Business Visas and Invitations

Types of Business Visas

Depending on the length and purpose of your guest’s stay, two main types of visas are most commonly applicable:

• Schengen Visa (Type C): Intended for short-term stays – up to 90 days within any 180-day period. Ideal for business meetings, negotiations, conferences, trade fairs, short training sessions, or audits. It allows travel throughout the Schengen Area.
• National Visa (Type D): Issued for long-term stays – over 90 days, up to a maximum of 1 year. It may be necessary if the business purpose requires a longer presence in Poland, e.g., establishing a branch, implementing a long-term project, or serving on a management board for a specific period (though this often also requires a work permit).

We will help you assess which visa type is most appropriate for your guest’s planned visit and what documents will be needed from your side.

The Role of a Registered Business Invitation

An official invitation registered in the register of invitations by the Voivode (Provincial Governor) is a document that significantly simplifies the visa acquisition process for your foreign guest. Why is it so important?

• Confirms the Purpose of Visit: It serves as credible proof for the consul that the invited person has a specific, justified reason for coming to Poland (e.g., meetings at your company).
• Confirms Financial Means and Accommodation: In the invitation, you can declare that you will cover the foreigner’s living costs in Poland and provide accommodation. For the consul, this guarantees the guest will be financially supported.
• Simplifies the Visa Procedure: Possessing a registered invitation often exempts the foreigner from needing to present many other financial documents or hotel reservations at the consulate.

Such an invitation can be issued by your company (legal entity, organizational unit), but also by a Polish citizen or a foreigner legally residing in Poland for a specified period – 5 years of residence and a permanent residence card or EU resident card.

How Can Your Company Obtain a Registered Invitation?

The invitation registration process requires the following steps from you as the inviting company:

1. Prepare the Application: You fill out the application form for registering the invitation, providing your company details, the invited foreigner’s details, and specifics about the visit (purpose, duration, place of stay, financial matters).
2. Compile Documents: You attach the required documents to the application, including: company registration documents (KRS/CEIDG), proof of sufficient financial means to cover the declared costs (e.g., bank statements), documents confirming legal title to the premises (if providing accommodation).
3. Submit Application and Fee: You submit the complete application along with proof of payment of the stamp duty to the Voivode appropriate for your company’s registered address.
4. Verification and Registration: The Voivodeship Office verifies the application and your ability to cover the obligations arising from the invitation. After positive verification, the Voivode registers the invitation.
5. Deliver the Original to the Guest: You receive the original registered invitation, which you must send to your foreign guest.

The Visa Procedure for Your Guest

With the original registered invitation and other documents required by the consulate (e.g., passport, visa application form, insurance), your business guest applies for the appropriate visa (Schengen C or National D) at the relevant Polish consular post in their country. A professionally prepared and registered invitation significantly increases the chances of a quick and positive visa application outcome.

Why Entrust Visa and Invitation Matters to Us?

By cooperating with our Law Firm, your company gains:

• Formal Certainty: We guarantee that the invitation application and the invitation itself will meet all legal and formal requirements.
• Effectiveness: Correctly prepared documents minimize the risk of the invitation registration being refused or your guest’s visa application being denied.
• Time Savings: We handle the preparation of documentation and communication with the Voivodeship Office.
• Process Optimisation: We advise whether a registered invitation is necessary in a given case, or if a simple invitation letter suffices, and which visa type is appropriate.
• Image Support: Efficiently handling visa formalities for a business partner builds a professional image for your company.