Apostille & Document Legalisation in Poland — A Practical Guide for Foreign Workers
Moved to Poland from Ukraine or another country? At some point you'll likely need to legalise your documents — a birth certificate, diploma, or marriage certificate. Here's everything you need to know about apostilles, certified translations, and diploma recognition (nostrification) in Poland.
What Is an Apostille?
An apostille is a special stamp or sticker that certifies the authenticity of a document issued in another country. Both Poland and Ukraine are signatories to the Hague Convention of 1961, which means Ukrainian documents bearing an apostille are accepted in Poland without additional consular legalisation.
An apostille does not translate your document — it only verifies that the signatures and seals on it are genuine. You will still need to have the document translated by a certified (sworn) translator before using it in Poland.
When Do You Need an Apostille?
- Child's birth certificate — for school enrolment, registering with authorities, or applying for the 800+ child benefit
- Marriage certificate — for residency registration as a couple, family reunification, or residence permit applications
- University diploma or school leaving certificate — for working in a regulated profession (doctor, teacher, lawyer) or continuing education
- Certificate of no criminal record — required by some employers or when applying for permanent residence
Good news for warehouse and logistics workers: You generally do not need an apostille on your diploma to get a job. Apostilles are mainly required for official matters and regulated professions.
How to Get an Apostille on a Ukrainian Document
Option 1: In Ukraine Before Coming to Poland
In Ukraine, apostilles are issued by the Ministry of Justice of Ukraine and its regional offices. You can apply:
- Via the Diia app — a digital apostille is available for many documents and is accepted in Poland
- In person at a Ministry of Justice branch — you need the original document or a notarised copy
- At a CNAP administrative services centre
Cost in Ukraine: typically 200–500 hryvnias. Processing time: 3–7 business days (express: 1 day).
Option 2: Through the Ukrainian Consulate in Poland
If you are already in Poland, contact the Ukrainian General Consulate — in Warsaw, Kraków, Gdańsk, Wrocław, or Lublin. The consulate can assist with apostilles or issue a duplicate document with an apostille.
Note: appointment slots at consulates can be scarce. Book as far in advance as possible through the consulate's website.
Certified Translation — A Mandatory Step After the Apostille
The apostille is not enough on its own — your document must be translated into Polish by a sworn translator (tłumacz przysięgły) registered with the Polish Ministry of Justice.
How to find a sworn translator for Ukrainian:
- Search the sworn translator register at ms.gov.pl
- Ask the authority requesting your document — they often recommend translators they trust
- Contact Ukrainian aid organisations in Poland (Caritas, Fundacja Ocalenie, local NGOs)
Cost: approximately 30–80 PLN per page. A birth certificate is typically 1–2 pages.
Nostrification — Recognition of Foreign Qualifications
Nostrification is the formal process of recognising a foreign diploma as equivalent to a Polish degree. It is required primarily in regulated professions: doctors, dentists, lawyers, architects, teachers, and construction engineers.
If you work in a warehouse or logistics, nostrification is not required. Your employer may ask for a translated copy of your diploma, but not for nostrification.
How Nostrification Works
- Submit an application to the appropriate Polish university or ministry (depending on your field)
- Provide your diploma with apostille + sworn translation
- The university evaluates your curriculum and may require supplementary exams
- You receive a nostrification certificate
Timeline: 3–6 months. Administrative fee: approximately 200–500 PLN.
Quick Reference — What to Submit and When
| Situation | Document needed | Requirements |
|---|---|---|
| 800+ child benefit claim | Child's birth certificate | Apostille + sworn translation |
| Enrolling a child in school | School report/certificate | Translation (apostille optional) |
| Residence permit application | Birth/marriage certificate | Apostille + sworn translation |
| Working in a regulated profession | University diploma | Apostille + translation + nostrification |
| Warehouse/logistics work | Diploma (optional) | Translation is sufficient; no apostille needed |
Step-by-Step Summary
- Check the document's origin → Ukraine is a Hague Convention country → apostille is sufficient (no consular legalisation needed)
- Get the apostille → via Diia, a CNAP centre, or the Ukrainian Consulate in Poland
- Get a sworn translation → from a Ukrainian sworn translator registered in Poland
- Submit to the authority → original + apostille + sworn translation
- Nostrify your diploma → only if you work or plan to work in a regulated profession
Need help with paperwork when starting work in Poland? Nexflow provides full support for temporary workers — get in touch with us.