Introduction.
Every year, environmental users must submit a KOBiZE report - electronic report on pollutant emissions to the National Database of the Centre for Balancing and Emission Management. The purpose of the report is to provide up-to-date data on air emissions in support of climate policy and environmental protection. The deadline for submitting the report for a given year is always 28 February the following year. For example, the report for 2024 must be sent by 28 February 2025.
Submission of the report is by electronic means only, after prior registration of the entity in the National Base system (krajowabaza.kobize.pl). The reporting obligation stems from the Act of 17 July 2009 on the system for managing emissions of greenhouse gases and other substances (Journal of Laws 2022, item 673).
It applies to large factories as well as small companies or institutions - it is enough, for example, for a company to have one company car or a small boiler room to be subject to the reporting obligation.
What is the KOBiZE and what is it used for?
The KOBiZE (National Balancing and Emissions Management Centre) is a state institution that monitors greenhouse gas and other pollutant emissions in Poland. KOBiZE carries out National Emissions Database, into which entities using the environment enter data on their emissions. This database contains information on emission sources, types of pollutants and their quantities, installations in enterprises, as well as on environmental permits related to emissions.
The main purpose of the database is to collect reliable data for control and planning purposes. On the basis of KOBiZE reports, a national emission inventory is carried out every year and analyses and reports are prepared for the national administration and international bodies such as the European Union or climate conventions. In practice, a KOBIZE report covers, among other things, the volume of greenhouse gas emissions
and dust associated with the entity's activities and details of the fuel combustion processes, equipment used or emission control measures.
The legal basis for the report is the aforementioned Act of 2009. (Journal of Laws 2022, item 673) on the emission management system. It imposes an obligation to report on all users of the environment that cause emissions to air. This means that if a company or institution introduces gases or dust into the air (e.g. through fuel combustion, technological processes), it should submit a report to the KOBiZE. This obligation is independent of the size of the company - it also applies to micro and small entities.
Who must file a KOBiZE report
The KOBiZE report shall be prepared by all users of the environment,
which generate emissions of pollutants. For example, they must report:
- Companies and firms with internal combustion vehicles, such as company cars, forklifts, lawnmowers or generators. Even one company car in the company is enough,
for a reporting obligation to arise. - Establishments using boilers solid fuels (coal, wood, pellets, coke) or liquid/gas (fuel oil, natural gas) for heating buildings or heat generation.
- Companies carrying out work that generates fumes or dust, e.g. painting, varnishing, welding
or metal grinding. - Entities holding air conditioning equipment (especially after recharging the refrigerant) - escaping CFC gases etc. should also be shown in the report.
- Users production lines and technological processes that result in the emission of
(e.g. silos, casting, ceramic firing, kilns). - Public institutions, schools, offices, housing associations, non-profit organisations - as long as they use emission-causing equipment (boilers, cookers, sheds), they must also register and report.
- Sole traders - if they have boilers or company vehicles,
are not exempt from this obligation.
To sum up: every car workshop, factory, wholesaler or shop that uses fossil fuels or generates fumes/dust must prepare a KOBiZE report. Switching off only applies to entities that emit absolutely nothing - for example, companies that operate exclusively in the cloud (without using vehicles, fuels, boilers, etc.).
Example: A car workshop, even a small one, which has company cars or a boiler - must register in the KOBiZE database and submit a report.
Simplified and standard versions of the report
The KOBiZE report can be submitted in two versions: standard i simplified.
- Standard version is the full form in which detailed emissions data must be provided,
fuel types, installations, equipment and investment projects. It is mandatory
for most environmental users. - Simplified version was introduced from 2022 reports (can be submitted from 2023)
in order to relieve small entities with an uncomplicated emissions profile. Companies with minimal fuel consumption (e.g. only a few cars, a small boiler room
up to 5 MW) and without large technological processes. The exact criteria are defined by a ministerial decree (e.g. installations up to 5 MW). - W simplified version the report focuses on the primary sources of emissions (e.g. number of cars, type of fuels, overall volume of exhaust gases), rather than a detailed balance sheet of each piece of equipment. It is not necessary to fill in all the investment or technical annexes - which significantly reduces the time needed to prepare the report.
Regardless of the version selected, each report can be correct. In the KOBiZE system, data can be changed before submitting a preview of the application, and it is also possible to download the report after it has been submitted.
it for correction. This way, if an error is detected, the data can be updated (e.g. correcting the amount of fuel specified or correcting the number of cars) and the report can be resubmitted.
How to complete the report - step-by-step instructions
The preparation of the KOBiZE report can be divided into several main stages:
- Registration of the entity in the National Database. Go to krajowabaza.kobize.pl and create an account for your company. You can use a trusted profile or login.gov. When registering, you provide basic company data (name, NIP, address) and details of the person responsible. Once you have sent in your account application, you have to wait for verification (up to a month maximum). Once approved, you log on to the platform.
- Creation of a new report for the year. Once logged in, select „Create new report” and indicate the reporting year (e.g. 2024). You can set up simplified or standard version report, depending on
from the requirements. The system usually offers a simplified version if you meet the conditions (low fuel consumption). - Addition of environmental use sites (locations). In the report, you must define all locations where the activity causing the emissions is carried out - e.g. workshop, warehouse,
office with boiler room, company vehicles, etc. Enter the addresses and contact details of each such place.
In an automotive workshop, for example, it is the company's head office and workshop. - Input of equipment and installation data. For each reporting location, identify the installations
and equipment causing emissions. E.g. X MW boiler plant, heaters, furnaces (in the report
their type and power), as well as vehicles (company cars, forklifts) and mobile devices. In the form, you specify the number of devices and their periods of operation. - Introduction of fuel and emissions data. Enter the fuel consumption of each installation/equipment for the entire year (e.g. litres of fuel oil, cubic metres of gas, kilograms of coal, number of kilometres driven by car). The system will automatically convert to dust and greenhouse gas emissions according to the accepted indicators. The simplified version requires aggregated data
(e.g. total combustion), and standard - precise for each unit.
Screen of a sample report form in the national KOBiZE database (extract). When filling in the report,
go through the subsequent tabs, providing data on the entity, sites, installations and emissions as instructed.
- Addition of information on refrigerant, VOC and other emissions. If the company uses air conditioning (which introduces refrigerants into the air) or uses volatile solvents (e.g. when painting),
provide this data in the relevant sections of the report. - Checking and sending the report. Review all data entered - the system provides a preview
and validation of the form. Make sure the fields are not blank and the numerical values are correct. Finally, validate the report and send it through the electronic system. An acknowledgement of receipt of the report to the database will be generated. - Possible correction. If, after submission, you discover a mistake, you can download the submitted report in the KOBiZE system and make corrections - even after the deadline, but preferably as soon as possible to correct the data
at the base.
Deadlines and sanctions
Deadline for submission of the report is fixed - by the end of February of the following year for the previous year. For example the report for 2024 must be submitted to the NOBiZE by 28 February 2025. This is a statutory obligation: failure to report on time can result in serious consequences.
In the absence of a report, the environmental inspectorate may order the submission of a report in the post-inspection proceedings. Failure to submit a report is punishable by financial penalties - from 500 to 5 000 zł. When the violation is flagrant or intentional, even administrative or criminal proceedings may be initiated. Therefore, it is not only important to meet the deadline, but also to ensure the accuracy of the data. It is advisable to correct any errors or shortcomings immediately by taking advantage of the correction option.
If you don't make it in time: Even after the deadline, the KOBiZE system allows for editing or submitting a correction to the report. However, every day of delay increases the risk of inspections and penalties. Therefore, do not postpone your obligation - it is better to submit a simple report on time than to count on corrections after the fact.
The most common mistakes and how to avoid them
Several common mistakes should be avoided when preparing the KOBiZE report:
- No registration in the system. Too many companies only find out about the obligation after the deadline and fail to register in time. Set up an account on the database in advance - preferably in the autumn or early in the year so that you have time to complete the report.
- Incorrect reporting year. Make sure you are reporting data for the correct year
(e.g. do not enter data for 2025 in a report for 2024). Confusing years will result in the need to correct again. - No data on installations or fuels. A common mistake is not to include all emission sources. Check that you have included, for example, all cookers, boilers and even motors and radiators. Also fuel
for appliances (solid fuels, fuel oil, gas, petrol for cars) must be stated
in the right quantity - sometimes we forget to record the consumption of some of the fuel. - Inaccurate indication of equipment power. On the form, each boiler or cooker should have a specific nominal output. Entering incorrect values (e.g. confusion of units) will then affect the
for emissions conversion. Make sure you enter the correct technical data. - No data verification. Don't send a report without checking it carefully. Look at the emission totals,
whether all fields are filled in. It is better to take the time to proofread before sending than to have gaps
to be completed during the inspection.
Following the above rules and using the KOBiZE instructions (e.g. available guides and instructional videos) will minimise the risk of mistakes. If in doubt, it is advisable to contact an environmental specialist or seek consultation.
FAQ - Frequently asked questions
Who exactly must report?
The reporting obligation applies to environmental users who introduce gases or dust into the air (e.g. through fuel combustion, operation of technical equipment). Examples: companies with company cars, workshops with boiler rooms, industrial plants, as well as schools and offices heated by cookers. Basically anyone who uses fuels or has emission installations,
must report.
Can a report be submitted after the deadline?
Formally, the KOBiZE system allows for correction and even late submission of the report, but this may result in sanctions. Penalties (PLN 500-5,000) or post-inspection orders may be imposed for late submission. Therefore, it is always best to send in the report by 28 February - it is a free information obligation that is not worth neglecting.
Does the simplified report require all emissions data?
Formally, the KOBiZE system allows for correction and even late submission of the report, but this may result in sanctions. Penalties (PLN 500-5,000) or post-inspection orders may be imposed for late submission. Therefore, it is always best to send in the report by 28 February - it is a free information obligation that is not worth neglecting.
Does the simplified report require all emissions data?
No - the simplified version allows you to omit a lot of detailed information. In the simplified report, it is sufficient to indicate the main sources of emissions (e.g. number and type of equipment used, total fuel consumption), without filling in all the detailed forms. This makes it easier for small companies. If you use the simplified report, in the tables you can combine appliances by location, for example, which significantly reduces the time it takes to fill in.
Summary
To sum up: The KOBiZE report is an obligation for any entity introducing pollutants
into the air. It needs to be folded into 28 February for the previous calendar year. The absence of a report may
result in financial penalties (from 500 to 5 000 zł). To comply with the obligation, you only need to set up an account
in the KOBiZE National Database, create a new report and enter the company data step by step,
locations, installations and emissions in accordance with the instructions.
Find out if your workshop or company has to submit a KOBiZE report in 2025 - Visit the National Base website and make sure you have an account. Don't wait until the last minute!
