.

In an urgent situation, generate a verification transfer confirmation from your bank and email it to us at biuro@biuro31.pl.

Fill in the form and, in the case of new companies, first conclude the Memorandum of Association and then fill in the form enclosing the Memorandum of Association in it, reply to the SMS confirming your wish to conclude the agreement.

If you do not get in touch with us, you should, for your part, ensure that you have completed all the formalities and understand the terms on which we operate - please see section detailed offer and the entire FAQ section. The verification transfer cannot be made from a bank account registered at our address.

That's it, once the formalities are complete you can use our address. Right away. On the next working day at the most (in the case of the overnight hours in the example given), if everything checks out, you will receive the contract (with the actual date of its conclusion online, i.e. the previous day) and a proforma for payment.

Once the proforma has been paid, all access will be granted, additional information will be provided and ultimately a VAT invoice 23% will be issued.

As standard, the contract is concluded for a period of 12 months, payable in advance for one year. For our regular clients, subsequent contracts, e.g. in the event of business closure or sale of companies, can also be concluded for a period of 3 or 6 months.

No. The service is paid for once, in advance, for a period of one year. We decided to do this because too many people miss payments on time, it generates extra work sending out reminders and keeping an eye on whether the payments have arrived. It also means extra invoices, all of which means extra work and extra costs. A one-off payment allows us to reduce the amount of redundant work and thus offer you a service at a very attractive price.

You can use this address from the date of duration of the contract indicated in the contract, please do not confuse this with the date of conclusion of the contract.

The contract can be concluded earlier and be effective from a future date, depending on how the client chooses.

If, for example, a contract has been concluded today and the contract expiry date is also indicated for today, in this situation you can already use the address from today.

An important point is that you usually have 7 days (indicated on the proforma invoice) to pay for the service.

You can use the address and, for example, register your business or change your business address even before the proforma invoice is paid.

However, it is only after payment of the proforma invoice that you will receive access to the premises and the service will actually start to be provided (e.g. you will receive notifications of new mail).

This is important because if you receive any mail before the day you pay for the contract, such as a regular letter, you will only be able to collect it when you pay for the virtual office service.

No. We assume that our customers will be interested in continuing to use our services and we do not bind them permanently. When the contract ends, the system will generate an email reminder of the end of the contract. The email will include instructions on how to enter into a new contract for the following year. On the last day of your contract, you will receive an SMS confirming the end of your contract. Ignoring the reminders will mean the end of the contract and no additional charges. 

Yes. We distinguish between several situations here. A consumer who has concluded a distance or off-premises contract may withdraw from the contract within 14 days without stating a reason and without incurring costs. By consumer is meant a natural person, including a sole proprietor.

After the expiry of 14 days, the contract may also be terminated at any time, but no full or partial refund will then be granted.

Biuro31 - The cheapest virtual office in Poland - your company's address