How to check your residence card (karta pobytu) status online and other ways

Have you submitted your documents for a residence card and now you’re on pins and needles? We’ve been there. You want to check every day to see what stage your application is at and when the decision will finally be made. The good news is – you can check the status of your residence card in various ways, without having to go to the office. The bad news – not all methods work equally well.

Online Check – All Available Websites

The most convenient way to check your karta pobytu status online is through the official voivodeship websites. But there’s a catch – there is no single, nationwide system. Each voivodeship decides for itself how to organize the verification process.

What do you need for an online check?

Usually, one of the following is required:

• Case number (numer sprawy) – given when you submit your documents
• Unique code – sent via SMS or email
• PESEL + date of birth – in some voivodeships
• Passport number – rare, but it happens

Without this data, an online residence card status check is impossible. So keep all the papers you received during your application!

How often is the information updated?

In theory – every day. In practice – it depends. Sometimes the karta pobytu status remains unchanged for weeks, and then suddenly – it’s ready. Don’t panic if nothing changes for a long time, this is normal.

Checking Systems by Voivodeship

Now for the specifics – where exactly you can check the status of your residence card in different regions.

Masovian Voivodeship (Warsaw)

Website: mazowieckie.pl

There is a special section for checking the status. You enter your case number and surname. It works… well, intermittently. The servers are often down, especially on Monday mornings. A tip – check in the evening or early in the morning.

Lesser Poland Voivodeship (Kraków)

They have their own system – ekarta.malopolska.uw.gov.pl

Pre-registration is required, but then you can not only check the status but also submit documents electronically. Convenient!

Lower Silesian Voivodeship (Wrocław)

Check via duw.pl

A simple system – case number and you’re done. They update quite quickly, usually within 2-3 days of a status change.

Silesian Voivodeship (Katowice)

Portal: bip.katowice.uw.gov.pl

Everything here is spartan – minimal information, but it works reliably. A residence card status check takes seconds.

Other Voivodeships

The situation varies in other regions. Some have online systems, while others only offer phone or in-person checks. It’s best to ask how to track your case when you apply.

Checking by Phone and SMS

Not everyone has internet access or knows how to use websites. You can also find out your karta pobytu status by phone.

Voivodeship Hotlines

Almost every voivodeship has an infoline for foreigners. The problem – it’s hard to get through, especially during the high season (spring-summer). And not all operators speak English, let alone Russian or Ukrainian.

Life hack: call an hour before the urząd closes. The queues are shorter, and the operators are less busy.

SMS Notifications

Some voivodeships offer SMS notifications. You provide your phone number when submitting your documents, and you receive messages about status changes. It’s convenient, but:

• It costs money (usually 10-20 PLN)
• The SMS messages are in Polish
• Sometimes they arrive late

Personal Visit to the Office (Urząd)

The good old-fashioned way – go in person and ask. Not the most convenient, but it’s reliable.

When should you go in person?

• The official processing time has passed
• The website shows an error or isn’t working
• You need to submit or correct something
• You received a strange SMS or letter

What to bring with you

Mandatory:

• Passport
• Case number (proof of application)
• Power of attorney, if someone is going on your behalf

Some offices have special windows for status checks – you don’t have to wait in the general queue. Ask a security guard or at the information desk.

Decoding Statuses and Stages

It’s not enough to just check your residence card status – you also need to understand what it means. Here are the most common ones:

W trakcie rozpatrywania (In progress)

The application is being processed. This is the longest stage and can last for months. Don’t worry, it’s normal.

Wezwanie do uzupełnienia (Call to supplement documents)

You need to provide additional documents. Check your mail – you should receive a letter with a list of what’s needed. They usually give you 7 days, don’t miss the deadline!

Oczekuje na odbiór (Awaiting collection)

Hooray, the decision is ready! Go pick it up. But this doesn’t necessarily mean the decision is positive…

Decyzja pozytywna (Positive decision)

Congratulations! You will receive your card soon.

Decyzja negatywna (Negative decision)

Don’t panic, you have the right to appeal.

Przekazano do organu II instancji (Transferred to the second instance authority)

This happens if you’ve filed an appeal – the case is now being reviewed by a higher authority.

Common Problems and Their Solutions

When trying to check your karta pobytu status, you might encounter various issues.

The website is down or shows an error

A typical situation. Solutions:

• Try a different browser
• Clear your cookies and cache
• Check at a different time (night/morning)
• Use a computer instead of a phone

The status hasn’t changed in months

This also happens. What to do:

• Call the Voivodeship Office – maybe something is stuck
• Write an official request for status (ponaglenie)
• Go in person – sometimes this speeds things up

I received a notification, but the status hasn’t changed

The systems don’t always update in sync. If you received a letter or SMS, that information takes priority. The online status may be updated a few days later.

I lost my case number

Don’t panic! You can recover it:

• Using your PESEL and application date
• At the office with your passport
• Through your lawyer, if they filed for you

Useful Tips from Experience

Over the years of dealing with the system, we’ve gathered many life hacks on how to more effectively check the status of a residence card.

Create bookmarks and reminders

Bookmark the status check website in your browser. Set a reminder to check once a week – more often is pointless and will only fray your nerves.

Keep a log of changes

Write down when and what the status was. This will be useful if you have to complain about delays.

Connect with others

There are Facebook and Telegram groups for different cities where people share information about processing times. It’s helpful to know the general situation.

Don’t panic prematurely

If a friend’s card was issued in a month and you’ve been waiting for three, it doesn’t mean something is wrong. Each case is individual, and timelines can vary greatly.

Frequently Asked Questions (FAQ)

How often can I check the status online?

As often as you like, there are no limits. But it’s not very useful – updates usually happen every few days.

Can I check someone else’s residence card status?

Only if you have their case number and other required data. Or an official power of attorney from them.

What should I do if the status shows an “error”?

First, try again in a few hours. If the error persists for more than a day, call or go to the office.

How do I check my karta pobytu status if my employer applied for me?

Ask your employer for the case number. Or ask them to check the status and keep you informed.

What is the maximum processing time for an application?

Officially, it’s 3 months. However, if the case is complex or there’s a long queue, it can be extended. We’ve seen waits of up to 14 months (it was a complicated case for a business-related card).