Registration in Poland is one of the most often overlooked yet most important elements in the process of legalising a foreigner's stay. Although many foreigners treat it as a formality, in reality it is a requirement that affects the decision to issue a residence card, register a business or even obtain a PESEL number. Failure to register can delay proceedings or cause problems in dealing with the authorities.

Why is registration so important?

Registration is the official confirmation of a foreigner's place of residence on the territory of Poland. The voivodeship office, when examining the application for legalization of stay, must know where the person is staying. The address of registration is also necessary for the delivery of official correspondence - including decisions on residence permits or summonses to complete documents.

The lack of an up-to-date registration address may result in the foreigner not receiving important letters and the office deeming them delivered. As a result, the case may be concluded without the participation of the applicant.

Who has a duty to register?

Every foreigner staying in Poland for more than 30 days is obliged to register at the place of their stay. This obligation applies both to persons holding a visa and a temporary or permanent residence permit.

Registration is carried out at the municipality or town hall with jurisdiction over the address of residence. All you need to do is fill in a registration form and present it:

• passport or residence card,
• a document confirming the legal title to the premises (e.g. a tenancy or property deed).

You can register in person, by proxy or online - via the ePUAP platform - if the property owner confirms your stay.

Is registration necessary to obtain a residence card?

Yes. The provincial office requires an indication of the address of permanent or temporary residence and confirmation of registration is one of the basic attachments to the application for legalisation. Lack of this document may result in a call to supplement formal deficiencies and prolong the procedure.

It sometimes happens that foreigners give the address of a friend or the company where they work without actually being registered. Although in theory the office may accept such an address, in practice the lack of confirmation of registration may be considered an irregularity in the documents.

How do you get registered if you are renting a flat?

In the case of rented accommodation, it is sufficient that the landlord agrees to the registration and signs the registration form. He does not have to be present at the office - he can sign the document beforehand.

Some landlords are reluctant to agree to the registration of foreigners, fearing additional tax obligations. It is worth explaining to them that registration does not create any financial obligations - it is for administrative purposes only.

If you are encountering difficulties in obtaining a registration, a legalisation advisor can help you find a solution or prepare a statement for the office. Team ID Poland regularly supports foreigners in such cases.

Can non-registration affect the legalisation of residence?

Yes, and in a very direct way. In the absence of a meldunek, the office may consider that the foreigner is not actually staying in Poland, which may lead to a refusal to issue a permit. A meldunek is also the basis for assigning a PESEL number, which is often required for employment or business registration.

Furthermore, if the office is unable to contact the foreigner (e.g. send a summons), the proceedings may be suspended or terminated negatively.

How long is the registration valid?

A temporary registration is valid for the period indicated in the application - usually the duration of the tenancy agreement. A permanent meldunek has no time limit, but must be updated in the event of a change of residence within 30 days.

Summary

Registering in Poland is not just a formality, but one of the pillars of a foreigner's legal stay. Without it, it is difficult to go through the legalisation process, obtain a residence card or run a business.

If you need help in obtaining a registration, completing documents or clarifying official doubts - please contact us via ID Poland - Contact. Our team will help you correctly go through all the steps of legalizing your stay in Poland and ensure compliance.