A letter from the Urząd Skarbowy is always stressful. Even experienced entrepreneurs think at that moment: “What’s wrong?”, “How much do I have to pay now?”, “Is this an audit?”
The good news: most of these letters are not a reason to panic, but a standard request for clarification. The tax office regularly reconciles reports, banking transactions, and data from different systems. If something doesn’t match, a letter arrives.
In this article, experts from the accounting services company Wikielson have broken down a step-by-step action plan.
What to do first?
Step 1. Read the letter carefully.
The tax office always writes specifically: the response deadline, the amount (if any), the reason for the request. Your task is to understand the type of document. It could be:
- a reminder
- a request for explanation
- a decision of the tax authority (decyzja)
- a notice of commencement of an audit
Step 2. Check the response deadline. >
You usually have 3 to 14 days. Missing it is not an option – the consequences will be worse.
Step 3. Show the letter to an accountant.
An experienced financial accountant will determine in a minute: is it a technical error in the JPK, a delay in filing a report, or a truly serious request. If you don’t have your own specialist yet – you need an accountant who understands the Polish tax system.
Step 4. Call the tax office (yes, you can do that).
One call relieves several days of anxiety. Clarify:
- whether an urgent response is really required
- whether you can ask for clarification of the wording of the request
Step 5. Prepare actions based on the situation.
Depending on the type of letter, you may need to:
- collect the requested documents
- provide a written explanation
- file a corrective declaration if an error is found
Step 6. Keep copies of everything you send.
This is important in case the tax office loses documents or disputes arise.
Typical mistakes of foreign entrepreneurs that lead to letters from the tax office
Most problems arise from inattention or lack of knowledge of local rules. Here are the TOP 7 mistakes:
| № | Consequences | |
| 1 | Confusing ryczałt rates | ou pay too much or too little – both options lead to losses |
| 2 | Error with the VAT number in Poland (registering for VAT in Poland without necessity or untimely registration) | Unnecessary expenses, audits, additional assessments |
| 3 | Running a business without accounting for expenses | Loss of money on taxes |
| 4 | Ignoring letters from the office and submitting documents at the last minute | Fine and risk of losing your license |
| 5 | Submitting financial statements after the deadline | A fine of thousands of zlotys |
| 6 | Typos in CIT or PIT | Это налоговое правонарушение. Одна ошибка бухгалтера — риск для всего бизнеса |
| 7 | Not submitting JPK_V7 on time | fine of several thousand zlotys |
Recognize yourself in one of the mistakes? Don’t wait for fines. You need the services of a professional accountant. Visit our website and choose a convenient cooperation format: from a one-time accounting consultation to comprehensive accounting support.
A letter from the tax office is not a sentence, but you cannot accumulate them
A letter from the tax office itself is not yet a problem. The problem starts when you:
- ignore the request
- miss the response deadline
- respond incorrectly without consulting a certified accountant
If many such letters accumulate, the tax office begins to see you as a “systematic violator.” Fines grow, the risk of an audit increases many times over.
When do you need an accountant?
If the wording of the letter is unclear, the requirements seem serious, or you doubt the correctness of your response, you need competent accounting and tax consultations. It is better to get accounting advice before sending a response than to fix the consequences later.
Asking an accountant a question is not a sign of weakness, but standard practice. Even large companies use outsourced accounting services to minimize risks. Remote accounting or online accounting for businesses allows you to get expert support without hiring a full-time employee.
How can Wikielson help?
We handle such situations from start to finish. Our services include:
- Legal and accounting support when dealing with the tax office.
- Analysis of the letter and preparation of a correct response.
- Accounting audit to find the root of the problem.
- Accounting restoration if errors have been accumulating for years.
- “Turnkey” accounting setup and maintenance.
- Accounting services for legal entities and sole traders in Poland.
- Accounting consulting services for individuals and businesses.
An outsourced accountant from Wikielson means reasonable cost, transparent reports, and peace of mind for your tax discipline.
More real-life situations in our case studies. Visit the section with practical examples to see how we help businesses get out of disputed situations without losses or fines.
