Marcin Koziak How to renew a transport license: A step by step guide
Table of contents
Basic information about transport licenses
A transport license is an indispensable document that allows you to legally carry out transport activities. The regulations governing their issuance and renewal are based on the Road Transport Act of September 6, 2001, and EU regulations, in particular Regulation (EC) No. 1071/2009 of the European Parliament and of the Council. Licenses are divided into two main types: domestic transport licenses and international licenses.
Each of these licenses has a specific validity period, usually ranging from 5 to 10 years. In order to continue transport operations, the entrepreneur has to apply for a license renewal. This process involves both renewing the license itself and obtaining excerpts for specific vehicles.
When should the transportation license be renewed?
The application for a transport license renewal should be submitted well in advance, before the current license expires. It is recommended to start the procedure at least 30 days before the document expires. If you have a larger number of vehicles, it is better to plan the process even further in advance to avoid delays.
Documents required for the renewal of a transport license
In order to renew a transport license, it is necessary to prepare a set of required documents. In most cases, this will be:
- Application for license renewal (form LR9) – properly filled out and signed by a person authorized to represent the company.
- Certificate of no criminal record – issued for the entrepreneur or person managing transport in the company.
- Statement of good standing – a document confirming compliance with road transport rules and regulations.
- Proof of financial capacity – demonstration of adequate financial resources for the operation, such as in the form of a bank guarantee, insurance policy or bank opinion.
- Proof of license renewal fee and vehicle excerpts – the amount of the fee depends on the number of vehicles and the period for which the license is to be renewed.
- An up-to-date list of vehicles – with registration certificates and license excerpt numbers.
All documents must be submitted to the office responsible for the place of business. Most often this will be the poviat starost, the voivodeship marshal or the General Inspectorate of Road Transport.
How to renew a transport license step by step
- Check your license expiration date
Determine the expiration date of your license and plan to apply in advance, preferably 30-60 days before it expires. - Gather the required documents
Prepare a set of documents. Make sure all documents are up-to-date and signed. - Complete the LR9 application
You will find the application on the website of the General Inspectorate of Road Transport or the competent authority. Fill in all the fields with the company’s information, the number of vehicles and the required information regarding license excerpts. - Make administrative payments
Pay the required costs for license renewal and vehicle excerpts. The fee depends on the number of vehicles and the license validity period. - Submit an application to the appropriate office
The application and its attachments must be submitted to the office responsible for the place of business:- For domestic transport – the office of the starost or voivodeship marshal.
- For international transport – the General Inspectorate of Road Transport.
- Wait for the application to be processed
Standard processing time ranges from a few days to a few weeks, depending on the completeness of the documents and the office’s workload. If there is information missing, the office will contact the applicant to correct it. - Receive the decision and excerpts
Upon successful application, you will receive a new transport license and updated vehicle excerpts.
How much does it cost to renew a transport license?
The cost of renewing a transport license depends on the type of license, its validity period and the number of licensed vehicles.
Domestic transport license
- License renewal fee:
- Up to 15 years: 800 PLN
- From 15 to 30 years: PLN 900
- From 30 to 50 years: PLN 1 000
- A license excerpt for each vehicle (1% of the licensing fee):
- Up to 15 years: PLN 8
- From 15 to 30 years: PLN 9
- From 30 to 50 years: PLN 10
International transport license (community license)
- License renewal fee:
- Up to 5 years: PLN 4 000
- From 5 to 10 years: PLN 8 000
- A license excerpt for each vehicle (1% of the licensing fee):
- Up to 5 years: PLN 40
- From 5 to 10 years: PLN 80
Example calculation
An entrepreneur plans to renew the international transport license for 5 years for a fleet of 5 vehicles.
- License renewal fee: PLN 4 000
- Fee for license excerpts: 5 vehicles × PLN 40 = PLN 200
Total cost: PLN 4 200
Additional costs
- Certificate of no criminal record: about PLN 30
- Carrier’s professional liability insurance: depending on the number of vehicles and the scope of the policy, on average from PLN 100 to 200 per vehicle
Before paying the fees, it is worth consulting the relevant administrative authority or checking the current rates on official government websites to ascertain the applicable amounts.
Renewing a transport license in a nutshell
Renewing a transport license is a mandatory step that allows entrepreneurs to continue operating in a legally compliant manner. It is crucial to meet deadlines, prepare a set of documents and make the required payments to avoid delays and financial penalties. The process, while requiring attention and accuracy, becomes simpler when approached methodically and according to how we have laid it out here.
