As of June 1, 2025, a new law governing the conditions for assigning work to foreigners on the territory of the Republic of Poland comes into force. The new regulations aim to simplify procedures, increase transparency, and improve oversight of the legality of foreign employment. Although many procedures have been streamlined, employer obligations remain extensive and require great diligence. Below are the key rules every entrepreneur employing non-Polish nationals should know.
Employment Without Permits — Who Is Exempt?
The new law provides that not all foreigners need a work permit. This obligation does not apply, among others, to persons holding a permanent residence permit, refugee status, temporary protection, or the Pole’s Card. Graduates of Polish universities and those who obtained professional qualifications in Poland may also work legally without a permit. Exemptions also cover spouses of Polish citizens as well as doctoral candidates and researchers employed in Polish research units. Work without a permit is also allowed in cases specified in special regulations (e.g., participants in selected international programs).
Citizens of the EU, EEA, and EFTA — Full Employment Freedom
It is important to emphasize that the law does not apply to citizens of EU member states, the European Economic Area (Norway, Iceland, Liechtenstein), Switzerland, or their family members. The law also does not apply to UK citizens and their families, provided they are covered by transitional provisions of the Brexit withdrawal agreement. Employers may hire people from these countries under the same conditions as Polish citizens—without the need for permits, declarations, or additional formal requirements.
When Is a Work Permit Required?
The obligation to obtain a work permit applies to foreigners who do not fall under the exempt categories described above and who do not come from countries subject to a simplified declaration procedure (explained later). Also, when planned employment concerns regulated professions or sectors requiring administrative supervision, prior work permit approval is mandatory.
If the foreigner is already legally residing in Poland, their employment is considered legal from the date the work permit application is submitted—provided the application is complete. This protects the employer from penalties for unauthorized employment but requires precise action.
A work permit is issued for a period not exceeding three years.
Seasonal Work — New Rules from June 1, 2025
The county governor issues work permits for seasonal work to employers operating in sectors specified in regulations (e.g., agriculture, tourism). The foreigner may work a maximum of nine months per calendar year, and their remuneration cannot be lower than that of employees in similar positions. Applications must be submitted exclusively electronically. Work may start from the date of submitting a complete application, even before the decision is issued—but no longer than 30 days. The employer must indicate who provides accommodation and include paid leave. If there was prior cooperation with the foreigner, the application is processed with priority. The permit can be extended, provided the nine-month limit is not exceeded.
Employer Procedures and Obligations
From June 2025, all applications for permits or declarations will be submitted exclusively electronically via the www.praca.gov.pl portal using uniform forms. Besides basic information about the employer and foreigner, documents must include, among others, a draft contract, accommodation details, and employment conditions (working time, salary, place of work). Any error or incompleteness may significantly delay the procedure.
The employer intending to hire a foreigner must verify the legality of their stay and possession of documents authorizing work. These documents must be kept throughout employment and for two years afterward.
Contract and Notification Requirements
The employer must conclude a written contract with the foreigner in a language they understand. If the contract is in Polish, a translation must be provided. For contracts in foreign languages, a sworn translation into Polish is required.
Additionally, the employer must inform the foreigner in writing—in a language they understand—about their right to join trade unions.
Simplified Procedure — Who Can Use It?
Citizens of selected countries may be hired under a simplified procedure. This applies to citizens of Ukraine, Belarus, Moldova, Georgia, Armenia, Bangladesh, and Nepal. No work permit is required; submitting a declaration of entrusting work via the www.praca.gov.pl IT system suffices. Employment under this procedure cannot exceed 24 months. The contract must be with a foreigner legally residing in Poland and must meet all other formal obligations.
When Can a Permit Be Denied?
The voivode (regional governor) will refuse to issue a work permit if the employer is in arrears with taxes or social security contributions, submits false data or documents, or if the foreigner lacks required qualifications. Denial also occurs if the company is suspended or liquidated, or if there is suspicion the employment is fictitious and serves only to legalize the foreigner’s stay.
Consequences of Illegal Employment
Employing a foreigner without completing the required procedures may result in serious legal consequences—employers face fines up to PLN 50,000 and bans on employing foreigners in the future. Falsifying documents or acting in bad faith may lead to criminal proceedings.
