A criminal record certificate (zaświadczenie o niekaralności — the Polish name for the document) confirms the absence of convictions. If it was not issued in Polish, sworn translation is required for work, a residence permit or office submission — regular translation without a sworn translator seal will not be accepted. Below — when translation is mandatory, how a foreign certificate differs from KRK, what to verify before ordering, and how to avoid rejection.

01When 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.

• checkResidence permit — the voivodeship office often requires the certificate for permit applications or extensions.
• checkEmployment — employers or the labour office request the certificate for positions with heightened responsibility — work with children, healthcare, security, education.
• checkOffices — when submitting documents issued abroad.
• checkEducation and internships — programmes requiring proof of no criminal record.
• checkCitizenship — procedures requiring confirmation of good conduct.
• checkLicences and tenders — when the receiving institution requires translation of a foreign certificate.

02Foreign certificate, KRK and what to check before ordering

Two different documents — a foreign certificate and Polish KRK — follow different rules. Check the table before ordering translation.

What to check before ordering

• checkApostille — for Hague Convention countries — apostille in the issuing country before translation; for others — legalisation. Confirm with the office before ordering.
• checkValidity period — usually 3–6 months from issue; employer or voivodeship may require a fresher document.
• checkLanguage pair — the sworn translator must be accredited for the source language → Polish pair — e.g. Ukrainian → Polish or Russian → Polish.

03Translation requirements

Offices, employers and residence permit applications require sworn translation into Polish with a seal from a Ministry of Justice register translator.

• checkFull translation — all pages of the original, including stamps, seals and signatures — no summaries or omissions.
• checkData accuracy — names, date of birth, document number and dates must match the original and passport exactly.
• checkValidity — translation is done on a valid certificate; if it expires before submission, the office may reject the package.
• checkScan quality matters — text and stamps must be clearly readable. Some procedures require translation from the original, not a copy — confirm with the office before ordering.

04What happens if the translation is incorrect?

• checkRejection — the office or employer will not accept the document package — you will need to resubmit.
• checkResidence permit delay — the voivodeship may suspend the case until a correct sworn translation is provided.
• checkExtra costs — re-translation, new certificate, courier delivery and lost time.

05Step-by-step guide

06Cost and turnaround

Cost depends on certificate volume and source language. Exact pricing is confirmed after reviewing scans — indicative rates are on the price list.

Standard turnaround: 24–48 hours after order confirmation and readable scans. Express translation available on request.

Before filing, check

• checksworn translation into Polish with Ministry of Justice register seal
• checkall pages translated and numbered
• checknames match passport
• checkapostille in place if required
• checkcertificate still valid

Quote

Before submission, compare every name, date of birth and document number in the translation with the original and passport — transliteration mismatches are the most common reason for rejection. If the translation is ready but the certificate has expired, you will need a new one.

LEGIX Team