When sworn translation is required for a residence permit

Translation is required for any foreign-language document attached to an application for a temporary, permanent or EU long-term resident card. Polish documents (contract in Polish, Polish certificate) do not need translation.

Work basis: employment contract, income certificate, diploma or education certificate, sometimes employer hiring decision.

Study basis: university certificate, financial documents, sometimes birth certificate.

Family reunification: marriage certificate, children's birth certificates, spouse documents, proof of accommodation.

EU long-term resident: documents on legal stay, income, Polish language knowledge, criminal record certificate.

Almost all bases: criminal record certificate from country of citizenship or residence, civil status acts, address and insurance proof — if not issued in Polish.

Permit renewal: new certificates (income, criminal record) also need sworn translation if the original is not in Polish.

Which documents to translate by permit basis

The exact list depends on the basis and voivodeship — use the table and verify on your office website before ordering translation.

Work: employment contract or assignment, income certificate for recent months, diploma with supplement (if education required), sometimes work book.

Study: enrolment certificate, funding documents, birth certificate, health insurance.

Family reunification: marriage certificate, children's birth certificates, spouse passport data, documents on their legal status in Poland.

Humanitarian and other bases: documents confirming the basis (decision, certificate) plus the general package.

General package (often for all): criminal record certificate with apostille if needed, birth certificate, accommodation proof (lease), insurance, income documents.

Passport: usually the personal data page is translated — check with the voivodeship whether full translation is required.

Apostille: civil status acts from abroad often need apostille in the issuing country before sworn translation — verify before ordering.

Sworn translation requirements for the voivodeship office

The voivodeship office accepts only sworn translation into Polish with the seal and signature of a translator from the Ministry of Justice register.

Full translation: all pages of the original, including stamps, seals, signatures and reverse sides — without abbreviations.

Data accuracy: names, dates of birth, document numbers must match the passport and application — transliteration mismatches are a frequent reason for supplementary requests.

Language pair: the translator must be accredited for «source language → Polish» — e.g. Ukrainian → Polish or Russian → Polish.

Original or copy: some offices require translation from the original; translation from a copy will be marked «from authenticated copy» — clarify before ordering.

Typical mistakes and why packages are returned

Regular or «notarial» translation from the issuing country instead of Polish sworn translation — the office cannot verify foreign notary credentials.

Incomplete set: diploma translated but supplement forgotten; first page of contract but not all sheets.

Expired certificates: criminal record or medical certificate past validity — even perfect translation will not help.

Missing apostille on civil status act when required — package returned before review.

Different name spellings in translation, passport and application — office will request corrected translation.

Translator not accredited for the required language pair — translation is formally invalid.

Ordered translation on the last day before appointment — with several documents turnaround is 2–4 days, express not always available.

How to prepare and order translation: step by step

Step 1. Download the current document list from your voivodeship website for your basis (work, study, family, EU resident). Mark which are in a foreign language.

Step 2. Check certificate validity — especially criminal record (usually 3–6 months) and medical. Order new ones before translation if needed.

Step 3. Confirm whether civil status acts need apostille. If yes — obtain it in the issuing country before sending for translation.

Step 4. Make readable scans of all pages: text, stamps and signatures without cropping. PDF format, 300 dpi or higher.

Step 5. Send scans to the translation bureau — after review they will quote exact cost and turnaround per document. Reference rates are in the price list.

Step 6. Receive sworn translations with seal, verify names and dates against passport, attach to application with originals or certified copies — as your voivodeship requires.

Cost and turnaround for residence permit document translation

Cost depends on the volume of each document and source language. We quote the full package after reviewing scans — before work starts. Reference rates are in the price list.

Standard documents (passport, birth certificate, criminal record certificate) — usually 24–48 hours. Diploma with supplement, multi-page contract or several acts — 2–4 business days. Express on request.

When translating several documents for one application, send the full set at once — easier to sync deadlines and check consistent name transliteration.

Pre-submission checklist: (1) sworn translation into Polish with Ministry of Justice register seal; (2) all pages of each document translated; (3) names match passport; (4) apostille in place if required; (5) certificates still valid; (6) criminal record certificate translated separately if in the package.