1. When is criminal record certificate translation required?
Translation is required when the certificate was issued outside Poland or not in Polish, and you submit it in an official procedure in Poland.
Translation is required for:
- Residence permit: the voivodeship office often requires the certificate for permit applications or extensions.
- Employment: employers or the labour office request the certificate for positions with heightened responsibility — work with children, healthcare, security, education.
- Offices: when submitting documents issued abroad.
- Education and internships: programmes requiring proof of no criminal record.
- Citizenship: procedures requiring confirmation of good conduct.
- Licences and tenders: when the receiving institution requires translation of a foreign certificate.
Important!
2. Foreign certificate, KRK and what to check before ordering
Before ordering translation, use the table below — it shows which certificate you need, whether apostille is required, and what to verify before sending scans. Save it — when preparing an office submission, checking line by line is safer than relying on memory.
Two different documents — a foreign certificate and Polish KRK — follow different rules. Check the table before ordering translation.
| Foreign certificate | issued in the country of citizenship or long-term residence; for a Polish office usually requires apostille (or legalisation) and sworn translation into Polish. |
|---|---|
| KRK (Krajowy Rejestr Karny) | Polish certificate in Polish — no translation needed for local offices; ordered via epuap or in person. |
| Apostille | for Hague Convention countries — apostille in the issuing country before translation; for others — legalisation. Confirm with the office before ordering. |
| Validity period | usually 3–6 months from issue; employer or voivodeship may require a fresher document. |
| Language pair | the sworn translator must be accredited for the source language → Polish pair — e.g. Ukrainian → Polish or Russian → Polish. |
3. Translation requirements
Offices, employers and residence permit applications require sworn translation into Polish with a seal from a Ministry of Justice register translator.
- Full translation: all pages of the original, including stamps, seals and signatures — no summaries or omissions.
- Data accuracy: names, date of birth, document number and dates must match the original and passport exactly.
- Validity: translation is done on a valid certificate; if it expires before submission, the office may reject the package.
Note
4. What happens if the translation is incorrect?
- Rejection: the office or employer will not accept the document package — you will need to resubmit.
- Residence permit delay: the voivodeship may suspend the case until a correct sworn translation is provided.
- Extra costs: re-translation, new certificate, courier delivery and lost time.
5. Step-by-step guide
Obtain the certificate in the issuing country or KRK in Poland. Confirm validity with the office — usually 3–6 months.
Check if apostille is required on a foreign certificate. If the office requires legalisation — complete it before translation.
Make quality scans of all pages — text, stamps and signatures must be clearly visible.
Send scans to a translation agency — after reviewing the document they will confirm exact cost and turnaround (usually 24–48 hours).
Receive the finished sworn translation with seal. At LEGIX we match a translator from the Ministry of Justice register for the correct language pair.
Before submission, verify all data in the translation against the original and passport.
6. Cost and turnaround
Cost depends on certificate volume and source language. Exact pricing is confirmed after reviewing scans — indicative rates are on the price list.
A typical certificate from Ukraine or CIS countries is usually 1–2 translation pages, but the result depends on the specific form.
Standard turnaround: 24–48 hours after order confirmation and readable scans. Express translation available on request.
Pre-submission checklist
