Hiring a foreigner from outside the EU/EEA/Switzerland in a Polish company most often involves obtaining a work permit for them. This is a key document legalizing the performance of work by the foreigner. The procedure for obtaining it rests with the employer and includes submitting the appropriate application to the competent office and paying the relevant fee. How much exactly does a work permit cost and how to submit the application step-by-step in 2025?

Who submits the work permit application and where?

Who submits the application? The application for a work permit for a foreigner is always submitted by the entity entrusting the performance of work, i.e., the employer (or a person authorized by them). The company bears the responsibility for initiating and conducting this procedure.

Where is the application submitted? The application should be submitted to the Voivode who is competent based on:

  • The employer’s registered office – if the nature of the work does not allow indicating the main place of its performance.
  • The main place of work performance by the foreigner – in other cases.

In practice, the application is submitted to the relevant Department for Foreigners’ Affairs or Labor Market of the Voivodeship Office. Many offices allow submitting the application in person, by traditional mail, and increasingly, electronically via the praca.gov.pl portal (it’s worth checking the available options in the given voivodeship).

How much does a work permit cost? current fees (2025)

The fee for submitting an application for a foreigner’s work permit is regulated by law and as of early 2025 amounted to:

  • PLN 50 – if the employer intends to entrust work to the foreigner for a period not exceeding 3 months.
  • PLN 100 – if the employer intends to entrust work to the foreigner for a period longer than 3 months. This is the most common fee, especially for work permit for the Polish entity commissioning the work applications.
  • PLN 200 – for a work permit in connection with posting by a foreign entity

A different (lower, e.g., PLN 30) fee may apply for a seasonal work permit.

Important:

  • The fee is paid by the employer.
  • It should be paid to the bank account of the competent Voivodeship Office. The account number is usually available on the office’s website.
  • Proof of payment is a mandatory attachment to the application. Without it, the application will not be processed.

How to submit a work permit application? step-by-step

The procedure for submitting an application for the most popular work permit for the Polish entity commissioning the work usually looks as follows:

  1. Choose the Permit Type: Ensure you are applying for the correct permit type appropriate for your and the employee’s situation. This article focuses on the most common work permit for the Polish entity commissioning the work.
  2. Gather Required Documents: Prepare all necessary attachments. For a work permit for the Polish entity commissioning the work permit, these usually include:
    • Completed and signed application form for a work permit.
    • Copy of the foreigner’s valid passport (all recorded pages).
    • Your (employer’s) proof of payment for the application.
    • Current excerpt from the National Court Register (KRS) or Central Registration and Information on Business (CEIDG) of your company.
    • Copies of documents confirming the foreigner’s qualifications (if required for the position).
    • Employer’s declaration of no criminal record (under penalty of perjury).
    • Sometimes a draft employment contract or another document specifying employment conditions.
    • Other documents specific to the situation or required by the office.
  3. Fill Out the Application Form: Download the current application form template from the website of the competent Voivodeship Office. Fill it out carefully, legibly, and completely, according to the facts. Errors or omissions can delay the procedure.
  4. Pay the Fee: Transfer the correct amount to the specified account of the Voivodeship Office, indicating the required information in the transfer title (e.g., company name, foreigner’s details). Keep the confirmation.
  5. Submit the Complete Application: Submit the signed application form along with all required attachments (including proof of payment) to the competent Voivodeship Office (in person at the registry office, by registered mail, or through a dedicated electronic system if available).

Waiting time for the decision

Official processing times for work permit applications usually range from 1 to 2 months. Unfortunately, in practice, due to the heavy workload of the offices, the waiting time can often be significantly longer. Therefore, it is crucial to submit the application well in advance to avoid a situation where the employee cannot legally start work on the planned date.

Common mistakes when submitting the application

To speed up the procedure, avoid common mistakes:

  • Incorrect fee amount paid or missing proof of payment.
  • Incomplete application (missing required attachments).
  • Errors or inconsistencies in the data entered in the application form.
  • Submitting the application to the wrong office.

Each of these errors results in a call to supplement the formal shortcomings, which significantly extends the waiting time for a decision.

Scenario: submitting a work permit for the Polish entity commissioning the work Application

An IT company wants to hire a programmer from India for 2 years.

  1. The company’s HR checks if the programmer profession is on the shortage list in the voivodeship – it turns out it is not. A labor market test is required.
  2. HR downloads the current work permit for the Polish entity commissioning the work application form from the Voivodeship Office website.
  3. Gathers documents: application, copy of the Indian’s passport, company’s KRS excerpt, copy of the programmer’s diploma (with sworn translation), company’s declaration of no criminal record.
  4. Fills out the application form meticulously online (if possible) or prints and fills it manually/electronically.
  5. Checks the fee for a permit >3 months (PLN 100), makes the transfer to the Voivodeship Office account, prints confirmation.
  6. Submits the complete application with attachments and proof of payment to the Voivodeship Office.
  7. Waits for the decision, monitoring the case status.

Can we help prepare and submit the application?

The procedure for applying for a work permit, although standardized, requires knowledge of regulations, diligence, and time. Our law firm offers comprehensive support for employers in this regard:

  • We help determine the correct permit type
  • We assist in compiling the necessary documentation.
  • We help correctly fill out the application form.
  • We submit the application on behalf of the employer and monitor the progress of the proceedings.
  • We ensure minimization of the risk of errors and delays.

A correctly submitted application means a faster path to legally hiring the specialist you need. The costs of obtaining a permit are relatively low, but correctly carrying out the entire procedure is crucial. Contact us if you need support.

(Please remember that fees and forms may change. Always verify current information on the websites of the competent Voivodeship Office. This article is informational and does not constitute legal advice.)

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