{"id":34776,"date":"2026-10-21T13:14:01","date_gmt":"2026-10-21T11:14:01","guid":{"rendered":"https:\/\/www.kkz.com.pl\/?p=34776"},"modified":"2026-10-21T13:14:11","modified_gmt":"2026-10-21T11:14:11","slug":"notification-of-a-suspected-crime-how-to-write-it-and-where-to-file-it","status":"publish","type":"post","link":"https:\/\/www.kkz.com.pl\/en\/2026\/10\/21\/notification-of-a-suspected-crime-how-to-write-it-and-where-to-file-it\/","title":{"rendered":"Notification of a suspected crime &#8211; how to write it and where to file it?"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">A <strong>notification of a suspected crime<\/strong> is information submitted to law enforcement authorities indicating a suspicion that a prohibited act has been committed. It may concern offences against property, such as fraud or misappropriation, as well as business, employment, corruption, reputational matters or cases involving the disclosure of trade secrets.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Article 304 \u00a7 1 of the Polish Code of Criminal Procedure is of fundamental importance. It provides that anyone who becomes aware of an offence prosecuted ex officio has a civic duty to notify the prosecutor or the Police [1]. In the case of state and local government institutions, this duty is legal in nature if such an offence is disclosed in connection with the institution&#8217;s activities [1].<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>When should you file a notification of a suspected crime?<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">A notification is justified when there are specific circumstances indicating that a crime may have been committed. It is not necessary to fully prove the perpetrator&#8217;s guilt. The procedural authority assesses whether there is a reasonable suspicion that an offence has been committed, as referred to in Article 303 of the Polish Code of Criminal Procedure [1].<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In business practice, a crime report may concern, among other things:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>fraud, extortion or acting to the detriment of a company,<\/li>\n\n\n\n<li>misappropriation of money, documents, equipment or data carriers,<\/li>\n\n\n\n<li>forgery of documents, invoices or statements,<\/li>\n\n\n\n<li>breach of trade secrets,<\/li>\n\n\n\n<li>corruption, trading in influence or conflicts of interest, if the conduct may meet the statutory elements of a criminal offence,<\/li>\n\n\n\n<li>harassment, threats, defamation or infringement of personal rights, if the conduct may also have a criminal dimension.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">In business crime cases, it is important to separate facts from assessments. A fact may be, for example, a bank transfer, the content of an email, an entry in an accounting system or an audit report. An assessment would be the conclusion that a given person acted intentionally. The notification should show the basis for that conclusion, but it should not replace the findings of law enforcement authorities.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Where to file a crime report with the prosecutor&#8217;s office or the Police?<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">A <strong>notification to the prosecutor&#8217;s office<\/strong> may be filed with the prosecutor&#8217;s office having territorial jurisdiction over the place where the act was committed. It is also possible to submit the notification to a Police unit. If the letter is sent to an authority without jurisdiction, it should be forwarded to the competent authority.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A notification may be submitted in writing or orally for the record. In complex cases, especially business-related cases, written form is usually safer. It allows the chronology to be structured and the relevant persons, documents, data sources and attachments to be identified.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In many cases, it is also permissible to submit the letter through an electronic filing mailbox, provided that the relevant authority supports this method of communication. In urgent matters, for example where there is a risk of evidence being destroyed, funds being transferred out or the offence continuing, parallel contact with the Police may be important from both an evidentiary and organisational perspective.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>How to write a notification of a suspected crime? Key elements of a crime report template<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">There is no single official form for every case. Searching for a <strong>crime report template<\/strong> may be helpful, but a ready-made structure should not replace a factual analysis. The document should be specific, chronological and verifiable.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A typical notification should include:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>designation of the authority<\/strong> &#8211; the prosecutor&#8217;s office or Police unit,<\/li>\n\n\n\n<li><strong>details of the notifying party<\/strong> &#8211; name, surname, address and, where applicable, company details and details of the person authorised to represent it,<\/li>\n\n\n\n<li><strong>title of the document<\/strong> &#8211; &#8220;Notification of a suspected crime&#8221;,<\/li>\n\n\n\n<li><strong>description of the incident<\/strong> &#8211; dates, places, persons, documents, transactions and correspondence,<\/li>\n\n\n\n<li><strong>indication of the possible legal classification<\/strong> &#8211; if it can be determined,<\/li>\n\n\n\n<li><strong>evidentiary motions<\/strong> &#8211; documents, witnesses, recordings, system data, CCTV footage, audit opinions,<\/li>\n\n\n\n<li><strong>information about the damage<\/strong> &#8211; its amount, method of calculation and the injured party,<\/li>\n\n\n\n<li><strong>signature<\/strong> and a list of attachments.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">In corporate matters, it is also important to establish who the injured party is. This may be the company, a shareholder, an employee, a contractor or another entity whose legal interest has been directly infringed or threatened. The status of an injured party later affects procedural rights, including the right to appeal a refusal to initiate proceedings or a decision to discontinue them [1].<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>What mistakes should be avoided when filing a crime report?<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The most common mistake is drafting the notification as if it were a civil dispute or an emotional complaint. Law enforcement authorities need information about facts, evidence and the possible prohibited act. A mere belief that a contractor, employee or shareholder has acted disloyally does not always mean that a crime has been committed.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It is also risky to make categorical allegations without a proper basis. The Polish Criminal Code provides for liability, among other things, for false reporting of a crime and false accusation, respectively under Article 238 and Article 234 of the Criminal Code [2]. This does not mean that the notifying party must be certain of the perpetrator&#8217;s guilt. However, they should honestly indicate the source of their suspicions.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In cases requiring the preservation of evidence, support from lawyers dealing with <a href=\"https:\/\/www.kkz.com.pl\/uslugi-prawne\/prawo-karne\/\">criminal law<\/a>, compliance or forensic audits may be useful. This applies in particular where the notification is preceded by an analysis of correspondence, financial data, work files, CCTV recordings or employee documentation.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Three exceptions that must be distinguished<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">First, not every unlawful act is an offence prosecuted ex officio. Some cases may require a private bill of indictment, for example in selected defamation or insult cases, subject to specific circumstances and the possibility of the prosecutor taking over the case due to the public interest [1].<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Second, some offences are prosecuted only upon a motion. In such cases, the notification alone may not be sufficient to initiate or conduct proceedings if the authorised person does not file a motion for prosecution. The assessment depends on the specific legal classification of the act.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Third, legally protected secrets and the right of defence are particularly important. A person or entity holding information covered by professional, banking, medical, attorney-client, legal adviser or trade secret obligations should assess what may be disclosed, under what procedure and with what safeguards. This also applies to the risk of self-incrimination.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>What happens after a notification of a suspected crime is filed?<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">After receiving the notification, the authority may initiate proceedings, refuse to initiate proceedings or undertake preliminary verification activities. If verification activities are carried out, a decision to initiate proceedings or to refuse to initiate them should be issued no later than 30 days after receipt of the notification, in accordance with Article 307 of the Polish Code of Criminal Procedure [1].<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If a decision is issued refusing to initiate proceedings or discontinuing the proceedings, the injured party may have the right to file an appeal under Article 306 of the Polish Code of Criminal Procedure [1]. In certain situations, after the required procedural path has been exhausted, a <a href=\"https:\/\/www.kkz.com.pl\/subsydiarny-akt-oskarzenia\/\">subsidiary indictment<\/a> may also be possible. This is a procedural instrument that requires formal conditions to be met, so it should not be treated as an automatic continuation of every crime report.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This material is for information purposes only and does not constitute legal advice. In matters where a notification of a suspected crime may affect criminal liability, reputation, employment relations or a business dispute, an individual review of documents by <a href=\"https:\/\/www.kkz.com.pl\/\">KKZ<\/a> is advisable.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>FAQ &#8211; notification of a suspected crime<\/strong><\/h2>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Does a notification of a suspected crime have to identify the perpetrator?<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">No. The notification may concern an incident where the perpetrator is unknown. However, it is worth identifying persons who may have knowledge of the matter or access to relevant documents.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Can a notification be filed with the prosecutor&#8217;s office without a lawyer?<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Yes. The law does not require a professional legal representative. In complex cases, however, legal assistance may reduce the risk of incorrect legal classification, omitted evidence or breach of legally protected secrets.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Do I need to attach evidence to the notification?<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Not always, but it is recommended. Documents, messages, bank transfer confirmations, system reports, recordings or witness details increase the informational value of the notification.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>How much time does the prosecutor&#8217;s office have to respond?<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">If verification activities are carried out, a decision to initiate proceedings or to refuse to initiate them should be issued no later than 30 days after receipt of the notification [1].<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Is false reporting of a crime itself a criminal offence?<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Yes. Liability may arise under Article 238 of the Polish Criminal Code and, in the case of falsely accusing a specific person, also under Article 234 of the Criminal Code [2]. Awareness that the information is untrue is of key importance.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>What should be done if the prosecutor&#8217;s office refuses to initiate proceedings?<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The reasons for the decision and the appeal deadlines should be analysed. The injured party may have the right to file an appeal and, at a later stage, after meeting the statutory conditions, to bring a subsidiary indictment [1].<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Bibliography<\/strong><\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>[1] Act of 6 June 1997 &#8211; Code of Criminal Procedure, Journal of Laws 1997 No. 89, item 555, as amended.<\/li>\n\n\n\n<li>[2] Act of 6 June 1997 &#8211; Criminal Code, Journal of Laws 1997 No. 88, item 553, as amended.<\/li>\n\n\n\n<li>[3] National Prosecutor&#8217;s Office, information for citizens on reporting a crime, gov.pl website.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Author:&nbsp;<\/strong>adw. Maciej Zaborowski, Managing Partner<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>E-mail:<\/strong>&nbsp;<a href=\"mailto:m.zaborowski@kkz.com.pl\"><strong>m.zaborowski@kkz.com.pl<\/strong><\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"tel:+48225015610\"><strong>tel.:&nbsp;<\/strong>+48 22 501 56 10<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/www.linkedin.com\/in\/maciej-gustaw-zaborowski\/\"><strong>LinkedIn<\/strong><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>A notification of a suspected crime is information submitted to law enforcement authorities indicating a suspicion that a prohibited act has been committed. <\/p>\n","protected":false},"author":1,"featured_media":34606,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_monsterinsights_skip_tracking":false,"footnotes":""},"categories":[411],"tags":[],"class_list":["post-34776","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-uncategorized"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.8 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Notification of a suspected crime - how to write it and where to file it? - Law Firm \u2013 Warsaw \u2013 KKZ \u2b50\u2b50\u2b50\u2b50\u2b50 \u2013 Kope\u0107 Zaborowski Attorneys and Legal Advisors<\/title>\n<meta name=\"description\" content=\"We invite you to read the latest article - Notification of a suspected crime - how to write it and where to file it?.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.kkz.com.pl\/en\/2026\/10\/21\/notification-of-a-suspected-crime-how-to-write-it-and-where-to-file-it\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Notification of a suspected crime - how to write it and where to file it? - Law Firm \u2013 Warsaw \u2013 KKZ \u2b50\u2b50\u2b50\u2b50\u2b50 \u2013 Kope\u0107 Zaborowski Attorneys and Legal Advisors\" \/>\n<meta property=\"og:description\" content=\"We invite you to read the latest article - Notification of a suspected crime - how to write it and where to file it?.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.kkz.com.pl\/en\/2026\/10\/21\/notification-of-a-suspected-crime-how-to-write-it-and-where-to-file-it\/\" \/>\n<meta property=\"og:site_name\" content=\"Law Firm \u2013 Warsaw \u2013 KKZ \u2b50\u2b50\u2b50\u2b50\u2b50 \u2013 Kope\u0107 Zaborowski Attorneys and Legal Advisors\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/maciej.zaborowski.5\" \/>\n<meta property=\"article:published_time\" content=\"2026-10-21T11:14:01+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2026-10-21T11:14:11+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.kkz.com.pl\/wp-content\/uploads\/2026\/10\/ENG9.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"940\" \/>\n\t<meta property=\"og:image:height\" content=\"788\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"admin_kkz\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"admin_kkz\" \/>\n\t<meta name=\"twitter:label2\" content=\"Estimated reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"10 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/www.kkz.com.pl\\\/en\\\/2026\\\/10\\\/21\\\/notification-of-a-suspected-crime-how-to-write-it-and-where-to-file-it\\\/#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.kkz.com.pl\\\/en\\\/2026\\\/10\\\/21\\\/notification-of-a-suspected-crime-how-to-write-it-and-where-to-file-it\\\/\"},\"author\":{\"name\":\"admin_kkz\",\"@id\":\"https:\\\/\\\/www.kkz.com.pl\\\/#\\\/schema\\\/person\\\/3bcd45b2280807483177af6701e2234b\"},\"headline\":\"Notification of a suspected crime &#8211; 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