Who this service is for
Employers who already employ, or plan to employ, people from outside the European Union. The rules are set by the Act of 20 March 2025 on permitting work to foreign nationals in the Republic of Poland (Dz.U. 2025 poz. 621, as amended), in force from 1 June 2025.
- Employers who need one of the three documents that legalise work: a work permit, a declaration entrusting work, or a single permit for temporary residence and work.
- Firms employing citizens of Armenia, Belarus, Moldova and Ukraine, for whom the simplified declaration route is available.
- Employers of Ukrainian citizens, for whom the residence and notification rules changed on 5 March 2026.
What our support covers
Our aim is to make it straightforward and safe for employers to hire people from abroad, while keeping the documentation compliant with current regulations.
The service covers:
- checking on what basis a given person may work in Poland, and choosing the right document
- applications for permits and declarations filed exclusively electronically through praca.gov.pl
- transmitting the contract concluded with the foreign national to the authority through the same system
- notifications of the changes listed in the regulations, and of work not starting or being interrupted — for a work permit within 7 days; for a declaration, within 7 days of work starting and within 14 days of work not starting
- the PSZ-PPWPU notification through praca.gov.pl for a person under temporary protection
- establishing tax residency and handling residence certificates
- payroll and HR for staff from abroad, run as part of our payroll and HR service
Legalising residence
We help prepare the documentation needed for procedures relating to legal residence of foreign nationals in Poland, in particular:
- analysing the situation and identifying which documents are required
- help assembling the residence documentation
- preparing forms, applications and the required attachments
- support in preparing documents submitted to the relevant authorities
- checking that the documentation is correct and complete
- monitoring the deadlines attached to ongoing proceedings
Legalising employment
We support employers with the documentation involved in lawfully employing staff from outside Poland, including:
- preparing the documents connected with employing foreign nationals
- support with work-permit procedures
- preparing the documentation required when hiring staff from abroad
- verifying that residence and employment documents are correct
- keeping HR records for foreign nationals in line with current requirements
We provide complete support for foreign employees, covering:
- drawing up employment contracts and civil-law contracts
- keeping personnel files
- ZUS registrations and settlements
- calculating pay
- preparing payroll lists
- tax settlements
- preparing the required statements and certificates
A1 certificates and posted workers
We support employers with obligations relating to social insurance and the posting of workers, including:
- preparing documentation for applications for A1 certificates
- help assembling the required information and attachments
- support in handling workers posted to work outside Poland
- preparing documentation on which social-security system applies
How we work together
01 Checking the situation
We establish on what basis a given person may work in Poland: citizenship, residence title and the planned terms of employment, and identify the right document and its attachments.
02 Documents & application
We assemble the documentation and prepare the application for a permit, or the declaration entrusting work. The application and the signed contract go through praca.gov.pl.
03 Employment & registrations
Once the document is issued we prepare the contract, the ZUS registrations and the personnel file, and settle the pay together with the rest of your team.
04 Deadlines & notifications
We keep to the notification deadlines: for a work permit — 7 days to report changes and work not starting or being interrupted; for a declaration — 7 days to report that work has started and 14 days to report that it has not started.
Deadlines and obligations
The dates we watch on the employer's side:
- Applications and declarations — exclusively electronically through praca.gov.pl; the contract concluded with the foreign national is transmitted the same way.
- 7 days — to notify the voivode who issued the permit of the changes listed in the regulations, and of the foreign national not starting work within 2 months or interrupting it for more than 2 months.
- From 500 to 5 000 PLN — the fine for failing to notify the starost (head of the district) of a foreign national starting or not starting work on the basis of a declaration, and for giving false information about the start, non-start or end of that work.
- 7 days — for the PSZ-PPWPU notification through praca.gov.pl for a person under temporary protection, counted from the day work starts; people employed before 5 March 2026 need no fresh notification.
- Up to 24 months — the period for which work may be entrusted on the basis of a declaration to citizens of Armenia, Belarus, Moldova and Ukraine (regulation of 21 November 2025, Dz.U. 2025 poz. 1617, issued under art. 3 sec. 8 of the Act of 20 March 2025). Separately: for three years from 5 March 2026, free access to the labour market and the duty to notify the district labour office (PUP) apply accordingly to Ukrainian citizens staying legally in Poland who are not covered by temporary protection (art. 41 of the Act of 23 January 2026, Dz.U. 2026 poz. 203).
- 4 March 2027 — the last day to submit an application for the CUKR residence card (art. 42x of the Act on assistance to Ukrainian citizens). The stay of holders of a PESEL number with UKR status is recognised as legal under art. 106 sec. 1 of the Act on granting protection to foreign nationals (as amended by the Act of 23 January 2026 on the phasing out of the arrangements arising from the Act on assistance to Ukrainian citizens, Dz.U. 2026 poz. 203) for as long as the Council of the EU decision remains in force — after Council Implementing Decision (EU) 2026/1912, until 4 March 2028; art. 42a of the Act on assistance to Ukrainian citizens was repealed on 5 March 2026.
- Tax residency — a person is tax resident in Poland who has the centre of personal or economic interests (the centre of vital interests) here, or stays here for more than 183 days in the tax year; the rule applies subject to double taxation treaties.
Legal status as of September 2026 — the act as amended by Dz.U. 2025 poz. 1794 and Dz.U. 2026 poz. 203, 473 and 734.
Why it is worth getting support
Employing a foreign national calls for knowledge of a great many regulations and close attention to formal detail. Documentation prepared incorrectly can lead to delays, additional obligations, or problems during an inspection.
What we provide:
- an individual approach to every case
- the work delivered on time
- confidentiality of the information you share
- support at every stage of our cooperation
- HR, payroll and administrative expertise in one place
If you already employ foreign nationals, or are planning to, please get in touch. We will help you put the employment process in order and prepare the documentation you need.
Contact us
Frequently asked questions
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1. Which documents are needed to employ a foreign national lawfully?
It depends on citizenship and the basis of residence. Three documents are in play: a work permit, a declaration entrusting work, or a single permit for temporary residence and work. We check the individual's situation and run the right procedure.
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2. Do you notify the authorities that a foreign national has been employed?
Yes. We file notifications exclusively electronically through praca.gov.pl. We notify the voivode who issued the permit within 7 days of the changes listed in the regulations, and of work not starting or being interrupted.
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3. Do you handle A1 certificates and posting workers?
Yes, we handle A1 certificates and the formalities of posting workers abroad. We prepare the documentation for the application and the documents establishing which social-security system the worker is subject to.
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4. Do you support employers who employ Ukrainian citizens?
Yes. We help with residence and employment legalisation for Ukrainian citizens and run their payroll and HR. Since 5 March 2026 the stay of holders of a PESEL number with UKR status is recognised as legal for as long as the Council of the EU decision remains in force — after Council Implementing Decision (EU) 2026/1912, until 4 March 2028. The site is available in seven languages; we work in Polish and English.
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5. How long does it take to obtain a work permit?
The statutory deadlines run from a complete application, and in practice depend on the voivodeship office. We do not promise a date — we tell you where the case stands and what can be speeded up on your side.
