Post a Parcel to Poland: Things to Know About Polish Customs & VAT

Thinking about sending something to Poland? Maybe it’s a birthday gift for your grandmother in Warsaw, or perhaps you’re shipping products for your small business. Whatever the reason, there’s stuff you’ve got to know before you post a parcel to Poland—and trust me, it’s not as scary as it sounds.

Here’s the thing: when you post a parcel to Poland, you’re dealing with international shipping. That means customs officers will peek at your package, and yeah, you might have to pay some fees. But here’s the good news—once you understand how it all works, it’s actually pretty straightforward.

We’ve been doing this at Polonez Express for years now. Every single day, we help people just like you send packages across the Atlantic. And you know what? We’ve picked up a thing or two along the way. So let’s dive in and make sense of this whole customs and VAT situation.

Why You Can’t Just Ignore Customs

Look, I get it. Customs forms seem like a pain. But here’s why they matter when you post a parcel to Poland.

Poland is part of the European Union, which means there are rules. Lots of them. These rules aren’t there to annoy you (though sometimes it feels that way). They’re actually protecting consumers and making sure everything’s legit.

Sometimes customs officers will open your box. Other times, they’ll just scan the paperwork and wave it through. What determines this? Honestly, it’s a bit random. But I’ll tell you what isn’t random—how they calculate taxes. That’s based entirely on what you’ve declared and how accurately you’ve filled out those forms.

Think of it this way: customs is like the bouncer at a club. If you’ve got your ID ready and you’re not trying to sneak anything weird in, you’ll get through just fine. Make their job easy, and they’ll make yours easy too.

What Can You Actually Send?

Before you start taping up that box, let’s talk about what Poland will actually accept. Most everyday stuff? You’re golden. Clothes, books, electronics, toys—these things sail through without issues. Personal care products work too, and so do most non-perishable foods.

Here’s where it gets tricky, though. Alcohol needs special permits (and honestly, it’s usually not worth the hassle). Same thing with tobacco products. Got medications you want to send? You’ll need prescriptions and a bunch of paperwork. And obviously, weapons, illegal drugs, and anything dangerous are a hard no.

Perishable foods are iffy. Sure, you might want to send your famous chocolate chip cookies to your cousin in Krakow. But will they make it? Maybe. Will customs hold them up? Probably.

At Polonez Express, we’ve seen people try to send some wild stuff over the years. If you’re not sure about something, just give us a call. We’d rather answer a “dumb question” than have your package stuck at customs for weeks.

 Let’s Talk About VAT—It’s Not That Bad

VAT. Those three letters make people nervous. But honestly, once you get what it means, it’s not a big deal.

VAT stands for Value Added Tax. Poland slaps this tax on most goods that come into the country. Right now, the standard rate sits at 23%. Some items get a break with reduced rates of 8% or 5%, but for most stuff you’re sending, think 23%.

Now, when does this kick in? If you’re sending a gift worth less than €45, you might dodge the VAT bullet. Anything commercial though? You’re paying VAT no matter what. And here’s the kicker—customs decides what your stuff is actually worth, not you.

Let me break down how this works in real terms. Say you’re sending a laptop worth $200. After converting to euros and tossing in shipping costs, you’re looking at maybe €190 total. So you’d pay around €43.70 in VAT. Not fun, but not the end of the world either.

The nice thing about working with Polonez Express? We’ll calculate all this stuff before you ship. No surprises, no confusion. You’ll know exactly what you’re dealing with upfront.

Duties Are Different from VAT

So you’ve got VAT figured out. Cool. But wait—there’s also customs duties. And nope, they’re not the same thing.

Duties depend entirely on what you’re shipping. Every type of product has its own duty rate. Clothing might be 12%, while electronics could be 0% or something completely different. It’s based on this classification system called HS codes that nobody really enjoys dealing with.

Gifts under €45? Usually duty-free. But commercial shipments always get hit with duties. The rate changes based on what you’re sending, and it can range anywhere from 0% all the way up to 17%.

Calculating this manually is a headache. You’ve got to find the right HS code, figure out the percentage, multiply it by your declared value, and then add VAT on top of that. Sounds exhausting, right?

That’s exactly why we handle it for you at Polonez Express. You tell us what you’re sending, we crunch the numbers, and you get a straight answer. Simple as that.

 Getting Your Paperwork Right

Can we talk about documentation for a second? Because this is where most people mess up when they post a parcel to Poland.

Every package needs a customs declaration form. This isn’t optional—it’s mandatory. You’ve got to list everything inside your parcel, describe it accurately, and put down honest values. Vague descriptions like “miscellaneous items” or “stuff”? That’s not going to fly.

Shipping something commercial? Then you need a commercial invoice too. This shows who’s buying, who’s selling, payment terms, shipping method—the whole nine yards. It also needs those HS codes we talked about earlier.

For gifts, the paperwork’s a bit different. You mark it as a gift on the form, but you still need to declare accurate values. Sometimes you might need to prove it’s actually a gift and not a sneaky way to avoid taxes.

Here’s what I love about how we do things at Polonez Express: we give you all the forms you need, and then we actually check them before your parcel goes anywhere. That means fewer mistakes, faster customs clearance, and way less stress on your end.

 Don’t Skimp on Packing

You’d be surprised how many problems come from bad packing. When you post a parcel to Poland, that box is going on a journey. It’ll get tossed around, stacked under heavier boxes, and generally be beaten up a bit. So pack smart.

Start with a decent box. Not some flimsy thing you found in your recycling bin—get a proper double-walled cardboard box if you’re sending anything heavy. Make sure it’s the right size too. Too big means your stuff bounces around inside. Too small means you’re crushing everything to make it fit.

Wrap each item separately. Bubble wrap is your friend, especially for anything breakable. Fill those empty spaces with packing peanuts or crumpled paper. Nothing should be moving around when you shake the box.

Labels matter more than you think. Write the full address clearly—no abbreviations that might confuse someone. Put your return address on there too. And if something’s fragile, mark it.

One more thing: make it easy for customs to inspect. Don’t go crazy with the tape or wrap things in complicated ways. If they need to look inside, they’re going to open it regardless.

We offer packing services at Polonez Express if you want to skip this whole step. Sometimes it’s worth paying someone else to do it right, you know?

 How Long Will This Actually Take?

Everyone wants to know: when will my package get there? Wish I could give you an exact answer, but shipping’s got too many variables.

Standard shipping usually runs 7-14 business days. But that’s assuming everything goes smoothly at customs. If they decide to inspect your package thoroughly, add a few more days. Sending to a tiny village in the mountains? That’ll take longer than shipping to Warsaw or Gdansk.

Want it there faster? Express shipping gets it done in 3-5 business days. Costs more, obviously. And it still goes through customs—there’s no magic way around that part.

Every Polonez Express shipment comes with tracking. You get a number, you can watch your package move across the ocean, and you’ll get updates along the way. Does it stop the waiting from feeling like forever? Not really. But at least you know where it is.

Oh, and shipping during the holidays? Plan ahead. December is chaos. Everyone’s sending gifts, customs is backed up, and deliveries slow down.

 Avoiding the Customs Nightmare

Most customs delays are totally preventable. Let’s talk about the big mistakes people make when they post a parcel to Poland.

Incomplete paperwork is problem number one. Missing information means your package sits there until someone figures it out. Fill out every single blank on those forms. Check it twice. Then check it again.

Vague item descriptions are another killer. “Clothing” isn’t specific enough. “Two cotton t-shirts, size medium, blue and red” is what they want to see. The more detailed, the better.

Some people try to cheat the system by declaring lower values. Don’t do this. It’s illegal, it’ll get caught, and your package might get seized. Not worth it to save a few bucks on taxes.

Missing HS codes slow everything down too. Customs needs these to classify your items. Without them, they’ve got to research everything manually.

At Polonez Express, we catch these mistakes before they become problems. We review every declaration, double-check the details, and make sure everything’s complete. That’s how we keep packages moving instead of sitting in customs limbo.

 Breaking Down the Real Costs

Let’s get into the money side of things. What does it actually cost to post a parcel to Poland?

First up: shipping costs. This depends on how heavy your box is, how big it is, and how fast you want it there. Heavier boxes cost more—that’s pretty obvious. Bigger boxes also increase the price. Express delivery? That’s premium pricing.

Then you’ve got VAT on items that qualify. Remember, that’s 23% on most things. And you’re paying VAT on the item value plus the shipping cost. So it adds up quicker than you might think.

Customs duties come next if your items aren’t exempt. Could be 0%, could be 17%, depends entirely on what you’re sending. These get calculated on the declared value only, not including shipping.

Some shipping companies charge extra for customs clearance. It’s basically a fee for handling all the paperwork. Good news: Polonez Express includes this in our shipping price. No sneaky add-on fees when you’re not expecting them.

Insurance is optional but worth considering for valuable items. It doesn’t cost much—usually just a small percentage of what you’re shipping. But if something goes wrong, you’ll be glad you have it.

 Business Shipments Need Extra Attention

Sending stuff for business? The rules get stricter. Commercial shipments face more scrutiny than personal packages.

You need a commercial invoice—no way around it. This invoice shows your company information, the buyer’s business details, and payment terms, all of it. Both you and the receiver need tax identification numbers. These have to appear on all your documentation.

If you’re shipping to Poland regularly for business, you might need an EORI number. This is part of the European tracking system for commercial goods. One-time shippers can usually skip this, but frequent exporters should get registered.

Business parcels get examined more carefully. Your documentation needs to be perfect—not just good enough. Product classifications have to be spot-on. And you’re always paying duties and VAT on commercial shipments, no exceptions.

Polonez Express works with businesses all the time. We know what you need, we help with the paperwork, and we make sure everything’s filed correctly.

 Sending Gifts? Here’s What You Should Know

Gifts are special when you send a parcel to Poland. They’ve got their own set of rules.

Mark your package as a gift right on the customs form. Write “gift” on the outside of the box too. This helps customs identify it quickly and handle it appropriately.

Try to keep gift values under €45 when you can. Below that threshold, the recipient doesn’t pay VAT. But you absolutely must declare the real value—don’t lie about it to save money on taxes.

Throw a gift note inside the package. This proves you’re actually sending a gift. Plus, it makes whoever’s receiving it smile. Customs might check for this kind of evidence.

Here’s a strategy some people use: instead of sending one big package with multiple expensive gifts, split them into separate smaller shipments. That way, each one stays under the duty threshold. Just make sure it doesn’t look like you’re deliberately dodging taxes, because that’s a problem.

We help people optimize their gift shipments at Polonez Express all the time. Sometimes there are legal ways to minimize taxes. We’ll help you figure out what works within the rules.

 Why Polonez Express Makes Sense

So now you know how to post a parcel to Poland successfully. But why should you choose us specifically?

At Polonez Express, we ship to 160 countries worldwide. But here’s what makes us different when it comes to Poland—we’ve been doing it for years, and we know this route inside and out. Polish customs, regulations, documentation? We’ve dealt with it thousands of times. That experience means we catch problems before they happen.

Our team speaks English and Polish fluently. When there’s a problem, we can fix it in either language. No miscommunications, no confusion, no delays.

Pricing is straightforward with us. What we quote is what you pay. No hidden fees popping up later. We calculate everything upfront so you know the total cost before you commit.

Tracking is built into every shipment. You see where your package is in real time. We send you updates automatically. And if you’ve got questions, our customer service team actually picks up the phone.

Need help packing? We’ll do it for you. We use quality materials, and we pack things properly. Our breakage rate is super low because we take this part seriously.

But honestly, what matters most is this: we care about getting your package there safely. When you trust us with your shipment, we treat it like it matters. Because it does.

 Frequently Asked Questions

1. How long does it take to post a parcel to Poland?

Here’s the deal—standard shipping usually gets your package there in about 7 to 14 business days. Want it faster? Express service can make it happen in 3 to 5 days, though you’ll pay extra for that speed. Now, customs can throw a wrench in things. Sometimes they clear packages in a day, other times they take three or four days, especially around Christmas or summer holidays. Oh, and location matters too. Warsaw gets deliveries way faster than some tiny mountain village in the south.

2. Do I need to pay VAT when I post a parcel to Poland?

Short answer? Depends what you’re sending and how much it’s worth. Poland charges 23% VAT on most stuff—that’s just how it is. If you’re sending a gift worth less than €45, you might catch a break and skip the VAT entirely. But anything commercial? Yeah, you’re paying VAT regardless of the price tag. Keep in mind customs calculates the value themselves using your declaration plus what shipping cost, so they’re adding it all up.

3. What items are prohibited when shipping to Poland?

The obvious stuff you can’t send: weapons, drugs, anything that could explode or catch fire. Perishable food’s a gamble—sometimes it makes it through, usually it doesn’t. Booze and cigarettes need permits, and honestly? The paperwork’s such a headache that most folks don’t bother. Prescription meds need actual prescriptions and documentation from a doctor. When you’re unsure if something’s allowed, just ask us first. Better safe than sorry.

4.  How do I calculate customs duties for my parcel?

Okay, so technically you need the HS code for your item, find the duty rate (anywhere from zero to 17%), do some math with the declared value, then add VAT on top. But who wants to deal with that? We calculate everything for you at Polonez Express. You just tell us what’s in the box, we punch in the numbers, and boom—you know exactly what it’ll cost. Way easier than trying to figure out HS codes yourself.

5. Can I track my parcel to Poland?

Yeah, definitely. We give you a tracking number the second your package ships out. You can check online whenever you want—morning, noon, middle of the night, it doesn’t matter. The system updates every time your package hits a checkpoint, so you’re never wondering where it is. Does watching the tracker make time go faster? Nope. But it beats sitting around guessing when it’ll arrive.

6. What happens if customs stops my parcel?

Sometimes customs wants more info, or they’re waiting on payment before they’ll release your stuff. They’ll contact either the person receiving the package or us (the shipping company). You hand over whatever paperwork they’re asking for or pay the fees they need. After that, they let the package continue on its way. If you’re shipping with Polonez Express and this happens, don’t panic—we deal with customs all the time, and we’ll walk you through fixing it.

7. How much does it cost to post a parcel to Poland?

Man, I wish I could give you one number, but it really depends. How heavy is it? How big’s the box? How fast do you need it there? Those all change the price. Then you add on VAT and duties based on what’s inside. Insurance adds a bit more if you want it (and honestly, for expensive items, you probably do). The good part about working with us? We calculate the whole thing upfront. You get the total cost before anything ships, so you’re not hit with surprise fees later.

 Wrapping This Up

Look, I know international shipping seems like this massive headache when you first start thinking about it. You’ve got forms to fill out, rules to follow, fees to calculate—it’s enough to make your head spin. But here’s what nobody tells you: after you do it once or twice, it stops being scary. You get the hang of it.

Polish customs and VAT? They’re not out to get you. The whole system exists to keep trade fair and protect people. So instead of fighting against it, just learn how it works and roll with it. Things go way smoother that way.

When you post a parcel to Poland, just remember the main stuff. Pack your items right so nothing breaks. Be honest on all the forms—seriously, just tell the truth about what’s inside and what it’s worth. Pick standard shipping if you’ve got time, express if you don’t. And hang onto that tracking number so you can see where your package is.

But you know what really makes the difference? Working with people who’ve done this a million times before. We started Polonez Express because we saw how confusing this whole process was for regular folks. Over the years, we’ve shipped everything you can imagine to Poland. Weird stuff, expensive stuff, fragile stuff—we’ve seen it all and dealt with every problem that can pop up.

Whether it’s your mom’s birthday present or inventory for your online store, we’ve got you covered. Our team actually enjoys helping people figure this stuff out. Got a weird question? Ask it. Confused about something? Call us. That’s literally what we’re here for.

Ready to post a parcel to Poland? Shoot us a message at Polonez Express. We’ll give you a quote for free, explain whatever you need explained, and handle the annoying parts while you focus on the important stuff—like staying in touch with the people who matter to you in Poland. Sound good? Let’s get your package moving.