All carriers transporting goods to Poland or transiting through it must register each trip in the SENT system and obtain a declaration with a unique number valid for 10 days. Registration is mandatory regardless of the vehicle's weight (whether under or over 3.5 tons).

After proper registration, the declaration number (valid for 10 days) must be provided to the driver conducting the international transport. Without this number, the penalties are: 12,000 PLN for the carrier and 2,000 PLN for the driver.

Carriers must create a personal account in the SENT system (choose "Basic Authorization" during account setup). The system operates in both English and Polish. Every carrier or responsible person must register their account in the system.

Before each transport, a declaration (RMPD-100) must be registered, containing the following information:

  1. Information about the individual or company conducting the cargo transportation (name, address, identification or VAT number, if applicable).
  2. The tax identification number of the foreign entity responsible for the transportation, used for taxation purposes.
  3. Information about the sender (name, address).
  4. Information about the recipient (name, address).
  5. Planned place and date of transport initiation in Poland.
  6. Planned place and date of transport completion in Poland (maximum 10 days validity for each declaration).
  7. Loading and unloading countries.
  8. Transport document number accompanying the cargo.
  9. Permit number or legal grounds for exemption from the requirement to have a permit, if applicable.
  10. Registration numbers of the vehicles used for transport.
  11. GPS tracker number or locator number in accordance with the 2017 law on monitoring cargo and fuel transport.

This procedure is mandatory for all carriers involved in cargo transportation through Poland.