A visit to a foreigners' office - how to prepare and what to expect

The visit to the provincial office for the legalisation of residence is a key moment in the whole process. Proper preparation may determine the success of the application and the smoothness of the procedure. In this article you will find practical tips to help you prepare for your meeting with the official.

Before the visit - preparation of documents

Core document checklist:

• Application for granting/renewing a permit (to be filled in legibly)
• Original and copy of a valid travel document
• 4 recent biometric photographs (3.5 x 4.5 cm)
• Proof of payment of stamp duty
• Current residence card (upon renewal)

Specialised documents by purpose of residence:

Staying because of work:

• Employment contract or employer's declaration
• Work permit (if required)
• Confirmation of income for the last 3 months
• ZUS certificate of no arrears

Staying because of studies:

• Certificate of admission/continuation of studies
• Educational documents (diplomas, certificates)
• Confirmation of language skills
• Financial documents (statements, guarantees)

Stay due to family reunification:

• Proof of relationship
• Civil status certificates
• Financial documents of the host foreigner

Formal preparation of documents

Sworn translations: All foreign documents must be translated by a sworn translator. Check the Ministry of Justice's list to see if your translator is qualified.

Legalisation of documents:

• Apostille for Hague Convention signatory countries
• Consular legalization for other countries
• Check the current requirements for your country of origin

Copies of documents: Prepare legible copies of all documents - originals will be returned after verification.

Organising a visit to the office

Date booking:

• Make an appointment via the online system or by telephone
• Choose your date well in advance
• Confirm your visit the day before

Punctuality:

• Arrive 15 minutes before your appointment
• Take into account possible communication delays
• Plan extra time for unforeseen situations

What to bring to your appointment - a complete list

Documents and forms: □ Complete set of documents according to checklist □ Copies of all documents □ Pen for possible additions □ Calculator (for financial calculations)

Personal items: □ Identity document □ Phone with important contacts □ Water and a small snack (visits can be long) □ Cash for additional fees

Supporting materials: □ Notepad to record information □ File or binder for documents □ Copy of application for own records

Course of the visit to the office

Registration:

• Report to reception with proof of your visit
• Receive a queue number (if applicable)
• Find the right waiting room

Meeting with the official:

• Kindly introduce yourself and explain the purpose of your visit
• Hand over the documents in the established order
• Answer questions clearly and concretely
• Do not interrupt the clerk when checking documents

Biometric data collection:

• Be prepared to be fingerprinted
• The biometric photo can be taken in the office
• The process takes about 10-15 minutes

Frequently asked questions by officials

General questions:

• Purpose and intended duration of stay in Poland
• Livelihoods and financial situation
• Place of residence and housing conditions
• Knowledge of the Polish language

Specific questions:

• Work or study details
• History of previous stays in Poland/EU
• Future plans
• Family situation

How to behave during an interview

Communication principles:

• Speak slowly and clearly
• If you do not understand the question, ask for clarification
• Don't make up answers - admit if you don't know something
• Remain calm, even if the conversation is protracted

Language of communication:

• If you are not fluent in Polish, you can ask for an interpreter
• Prepare key information in Polish
• Have basic phrases in Polish with you

What to do after the visit

Confirmation of application:

• Receive a stamp in your passport confirming your right to stay
• Check the correctness of the data on the stamp
• Retain confirmation of payment of fees

Next steps:

• Ask for approximate processing time
• Receive information on how to communicate (SMS, email)
• Check whether additional documents are required

Additional fees and formalities

Possible additional costs:

• Urgent processing of the application: £1540
• Document exchange: £100 (£50 concessionary fee)
• Additional copies: £17 per item

Documents to be collected:

• Residence card (following a positive decision)
• Administrative decision
• Return of documents to be returned

The most common mistakes to avoid

• Incomplete documentation
• Documents with expired expiry dates
• Errors in the application
• Late appointment
• Failure to answer basic questions
• No copies of documents

Language and legal assistance

If you feel insecure about dealing with the office, you can:

• Use an interpreter
• Take a support person with you
• Consult a lawyer beforehand
• Take advantage of legal advice for foreigners

Good organisation and preparation is the key to a successful visit to the office. Remember that the officials are there to help you legalise your stay - approach the matter with a positive attitude and proper preparation.