How to Hire a Foreigner in Poland — Step by Step [2025/2026]

Hiring a worker from abroad in Poland is possible and — with proper preparation — relatively straightforward. However, procedural errors can expose the employer to serious financial consequences. This guide will take you through the entire process step by step.

Step 1 — Check whether the foreigner needs a work permit

Not every foreigner needs a work permit. A permit is NOT required for:

• Citizens of the EU, EEA and Switzerland
• Holders of a permanent residence card or EU long-term resident card
• Spouses of Polish citizens (meeting specific conditions)
• Students at Polish universities (up to 20 hours per week)

If your worker is not covered by any of the exceptions, you must legalize their work — proceed to the next steps.

Step 2 — Choose the right legalization path

Path A: Employer Declaration (fast and cheap)

Available for workers from Ukraine, Belarus, Moldova and Armenia. Registration at the District Employment Office, waiting time 1–7 days, fee PLN 400. Valid for 24 months.

Path B: Work Permit (for all countries)

Issued by the Voivodeship Office at the employer's request. Waiting time: 1–4 months. A labour market test is usually required.

Path C: Single Permit

Combines residence and work permit. Ideal when the worker does not yet have a residence card. One procedure instead of two.

Step 3 — Carry out the work legalization procedure

• Declaration: submit application at PUP, pay PLN 400 fee, collect the declaration, pass to worker.
• Work permit: submit application at the Voivodeship Office, wait for decision, pass permit to worker.

Step 4 — Check the legality of the worker's residence

Employing a foreigner without legal residence is a violation of the law even if the work is legalized. Before signing the contract, verify:

• Validity of passport or other identity document
• Validity of visa or residence card — check the date and purpose of stay
• Whether the residence permit entitles to work

Step 5 — Sign the contract

• Remuneration cannot be lower than the minimum (PLN 4,806 gross in 2025)
• Conditions must be at least the same as indicated in the permit/declaration
• The employer is obliged to pay ZUS social security contributions on general terms

Step 6 — Fulfil employer obligations after hiring

• Notify the PUP within 7 days of the commencement of work (for declarations) or of non-commencement.
• Keep a copy of the worker's valid residence document throughout the entire period of employment.
• Monitor document validity deadlines — start the renewal procedure 2–3 months in advance.
• In the event of termination — notify the competent office within the time limit.

Most Common Employer Mistakes

• Hiring a foreigner before the declaration has been registered.
• Failure to verify the legality of residence.
• Forgetting to notify the PUP after commencement.
• Not monitoring document validity deadlines.
• Changing position or employer without updating documents.