The Ultimate Checklist: What Irish Businesses Must Know Before Importing from Poland

At a glance

📝 Preparation is everything: Most import mistakes happen in the initial quoting phase, not during transport.
💶 VAT & Legal: You need a valid Irish VAT number registered on VIES for 0% Intra-Community supply.
📐 Specifications: Always use the metric system (mm) and confirm Irish Building Regulations (e.g., nZEB) compliance upfront.
🚛 Incoterms: Clarify who is paying for the transport (EXW vs. DAP) before signing the contract.

Your First Import Does Not Have to Be Stressful

If you have never imported construction materials or furniture directly from a foreign factory, the process can feel intimidating. Will the quality be right? What about customs? How do I pay them safely?

To remove the guesswork, we have compiled the ultimate checklist used by Actitrade when onboarding new Irish clients. Tick these off before you transfer any deposit.

1. Legal and Financial Checks

Verify your VIES Registration: Ensure your Irish company VAT number is active on the EU VIES database. Without this, the Polish supplier will have to charge you 23% Polish VAT.
Verify the Supplier: Check the Polish supplier's VAT number and their registration in the Polish National Court Register (KRS) to ensure they are a legitimate, active business.
Agree on Incoterms: Are you buying EXW (Ex Works - you organize transport from their factory) or DAP (Delivered at Place - they deliver to your site)? At Actitrade, we usually handle DAP for our clients.

2. Technical Specifications

Go Metric: Ensure all your architectural drawings and material lists are strictly in millimeters (mm).
Check Certifications: Does the product have a CE Mark and a Declaration of Performance (DoP) in English? This is mandatory for your Assigned Certifier in Ireland.
Define "Standard": Never assume a "standard door" in Poland is the same size as a "standard door" in Ireland. Specify every dimension clearly.

3. Logistics and Transport Planning

Assess Site Access: Can a 16.5m articulated lorry turn into your building site? If not, you need to arrange cross-docking to a smaller rigid truck.
Offloading Equipment: The truck driver drives the truck; they do not unload it. Ensure you have a teleporter, forklift, or enough manpower on site for the delivery day.
Consolidate Orders: If you are buying windows from one factory and insulation from another, plan to consolidate them into one Full Truck Load (FTL) to drastically reduce shipping costs.

4. Payment and Quality Control

Agree on Payment Terms: A standard setup for bespoke items (like joinery) is a 30-50% deposit with the balance due before shipping.
Plan the QC Check: Who is checking the goods before they go on the truck? If you can't fly to Poland, ensure you have an agent (like Actitrade) do a factory-floor inspection.

Need a shortcut?

You don't have to manage this checklist alone. Actitrade acts as your sourcing partner, ticking every box on this list to guarantee a safe, profitable import process.