Why is the legalization of work and residence in Poland so important?
As of June 1, 2025, new regulations are in effect that have significantly changed the way companies can hire foreigners in Poland. Under the new law, any form of employment of a foreigner must be fully comply with current immigration law. Failure to legalize work and residence means serious consequences, such as heavy financial penalties or even revocation of permits.
If you employ workers from outside Poland - this guide is for you.
Step by step: how to legalize the work and stay of a foreigner
1. check the residence status of the employee
Before you start cooperation, make sure, whether the candidate is legally residing in Poland and whether he or she has a document that allows work. A tourist visa or stay issued by another Schengen country does NOT give you the right to work in Poland.
2. choosing the right legalization path
Depending on the nationality, length of planned employment and type of work, the company must choose one form of legalization:
- Statement on entrusting work to a foreigner - concerns citizens of 6 countries:
Ukraine, Belarus, Moldova, Georgia, Armenia, Russia - For short-term work up to 24 months
- Type A work permit - for longer and more advanced positions - applies to all foreigners from outside the EU/EEA/Switzerland, who do not have the right to work under simplified rules:
E.g., citizens of: Nepal, India, Bangladesh, Philippines, Uzbekistan, Kyrgyzstan, Thailand, Pakistan, Nigeria, etc.
Also, citizens of Ukraine, Belarus, Moldova, Georgia, Armenia, Russia - if cannot or do not want to use the statement (e.g., they want to work longer or in an industry that requires a permit).
- Notice - mainly concerns citizens of Ukraine, who:
✅ Are residing in Poland legally under the provisions of the special law (temporary protection).
✅ May start work without a permit or declaration, but the employer must notify the labor office within 7 days of starting work.
3. submission of an application through the praca.gov.pl system
The new law requires that all applications be submitted electronically only. Paper applications are no longer accepted - their submission results in an automatic rejection.
4. forward a copy of the agreement to the office
As of July 2025, employers have an additional obligation: they must provide a copy of the employment contract to the relevant authority (the district governor or the governor) within 7 days of the start of work foreigner.
5. notification of the start or absence of work
Each employer must also inform the office whether the employee has started work as declared.
Deadline:
- 7 days - to report the start of work
- 14 days - to report that the employee has not taken up employment
⚠️ What is the penalty for not legalizing?
- Fine of up to PLN 50,000 for each illegally employed foreigner
- Rejection or revocation of permits
- Inspections by PIP and Border Guard.
- Problems in the future of hiring foreigners
How does the NJOB support companies in legalizing labor?
Hiring foreigners doesn't have to be difficult - if you have the right partner. NJOB operates on a model of process outsourcing, which means that we take full responsibility for each stage of legalization:
✅ Verification of employee documents
✅ Selection of the appropriate formal path
✅ Preparing and sending applications via praca.gov.pl
✅ Transmission of contracts to offices
✅ Timely reporting and contact with institutions
✅ Accommodating and coordinating the implementation process
This gives our customers peace of mind and our employees legal and safe working conditions.
Summary: Legalization of work and residence in Poland
Legalizing work and residency in Poland after the June 2025 regulatory amendments is a complex process that requires precision, knowledge of the law and timeliness. For many companies, it's a major challenge - which is why NJOB takes on this responsibility, offering legal and fully compliant staffing solutions.
Want to legally employ foreigners and avoid penalties?
Contact us - we will help you go through the whole process safely and without stress.