Legalization of Stay in Poland

Registering of Stay – EU/EEA/Swiss Citizens

If you are a citizen of the European Union, Norway, Iceland, Liechtenstein, or Switzerland, and plan to stay in Poland for longer than 3 months, you are legally required to register your stay at the Voivodeship Office (Mazowiecki Urząd Wojewódzki).

Although it’s a formal obligation, the process is free of charge and relatively simple.

You will need:

✓ Passport or national ID

✓ Document confirming the purpose of your stay (e.g. employment contract, PhD admission documents)

✓ Proof of valid health insurance

✓ Confirmation of sufficient financial resources (e.g. bank statement or scholarship confirmation)

The exact list of documents depends on your status (researcher, PhD student, employee, etc.). Full details of requirements and procedure are available here: en.migrant.wsc.mazowieckie.pl

Temporary Residence Card (TRC) – Non-EU Citizens

If you’re a non-EU citizen and planning to stay in Poland beyond the validity of your visa (or current residence permit), you must apply for a Temporary Residence Card (TRC – Karta Pobytu).

You can apply any time during your legal stay – but no later than on the last day of your visa or permit. Due to long waiting time, we strongly recommend starting the process soon after your arrival.

There are different types of TRCs, depending on the purpose of your stay (e.g. doctoral studies, employment, research). The Welcome Center will help you choose the right option and guide you through the necessary steps.

Note: Once you submit your TRC application, your stay in Poland remains legal – even if your visa expires while you’re waiting for the decision.

✎ Where to apply:

Mazowiecki Urząd Wojewódzki w Warszawie – Wydział Spraw Cudzoziemców (Mazovian Voivodeship Office – Foreigners’ Department)

✎ How to apply for a Temporary Residence Card (TRC):

  1. Create an account on the state platforms – INPOL and MOS (both are available in English).
  2. Submit your electronic application for the relevant type of TRC.
  3. Collect all required documents – some must be prepared by you, others will be provided by IBB.
  4. Pay the application fee – the amount depends on the type of TRC.
  5. Book an appointment at the Mazovian Voivodeship Office.
    or, if booking isn’t possible:
  6. Send your documents by post or deliver them to the registry office. You’ll receive
    a notification when to come for your appointment.
  7. Visit the Voivodeship Office to submit the your documents and have your fingerprints taken.
  8. Wait for the official decision and the invitation to collect your card.
  9. Pay for the residence card (after receiving approval).
  10. Collect your TRC in person at the Voivodeship Office.
  11. Remember to check the expiry date and plan ahead when it’s time to renew it!

In Case of Rejection

Negative decisions are rare when the application is complete. If it does happen, you will be notified by post. You have 14 days to appeal or submit a new application. The Welcome Center will assist you with the appeal process.

More information is available at: en.migrant.wsc.mazowieckie.pl