# Teczka Przewoźnika: Carriers' IMI posting declarations checked on every order, with an archive for inspections.

> When a carrier breaks the rules on posting drivers, Polish law also fines the party that commissioned the transport PLN 3,000 if it knew or should have known about the breach. Teczka Przewoźnika collects posting declarations from carriers, compares them with the order and archives proof that you checked.

- Page: https://rotomal.com/en/spedytor-imi-weryfikacja/
- Category: Freight and logistics (Poland)
- Language: en
- Billing: subscription
- From: PLN 29 one-time
- Request (free, no card): https://rotomal.com/en/spedytor-imi-weryfikacja/request/

- For every cabotage and cross-trade order: driver, registration numbers, country and posting period compared with your order
- A reminder before a declaration expires, because one declaration is valid for six months at most
- A folder per order: declaration PDF, check result and date, ready to show the Road Transport Inspectorate (ITD) or Labour Inspectorate (PIP)

## The carrier files the declaration, but the fine can reach the forwarder

Only the carrier files a driver posting declaration in the IMI system; a forwarder cannot file it for a subcontractor. Even so, Poland's Act on the posting of drivers fines any party PLN 3,000 if it knew or, in light of all relevant circumstances, should have known that the transport it commissioned breaches the posting rules. The fine is imposed by the Road Transport Inspectorate or the National Labour Inspectorate.

In practice a dispatcher has a minute to find a truck, not an hour to check paperwork. The declaration arrives as a PDF by email or not at all, the driver differs from the one declared, the truck has new plates, and the declaration expired a month ago. Carriers from non-EU countries follow a separate procedure: a declaration to the Labour Inspectorate each time, no later than the start of posting, and a signed posting confirmation before every journey.

The best protection for a forwarder is a simple, repeatable habit: for every order that requires posting, ask for proof of the declaration, check it matches the order and keep the record. Teczka Przewoźnika does that for your team.

- Article 35(1)–(2) of Poland's Act of 28 July 2023 on the posting of drivers in road transport: a party that knew or should have known that the road transport it commissioned involves a breach of the posting rules is fined PLN 3,000 by decision of the ITD or PIP (consolidated text, Journal of Laws 2025 item 797, checked 7 November 2026). (source: https://api.sejm.gov.pl/eli/acts/DU/2025/797/text.pdf)
- A carrier posting a driver to Poland files the declaration no later than the start of posting through the public interface connected to IMI. It includes the carrier's name and Community licence number (where available), driver details, expected posting dates and vehicle registration numbers, and the driver must carry a copy (Article 9(1)–(3) of the same Act). (source: https://api.sejm.gov.pl/eli/acts/DU/2025/797/text.pdf)
- A carrier posting a driver to Poland in breach of the Act faces PLN 4,000 to 7,000 per breach (Article 33(1)); a driver who cannot show the declaration copy at a roadside check faces a PLN 500 fine (Article 32(1)). (source: https://api.sejm.gov.pl/eli/acts/DU/2025/797/text.pdf)
- According to Trans.info (28 October 2026), a forwarder has no legal way to file a posting declaration for a subcontractor and should require proof from the carrier; one declaration covers only one driver and one destination and is valid for six months at most. The same article notes that documenting your checks does not automatically exclude liability. (source: https://trans.info/pl/delegowanie-kierowcow-i-system-imi-co-powinna-wiedziec-spedycja-zeby-legalnie-zlecic-przewoz-511045)

## How it works

1. **Check for PLN 29.** Send your last 10 cabotage or cross-trade orders and the declarations you have from carriers. Within 2 business days we show which declarations match the orders and which are missing or out of date.
2. **Orders go into the folder.** Forward orders by email, as an export from your forwarding software or a spreadsheet. We identify which ones require posting and which do not, such as bilateral transport or transit.
3. **We ask the carrier for proof.** The carrier gets a link to upload the IMI declaration, or a non-EU carrier the posting confirmation. We check the Article 9 data: carrier, driver, registration numbers, country and dates, and compare them with the order.
4. **Result before loading.** The dispatcher gets a short result: matches, mismatch with the reason, or no proof. Everything goes into the order folder, which you can download for an inspection.

## Features

- **Is it posting at all?.** Cabotage and cross-trade are marked as requiring a declaration, bilateral transport and transit as not, taking into account the conditions for extra loading operations in Article 4 of the Act.
- **Compared with the order.** Driver's name, truck and trailer registration numbers, country, posting period and carrier name with licence number. Every mismatch comes with what does not match.
- **Non-EU carriers.** For carriers from outside the EU we check the posting confirmation signed by carrier and driver, which the Act requires before every journey into Poland.
- **Expiry reminders.** A declaration is valid for six months at most. 14 days before the end we ask the carrier for an update and tell you if it does not arrive.
- **Folder for inspections.** For each order: proof of declaration, date and result of the check, correspondence with the carrier. Export to PDF and CSV for any period.
- **Carrier records.** For regular carriers you see at once which drivers have current declarations for which countries, before you accept an offer.
- **Orders abroad too.** The Article 35 fine concerns posting to Poland. We also collect and archive declarations for Germany, France or the Netherlands, where forwarders are asked for proof as well.

## Who it's for

- **Small and mid-sized forwarders.** A few dispatchers, dozens of carriers from freight exchanges. You need a repeatable procedure, not another program to learn.
- **Forwarders working with foreign carriers.** You commission cabotage in Poland from carriers based in Lithuania, Romania or Ukraine. This is where the Article 35 risk is highest and documents hardest to collect.
- **Manufacturers and distributors that book transport.** You order transport yourself without a forwarding team. You get certainty that the carrier has a declaration, without reading the law.

## Works with

Posting Declaration portal (postingdeclaration.eu, IMI system), PIP declaration form for non-EU carriers, Order exports from forwarding software (CSV, Excel), Orders sent by email as PDF, Google Sheets and Excel, Upload link for carriers, PDF and CSV for the inspection archive

## Pricing

Net prices, billed monthly, cancel any month. We count orders that require a posting declaration; bilateral transport and transit are not counted. We found no company publishing a price for this kind of service for forwarders (checked 7 November 2026). Founding customer pricing for early-access accounts.

| Plan | Price | Includes |
| --- | --- | --- |
| Check | PLN 29 one-time | Declarations matched against orders; List of missing and outdated declarations; Result within 2 business days; Fee credited in full against your first monthly invoice if you order a plan within 30 days |
| Forwarder | PLN 149 per month | Every order checked before loading; Upload link for carriers; Declaration expiry reminders; Order folder with PDF export; Carrier records; Two users |
| Forwarder Plus | PLN 390 per month | Everything in Forwarder; Non-EU carriers; Declarations for other EU countries archived; Five users; Quarterly report for management or audit; Reply within 4 business hours |

## Compared with the alternatives

- **By hand in Excel and email.** Ask for the PDF with every order and keep a sheet of expiry dates. Works for a few orders a week; at dozens, dispatchers start skipping it and the record scatters across inboxes.
- **Clauses in the carrier contract.** A carrier statement that it meets its posting obligations is always worth having. On its own, it does not show that a declaration exists for this driver and this truck on the day of transport.
- **Services and law firms that file IMI declarations.** They file declarations for carriers, usually on a subscription priced individually. They help the carrier but do not give the forwarder an overview of all its orders.

## Security and data

- Declarations and driver data are stored encrypted on servers in the EU.
- Driver data is used only to check your orders and is never passed on; we sign a data processing agreement.
- A carrier sees only its own documents and its own orders.
- Folders are kept for the period you choose, 3 years by default, and deleted on request.

## From request to first results

The check result arrives within 2 business days; once you pick a plan, ongoing checks start within 2 more business days.

- Day 1: You send 10 orders and the declarations you have.
- Day 2: Check result with the list of gaps.
- Day 3–4: We agree how orders reach us and send carriers their upload links.
- From day 5: A result for every new order before loading.

## FAQ

### Can a forwarder file the IMI declaration for the carrier?

No. The carrier posting the driver files it. A forwarder can and should ask for proof that it was filed and check that it matches the order.

### When is a declaration needed?

Under the Act, a driver doing transit or bilateral transport is not posted, including bilateral transport with a limited number of extra loading or unloading operations when the truck has a smart tachograph. Cabotage and cross-trade require a declaration.

### Does the PLN 3,000 fine cover transport abroad?

The 2023 Act concerns posting of drivers to Poland, enforced by the ITD and PIP. Transport in other countries falls under their rules. That is why we collect declarations for every country but describe the Article 35 risk for orders in Poland.

### What if the carrier does not upload a declaration?

The dispatcher gets a no proof result before loading. Whether to go ahead is your decision; the folder keeps a record that you asked for the document.

### Do you check declarations directly in the IMI system?

No. We check the document the carrier provides and whether it matches your order.

### How much time does it take a dispatcher?

Passing on an order is one email or export. We send the request to the carrier and compare the data; we usually send the result within 2 business hours of the document being uploaded.

### Is this legal advice?

No. Teczka Przewoźnika is a document check and archiving service, not legal advice, and it does not guarantee that no fine will be imposed. For inspections, fines or disputes, contact a lawyer or the ITD or PIP.

## Guides

- [Forwarder liability for posted drivers in Poland](https://rotomal.com/en/spedytor-imi-weryfikacja/forwarder-posting-fine-poland/): When a party commissioning transport in Poland is liable for posting breaches, which fines the Act sets and what forwarders should check on every order.

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Rotomal · https://rotomal.com/en/spedytor-imi-weryfikacja/ · hello@rotomal.com