Guides · Finding a Polish distributor
How to find a distributor or importer in Poland
Exporters ready to talk to Polish buyers: food, cosmetics and household products.
In short
- Most Asian products reach Polish shops through an importer-distributor, not directly through retail chains.
- Come prepared: specification in English, a Polish label proposal, lab reports against EU limits, a food safety certificate, prices, minimum order and shelf life.
- Polish law restricts unsolicited commercial e-mails, so introductions at fairs, through trade offices and through referrals work better than mass mailing.
- Ask early who is the importer of record, who pays for registration, labels and packaging fees, and who is responsible if a shipment is rejected.
Who buys in Poland
- Importer-distributors buy, clear customs, take legal responsibility, relabel and sell to chains, wholesalers and shops. This is the usual entry point.
- Specialist Asian food importers and wholesalers supply Asian shops and restaurants and often sell online.
- Wholesalers and cash & carry (for example Makro and Selgros) supply small shops and restaurants.
- Retail chains (Biedronka, Lidl, Kaufland, Dino, Netto, Aldi, Auchan, Carrefour, Żabka) buy branded products mostly through Polish suppliers, and private label through tenders, often run with importers.
- HoReCa distributors supply hotels, restaurants and catering.
- Online: Allegro is the largest Polish marketplace; selling there still needs an EU importer and a Polish label.
What to send a Polish buyer
- a one-page product specification in English (ingredients, nutrition, shelf life, storage, pack sizes, pallet configuration, HS code),
- a label proposal in Polish, or a multilingual label with room for Polish,
- lab reports from an accredited lab against EU limits (pesticides, mycotoxins, heavy metals, micro, as relevant),
- food safety certification: IFS, BRCGS or FSSC 22000 open the door to retail chains; HACCP is the minimum,
- prices (FOB or CIF, and an indicative delivered price), minimum order, lead time, and samples,
- for animal products: proof that your plant is on the EU list.
Where to meet them
Trade fairs remain the most effective: WorldFood Warsaw and Polagra in Poland, and the big European fairs where Polish buyers go (Anuga, ISM, SIAL, PLMA for private label). See Trade fairs for dates. Your country's trade office or embassy in Warsaw and the Polish Investment and Trade Agency can arrange introductions. Our Directory lists Polish importers, distributors, customs agents and labs that handle FMCG.
A note on e-mail: Polish law requires prior consent for unsolicited commercial e-mails to companies as well as consumers. A short, personal message after a fair or a referral gets far more replies than mass mailing.
Questions to settle before the first order
- Who is the importer of record and the EU food business named on the label?
- Who pays for lab tests, Polish labels, BDO packaging fees and, for drinks, the deposit system?
- Exclusivity: for which channels and for how long? Link it to minimum volumes.
- Payment terms and security (letter of credit, deposit, credit insurance).
- What happens if the border rejects a consignment or a retailer recalls a product?
- Marketing support expected by the chains: listing fees, promotions, samples.
Official sources
- Access2Markets: EU duties and rules by product code (European Commission)
- Chief Sanitary Inspectorate of Poland (GIS)
This guide is a plain-language overview, not legal, tax or customs advice. Rules change: check the official text and your product code before you ship.