As of April 27, 2026, Poland’s system for legalizing the stay and employment of foreigners is undergoing a true digital revolution. The government is launching a new version of the Case Handling Module (MOS 2.0), which will completely transform existing administrative procedures. If you are a foreign national planning to stay in Poland or an employer hiring foreign workers, this article will help you prepare for the upcoming changes.
The end of paper applications
From April 27, applications for temporary residence permits, permanent residence permits, and EU long-term resident permits will be submitted exclusively in electronic form. Importantly, the current version of the MOS portal will be shut down as early as April 17, 2026, and all user accounts and data stored there will be deleted. It will be necessary to create a completely new account.
This means the definitive end of sending bulky document files by post, as well as long queues at submission offices. The system will be free of charge, and the only costs will be the standard administrative fee and the fee for issuing the residence card.
Trusted Profile is now essential
The new system places strong emphasis on digital identity. To create an account and submit an application, a foreigner will need to log in via login.gov.pl, which in practice requires having a Trusted Profile (Profil Zaufany) or a qualified electronic signature.
It will no longer be possible for representatives to act on behalf of foreigners at the stage of account registration and application submission. The law does not provide for accounts for representatives, and logging in using someone else’s credentials is prohibited. The only exceptions are parents of minor children, legal guardians, and court-appointed custodians, who may create accounts on behalf of their dependents.
A major challenge for HR departments: How will employers sign documents?
If you employ foreigners, MOS 2.0 will completely change your internal procedures. While completing the application, the foreigner will be required to provide their employer’s email address in the system. A message with a unique link to an attachment specifying employment conditions will be sent to that address. The employer will have 30 days to complete and sign it electronically using a Trusted Profile, e-signature, or personal signature.
Only after the employer submits the signed attachment through the system will the foreigner be able to finalize their application. This will require companies to determine who will receive emails from the MOS system and who has the proper authorization and digital tools to sign documents on behalf of the company.
Disappearing passport stamp and personal appearance
The characteristic red stamp in the passport confirming submission of the application will become a thing of the past. Instead, after electronic submission and formal verification by the authority, the foreigner will be able to download a special certificate from the system.
It should be noted, however, that digitization applies only to the initial stage. The foreigner will still be required to appear in person at the voivodeship office upon request to present their passport, provide fingerprints, and submit a specimen signature.
Pay attention to transitional deadlines and key dates!
Individuals whose legal stay expires just before the system launch (or within about two weeks after) should submit a paper application as soon as possible. Caution is required: the paper application must physically reach the office before the portal is launched, i.e. no later than April 26 (some offices indicate April 24). If it arrives after this date, it will be left unexamined – the postal stamp date is irrelevant.
It is also worth remembering two important exceptions:
- From May 4, 2026, Ukrainian citizens with UKR status who meet the relevant conditions will be able to apply through the new MOS for a special residence card with the annotation “Former holder of temporary protection” (the so-called CUKR card).
- Certain types of applications, such as intra-corporate transfers (ICT) or family reunification where the foreigner resides outside Poland, will still be submitted under the old rules – in paper form.
How to prepare for submitting an application in MOS 2.0 – A short checklist:
- Ensure you have a Trusted Profile – make sure your data is up to date and you have access to it.
- Prepare proper scans – the system will not accept low-quality phone photos; digital copies of all pages of a valid passport are required.
- Pay attention to file limits – the biometric photo must not exceed 2.5 MB, and other individual attachments may not exceed 10 MB each (the total size of all files must not exceed 50 MB).
How can we help you implement MOS 2.0?
The new system is certainly a step toward modern e-administration, but the initial phase may be challenging. To ensure a smooth transition through this digital process, we offer tailored support and services:
- Obtaining a PESEL number and setting up a Trusted Profile – we support foreigners in preparing for login via login.gov.pl and signing documents required in MOS 2.0.
- Comprehensive handling of residence cases in MOS – we provide operational support in submitting applications through MOS, including coordination between the foreigner and the employer.
- Operational advisory on MOS 2.0 – we offer ongoing helpdesk-style support regarding system operation, case statuses, documentation, and further procedural steps.
- Organizational readiness assessment and process adjustment – we review company readiness for MOS 2.0 and streamline document flow, responsibilities, and workflows within HR, Global Mobility, and business teams.
- Guidelines, checklists, and materials for employees – we prepare practical instructions supporting both foreign nationals and internal teams in correctly using the MOS system.
