Temporary Residence Card in Poland — Step-by-Step Application Guide

If you work in Poland and plan to stay longer than 90 days, you need to legalize your residence. The most common solution for temporary workers is the temporary residence permit card (karta pobytu na pobyt czasowy). This guide explains step by step how to apply, what to prepare, and what to expect.

Who needs a temporary residence card?

A residence card is required for citizens of countries outside the European Union who plan to stay in Poland for more than 90 days within any 180-day period. This applies to citizens of Ukraine, Belarus, Georgia, Moldova, and other non-EU countries.

Note for Ukrainian citizens: since 24 February 2022, Ukrainian citizens benefit from temporary protection in Poland, granting the right to stay and work without a separate residence card. Many people still choose to apply for a card to have a more stable document. Check the current status of temporary protection in Poland before applying.

Where to submit your application?

You submit the application at the Voivodeship Office (Urząd Wojewódzki) — specifically at the Department for Foreigners (Wydział ds. Cudzoziemców). Important: not at the city hall, not at the district office (gmina) — only at the voivodeship authority for the region where you live.

Main voivodeship offices serving foreigners:

• Masovian (Warsaw): ul. Marszałkowska 3/5
• Lesser Poland (Kraków): ul. Basztowa 22
• Lower Silesia (Wrocław): pl. Powstańców Warszawy 1
• Greater Poland (Poznań): al. Niepodległości 16/18
• Silesia (Katowice): ul. Jagiellońska 25
• West Pomerania (Szczecin): ul. Wały Chrobrego 4
• Lubusz (Zielona Góra / Gorzów Wlkp.): ul. Podgórna 7

Appointments are usually booked online. Slots can be weeks or even months away — book as early as possible.

What documents do you need?

The standard document set for a temporary residence application for work purposes:

1. Completed application form (downloadable from the voivodeship office website or gov.pl). The application must be signed.
2. 4 photographs (3.5 × 4.5 cm, white background, recent, no glasses).
3. Valid passport + photocopies of all filled pages (including pages with visas and entry stamps).
4. Proof of accommodation — rental agreement, employer-provided housing letter, or a property owner's declaration.
5. Employment contract (umowa o pracę) or civil contract (umowa zlecenia) — current, confirming employment in Poland. The stated salary must be at least the minimum wage (in 2026: PLN 4,666 gross).
6. Proof of income — payslips or income certificate confirming regular salary payments.
7. Health insurance — registration with NFZ (via ZUS ZUA form submitted by your employer) or a private health insurance policy covering treatment in Poland.
8. Proof of fee payment — PLN 340 for the residence card. Payment by bank transfer to the office account or in the cashier's office.
9. (If required) Work permit or employer declaration (oświadczenie) — if your contract requires a work permit, attach it. In most cases, your employer handles this in advance.

Important: all documents in a foreign language must be translated into Polish by a sworn translator (tłumacz przysięgły). Keep the originals — the office may compare them with your copies.

The passport stamp — what does it mean?

After submitting a complete application, the office places a stamp in your passport (with the date of submission). This stamp is crucial:

• You can legally stay and work in Poland while waiting for the decision.
• You can cross the Schengen border (with your passport and the stamp).
• If your visa expires during the waiting period — the stamp replaces it as legal proof of stay.

Without the stamp (when the application is incomplete), you may face issues with your legal status. Make sure all documents are complete on your first visit.

Request to complete missing documents (uzupełnienie braków) — what to do if you receive a letter?

If you submitted your application with missing or incorrect documents, the office will send you a registered letter requesting you to complete the missing items. This is a normal procedure — don't panic.

• Note the deadline stated in the letter — usually 7 or 14 days from the date the letter was delivered.
• Deliver the missing documents in person or by registered mail before the deadline.
• If you miss the deadline, the office may refuse to open the proceedings — and you will have to start the application from scratch.
• Questions about the letter? Call the contact number listed in the letter, or visit the office's information desk (often without a separate appointment).

How long does it take to get a decision?

Processing time varies by voivodeship and the current workload of the office:

• Minimum: 1–3 months (rare, with efficient offices and complete documents)
• Typical: 3–6 months
• In large cities (e.g. Warsaw): up to 9–12 months at peak demand

During this time you can legally work thanks to the stamp in your passport. Once you receive a positive decision, you can collect your physical residence card — a plastic card with your photo and data, usually valid for 1–3 years.

When and how to renew?

Submit a renewal application at least 45 days before your current card expires. The process is similar to the initial application but considerably simpler — you do not need to resubmit all documents from scratch.

Nexflow supports your legalization

Nexflow employees can count on our team's support in gathering documents for residence legalization. We issue the required employment and salary certificates, and our HR department will answer your questions about the process. Contact us if you need assistance.

Have questions? Message us on WhatsApp or call us — we're here to help you with the paperwork.