Document translation for work in Poland: complete guide

Employers in Poland usually require a certain set of documents for employment. This depends on the type of work, but there is a standard list of documents that are needed almost always.

Most often, the following documents are needed for work in Poland: passport or identity card, diploma or education certificate, work book or certificate of previous work experience, medical certificate of health, certificate of no criminal record (for some professions), driver's license (if the work is related to driving).

It is important to understand: if the document was issued in another language (not Polish), it needs to be translated. For official purposes (employment), sworn translation is usually required.

This is one of the most important questions. The answer is simple: yes, for work in Poland, sworn translation of documents is almost always needed.

Sworn translation is mandatory because: the employer must make sure that the documents are authentic and correctly translated, official bodies (for example, tax services) must understand your documents, many professions require confirmation of qualifications, which can only be in Polish.

A regular translation will not work for employment. The employer will not accept documents without the official seal of a sworn translator, as they do not have legal force.

It is important to remember: if you are not sure which translation is needed, it is better to do a sworn translation. It has legal force and will be accepted everywhere where an official document is required.

Let's figure out which documents need to be translated most often and what exactly is required for each type:

Diploma, certificate, education certificate — these are some of the most important documents for work. The employer must make sure that you have the necessary education to perform the work.

To translate a diploma, you will need: the diploma itself, the diploma supplement (academic transcript) with a complete list of subjects and grades. Both documents must be translated by a sworn translator.

If you plan to work in a profession that requires a certain level of education, diploma nostrification may be required. But for many professions, just a sworn translation is enough.

Work book or certificates from previous places of work help the employer understand your experience and qualifications. These documents also need to be translated by a sworn translator.

If you don't have a work book, you can get a certificate from your previous place of work. The certificate should contain: job title, period of work, main responsibilities, reason for dismissal (if applicable).

Important: if the certificate was issued in another language, it needs to be translated by a sworn translator. Without translation, the employer will not be able to understand your work experience.

Many employers require a medical certificate of health. This is especially important for professions related to physical work, work with people, or food products.

A medical certificate can be obtained at a Polish clinic or you can translate a certificate from your country. If the certificate was issued in another country, it needs to be translated by a sworn translator.

Important: the medical certificate must be current. Usually, the validity period of the certificate is from 3 to 6 months, but it is better to clarify this with the employer.

For some professions (for example, work with children, in the security sector, in banks), a certificate of no criminal record is required. This certificate also must be translated by a sworn translator.

A certificate of no criminal record can be obtained in your country or in Poland (if you have already been living in Poland for some time). The validity period of the certificate is usually limited, so it is important to get it on time.

Read more about sworn translation of criminal record certificates in /blog/perevod-spravki-o-nesudimosti. At LEGIX we provide such translations with an official seal.

Proper preparation of documents is the key to fast and successful employment. Here's what you need to do:

Make sure all documents are well visible: text is readable, seals and signatures are distinguishable, there are no darkening or glare. The translator must see all the details to make an accurate translation.

Provide all necessary documents at once. If you have a diploma, be sure to attach the diploma supplement. If you have a work book, attach all pages, including empty ones.

Clarify with the employer which documents are needed. Different employers may require different documents depending on the type of work.

The deadlines for document translation for work depend on the volume of text and urgency. Usually, standard documents (diploma, work book, certificates) are translated within 24-48 hours.

For urgent cases, express translation within a few hours is possible, but the cost will be higher. If you need to translate several documents at once, it may take a bit more time.

The cost of translation depends on several factors: type of document (certificate costs less than diploma), volume of text (number of pages), urgency (express translation is more expensive), number of documents (when translating several documents, there may be a discount).

Usually, sworn translation of a diploma costs from 100 to 300 zloty, work book — from 80 to 200 zloty, work certificate — from 50 to 150 zloty, medical certificate — from 50 to 150 zloty. The exact cost depends on the specific document.

Many people make mistakes when preparing documents for work, which delays the employment process. Here are the most common:

The most common mistake is using a regular translation for official purposes. Remember: for employment, sworn translation is needed. A regular translation does not have legal force and will not be accepted by the employer.

Often people forget to attach the diploma supplement or all pages of the work book. This delays the process, as the employer will request missing documents.

Some documents (for example, medical certificate, certificate of no criminal record) have a validity period. If the document is expired, it needs to be renewed and translated again.

Documents must be properly prepared: have all necessary seals, signatures, meet the requirements of Polish authorities. Incorrectly prepared documents may be rejected by the employer.

To make the employment process go smoothly, follow these tips:

Start preparing documents in advance. Don't wait until the last moment — document translation can take time, especially if there are many documents.

Clarify with the employer which documents are needed. Different employers may require different documents depending on the type of work and profession requirements.

Choose an experienced translator. The translator must have permission from the Ministry of Justice of Poland and experience working with documents for employment.

Check the translation after receiving. Make sure all data is translated correctly, there are no typos, all dates and names match the original.

Keep originals of documents and their translations in a safe place. You may need copies for other purposes in the future.