Poland’s Mandatory Online Submission for Work Permits and Employment Contracts

As part of an ongoing effort to streamline administrative procedures and enhance efficiency, Poland has implemented mandatory online processes for work permits and employment contract submissions in 2025. This shift eliminates paper-based applications and aligns Poland with broader digital transformation trends in immigration and labor regulation.

Mandatory Online Work Permit Applications

Since mid-2025, all applicants for work permits in Poland must submit their applications exclusively through the official government website. Paper applications are no longer accepted and will not be processed. This digital-only approach was preceded by widespread use of electronic applications, so the transition is expected to have minimal impact on processing times. However, the submission of supporting documents varies by authority; some accept scanned ink-signed documents, while others require digitally signed versions for validation.

Employment Contract Submission Requirements

Poland has also introduced new regulations requiring employers to submit employment contracts for foreign workers online before the commencement of work. This requirement applies to contracts based on both Special Permissions and standard work permits. For contracts linked to Special Permissions or seasonal work permits, online submission has been mandatory since July 1, 2025. For contracts based on general work permits, the requirement took effect on August 1, 2025. Failure to comply can result in fines or revocation of the worker’s authorization to work.

Digital Transformation Drives Transparency and Compliance

This move towards mandatory digital submission aims to increase transparency, simplify government oversight, and reduce administrative burdens for employers and employees alike. Through centralized online systems, Poland can more efficiently monitor compliance with labor and immigration laws, while employers gain better tracking capabilities for their foreign workforce contracts.

What Employers and Applicants Should Know

• All work permit applications and supporting documents must be filed via the government portal—paper forms are obsolete.

• Employment contracts for foreign nationals must be uploaded online ahead of the work start date.

• Employers should prepare for documentary requirements to vary slightly by office; confirming document format (scanned vs digitally signed) is advisable.

• Non-compliance risks significant penalties including potential bans on work commencement.

This nationwide digital transition marks a significant step in Poland’s modernization efforts, delivering improved service speed, enhanced data security, and greater administrative clarity.

For employers and applicants engaging with the Polish labor market, adapting to these new online requirements is essential to ensure uninterrupted employment authorization and to benefit from the efficiencies this system offers.

For further guidance on complying with Poland’s updated work permit and contract submission rules, employers and applicants are encouraged to consult immigration professionals or visit relevant government platforms.

How will Poland’s online work permit system affect processing times

Poland’s mandatory online work permit system is expected to have a limited impact on processing times. Since digital applications were already widely used before the new law took effect, the shift from paper to fully online submissions is not anticipated to significantly speed up or slow down the processing of work permits. The main benefit lies in enhanced transparency and ease of tracking rather than quicker formal processing. However, processing times may still vary slightly depending on the specific practices of different government offices, such as whether they accept scanned ink-signed documents or require digitally signed ones. Overall, the transition to an online-only system is designed to streamline administrative procedures while maintaining existing processing timelines.