Finishing your job in Poland and unsure what documents you are entitled to receive from your employer? Świadectwo pracy (employment certificate) is one of the most important documents you have a right to as a worker — regardless of whether you are a Polish, Ukrainian, or other foreign national. This guide explains what świadectwo pracy is, what it must contain, and how to act if your employer refuses to issue it.
What is świadectwo pracy?
Świadectwo pracy is an official document issued by the employer that confirms the history of your employment. It is required by Polish labour law — the employer must issue it to every employee when the employment relationship ends.
This document is essential for:
- Claiming unemployment benefits (the employment office requires certificates covering the last 18 months)
- Proving your work history to a new employer
- Calculating your future pension through ZUS
- Confirming insurance gaps when registering with NFZ health insurance
When must the employer issue the certificate?
Under Article 97 of the Polish Labour Code, the employer must issue świadectwo pracy:
- On the last day of employment — if they do not plan to enter into a new contract with you within 7 days
- Within 7 days of the end of the contract — if the employment relationship consisted of several consecutive contracts with the same employer
Important: if you work through a temporary employment agency (such as Nexflow), the świadectwo pracy is issued by the agency, not the client company where you actually worked.
What does świadectwo pracy contain?
A correctly completed employment certificate must include:
- Employee name and date of birth
- Period of employment (from — to)
- Job title / type of work performed
- Working time (full-time, 3/4 time, etc.)
- Method of termination (notice, mutual agreement, contract expiry, etc.)
- Number of annual leave days used in the current calendar year
- Information about parental, paternity, or childcare leave (if applicable)
- Information about wage garnishment orders (if any were in place)
How to receive your świadectwo pracy?
You can collect the certificate:
- In person — at the employer or agency office
- By post — the employer may send it to your residential address
- Through an authorised person — if you issue a written power of attorney
What to do if the employer does not issue the certificate?
If your employer fails to issue świadectwo pracy or issues it with errors, you have several options:
1. Written demand to the employer
Send a written request to the employer demanding the certificate. Keep a copy of the letter or email confirmation — this is important evidence if you need to take further action.
2. Complaint to the State Labour Inspectorate (PIP)
Państwowa Inspekcja Pracy (PIP) is the body that enforces labour law in Poland. You can file a complaint:
- Online: www.pip.gov.pl
- In person: at the regional labour inspectorate covering your employer's location
- By phone or post
An inspector can impose a fine on the employer for failing to issue the certificate.
3. Lawsuit in labour court
If the employer still refuses or issued the document with errors, you can file a claim in the labour court (sąd pracy). You can claim both a corrected certificate and compensation for any damages caused by its absence (e.g. loss of unemployment benefit).
Errors in the certificate — how to request a correction?
If you received a certificate with errors (wrong dates, wrong termination method), you have the right to request a correction:
- Within 14 days of receiving the document, submit a written request for correction
- The employer has 7 days to respond
- If they refuse or do not respond — within 14 days of the refusal you can file a claim in the labour court
Duplicate certificate — what if you lost the original?
If you have lost your employment certificate, you can ask your former employer to issue a duplicate. The employer is required to retain a copy of the certificate for the entire retention period of the employee personal file (10 years for contracts entered into from 2019 onwards).
Employment certificate and temporary agency work
Temporary workers (employed through temporary employment agencies) often do not know that they have the same right to świadectwo pracy as permanent employees. The legal employer is the agency — it issues the certificate after each completed contract or at the end of the entire working relationship.
Nexflow issues employment certificates to all workers upon contract completion. If you have questions about your employment documents, contact our office — we are here to help.
Summary
- Świadectwo pracy is your legal entitlement — the employer is obliged to issue it
- Issuance deadline: on the last day of employment or within 7 days
- If there are problems: first a written demand, then PIP, then labour court
- In temporary agency work — the document is issued by the agency, not the client employer
- You can request a duplicate if you lose the original
Do you have questions about your employment documents? Write to us or visit the Nexflow office — we will help you.