A guide for new carriers: how to get started in the transportation industry

Step 1: Legal formalities – how to start a transportation business

Starting a career in vehicle transport requires completing a number of formalities:

1. Business registration: Set up your business as a sole proprietorship or partnership. Remember to report to CEIDG or KRS.
2. Licenses and permits:
3. Certificate of Professional Competence – a document confirming knowledge of transportation and regulations.
4. Community license – mandatory for international transport in the EU.
5. Dangerous goods permits (ADR) – required for transporting chemicals or flammable materials. New lithium battery labelling regulations apply from 2025.
6. Insurance: Compulsory third party liability insurance for vehicles, as well as additional policies (e.g. cargo, personal accident). In 2025, fines for lack of liability insurance reach PLN 13,998.
7. SENT registration: As of January 2025, EU and EFTA carriers must report select transports to the Register of International Road Transport (RMPD).

How to obtain a transportation license

• Obtain a Certificate of Professional Competence.
• Document your financial capacity – min. 9,000 euros for the first vehicle and 5,000 euros for each subsequent vehicle (in the form of funds in your account, a bank guarantee or a policy).
• Provide a certificate of no criminal record.
• Submit an application to the General Inspectorate of Road Transport (GITD) – the cost ranges from PLN 1,000 to PLN 10,000, depending on the scope of the license.

Additional legal requirements

In addition to the license and certificate, new carriers must remember about:

• EU VAT number –  if you plan to transport internationally.
• Registration with SENT –  for sensitive goods transport (e.g fuel, alcohol).
• Notification to BDO –  if you transport waste.
• Registration with KRS or CEIDG –  depending on the form of your business.

Step 2: Fleet selection and meeting technical regulations

A key decision for new carriers is whether to buy or lease vehicles. Pay attention to:

• Emission standards: In 2025, the EU is promoting low-emission fleets. The Netherlands and other countries have zero-emission zones.
• Tachographs: New vehicle models must be equipped with second-generation tachographs that allow remote inspections.
• Safety systems: Driver fatigue sensors and emergency braking systems, among others, are required.

Which vehicles to choose – new or used?

The decision to purchase a new or used vehicle depends on the available budget and the company’s strategy.

New vehicle:

• Greater reliability and lower risk of failure.
• Lower service costs at the beginning of use.
• Can take advantage of the manufacturer’s warranty.
• Higher purchase cost.

Used vehicle:

• Lower purchase price, but potentially higher service costs.
• Worth checking service history and mileage.
• Risk of hidden technical defects.

New carriers often start with used vehicles to reduce initial costs. However, it is worth remembering that the cost of operating an older vehicle can be higher, especially if it requires frequent repairs. Nevertheless, very often older vehicles have a much longer life and lower breakdown rate.

Step 3: Financing and cost management in transportation

Beginning carriers often face high costs. You should pay special attention to:

• Tolls: Tolls have increased in Denmark, the Netherlands and Sweden in 2025. Plan your routes to take into account tolls calculated based on CO2 emissions.
• Contributions and taxes: The average total monthly salary for professional drivers in 2024 was net PLN 7824. Remember, too, that the Mobility Package introduced new rules for settling driver salaries in international transport.
• Factoring: Consider factoring to improve liquidity – especially with late payments from customers.

Operating costs – what to include in the budget

Running a transportation business involves not only the cost of buying a vehicle, but also the fixed expenses that need to be included in the budget:

• Fuel – largest operating cost, consider telematics systems to optimize combustion.
• Insurance – mandatory third-party liability, comprehensive and third-party liability for carriers.
• Service and repairs – regular maintenance, tire replacements, breakdown costs.
• Road tolls – e-TOLL in Poland, tolls abroad.
• Driver salaries – salary, per diems, social security contributions.

Tip: New carriers should carefully analyse operating costs and include them in the calculation of freight rates to avoid operating below the break-even point.

How to minimize risk in the transport industry

• Regular driver training – knowledge of regulations and defensive driving reduce the risk of collisions.
• Telematics systems and GPS monitoring – allow for better control of vehicles and loads.
• Securing loads – using appropriate belts, tarpaulins, seals and selecting the right vehicle.
• Verifying contractors – it is worth verifying customers before starting cooperation to avoid payment gridlocks.

Step 4: Market and competition analysis

Dynamic changes in the transportation industry require new carriers to constantly monitor trends and regulations. One of the key tools is the SENT (System for Electronic Surveillance of Transport) system, in which all international road transport has to be registered starting in 2025. Thanks to it, Polish carriers can compete on equal terms with EU companies, avoiding unfair competition based on price dumping.

AI in transport

Don’t ignore technological trends. The rise in popularity of intermodal transportation (combining trucks with rail or ships) and the use of artificial intelligence to forecast demand are areas worth investing in. According to an analysis by Transport Intelligence, the market for AI-based services will grow 29% year-on-year through 2027.

Step 5: Building customer relationships and marketing

Recommendations play a huge role in transportation. Regularly collecting customer feedback (e.g., through online surveys) and publishing case studies on the website increases a company’s credibility. In 2025, as many as 76% of companies say they check carrier ratings before signing a contract.

Transportation in the digital age

Digitization of processes is also essential. The use of Transport Management Systems (TMS) automates the creation of documentation, tracking of shipments or optimization of routes, resulting in time savings and reduction of errors. According to a McKinsey report, companies using TMS reduce operating costs by an average of 18% . Social media activity is also important – LinkedIn and Facebook platforms are often used by shippers to find business partners.

How to get your first orders

• Transport exchanges – an ideal solution for new carriers. Platforms such as Prilo, Trans.eu, TimoCom, Clicktrans, Cargo.PL enable you to quickly find loads.
• Direct contact with forwarding companies – cooperation with forwarders facilitates regular orders without having to search for customers yourself.
• Website and social media – it is worth maintaining a profile on LinkedIn and Facebook as well as joining groups connected to transport.
• Direct contact with manufacturers and distributors – if you have a specific specialty (e.g. refrigerated transport, ADR, express transport), you can establish cooperation with manufacturing companies on your own.

For new carriers, it’s crucial not only to acquire their first orders, but also to create a lasting base of loyal customers. In the transport industry, where competition is tight, it is worth specializing – for example, in the transportation of sensitive goods (medicines, electronics) or part loads. Such niches allow you to stand out from the competition and build an expert image.

Summary: A secure but difficult industry

The transportation industry poses challenges for new carriers: competition with large companies that have extensive fleets, constant changes in regulations (e.g., SENT system, ESG standards, Mobility Package) and high entry costs. Nonetheless, it remains irreplaceable – even during the pandemic it provided uninterrupted deliveries, and the demand for freight services is growing with globalization. Opportunity for new companies lie in niches (green transportation, specialized cargo) and technological innovations that offset the advantage of large players. The key to success is flexibility, following trends and building a brand based on reliability.