Residence registration in Poland: everything about meldunek in 2025

You’ve rented an apartment in Poland and think you can relax now? Not quite. Now you need to deal with something called “meldunek“. Without it, you’re like a ghost – you live here, but officially you don’t exist. And this can create a bunch of problems you haven’t even thought about.

What is meldunek and why you need it

What is meldunek? It’s residence registration, the Polish equivalent of residential registration. But unlike in post-Soviet countries, it’s not a stamp in your passport, but an entry in the gmina (district) system.

Meldunek is not just a formality. It’s your official address for all government matters. Without it, you’ll face problems:

• You won’t be able to enroll your child in a local kindergarten or school
• You won’t receive certain social benefits
• Getting a bank loan will be harder
• There may be problems with your residence card
• You won’t be able to vote in local elections
• Car registration will be more difficult

Who must register

By law, meldunek in Poland is mandatory for:

• Polish citizens – within 30 days of moving
• EU citizens – if staying longer than 3 months
• Third-country nationals – immediately after obtaining residence permit

Yes, foreigners must register too! The fine for not having meldunek is up to 5,000 PLN. In practice, they rarely fine people, but why risk it?

What meldunek gives you

Besides avoiding problems, meldunek provides real benefits:

• Right to services at the local office
• Priority in local schools and kindergartens
• Ability to obtain income and debt-free certificates
• Participation in local programs and discounts
• Address confirmation for various purposes

Types of registration – temporary and permanent

Poland has two types of meldunek, and it’s important to understand the difference.

Permanent meldunek (na stałe)

This is the main registration, like permanent residence. Features:

• Indefinite (until you deregister yourself)
• Only one address in all of Poland
• Gives all rights of a local resident
• Requires property owner’s consent
• For foreigners – only with permanent residence permit or long-term resident card

Temporary meldunek (czasowy)

Registration for a specific period. Suitable for:

• Tenants
• Students in dormitories
• Foreigners with temporary residence cards
• People on business trips

Features:

• From 3 months to 5 years (can be extended)
• Can have simultaneously with permanent
• Easier to get owner’s consent
• Automatically expires after the term

How to do meldunek step by step

Now for practice – how to do meldunek in Poland. The procedure isn’t complicated if you know the details.

Step 1: Get the owner’s consent

This is critical! Without the property owner’s consent, meldunek won’t be registered. The owner must:

• Sign a consent statement
• Or come with you to the office
• Or give notarized power of attorney

Many owners are afraid to give meldunek. Their fears:

• They won’t be able to evict (myth – meldunek doesn’t give ownership rights)
• Taxes will increase (partly true – they may check rental income)
• Problems with neighbors (happens in cooperatives)

Step 2: Gather documents

Standard set:

• Passport or residence card
• Rental agreement (if available)
• Completed application form
• Owner’s consent
• Property ownership document (from owner)

Step 3: Go to the office

Meldunek is processed at Urząd Miasta or Urząd Gminy at your place of residence. Not at the voivodeship office where residence cards are issued!

At the office:

• Take a number for the population registry department
• Submit documents
• Fill out the form (if you didn’t do it at home)
• Receive certificate of registration

The whole procedure takes 15-30 minutes if there’s no queue.

Step 4: Get confirmation

Right after registration you can get:

• Free confirmation (stamp on application)
• Paid certificate – zaświadczenie (17 PLN)

The certificate will be needed for various purposes, better to get several copies right away.

Required documents

More details about documents – there are nuances depending on the situation.

For Polish citizens

• Polish ID card (dowód osobisty)
• Application form
• Proof of right to the premises

For EU citizens

• Passport or ID card
• Certificate of registration of stay (if available)
• Rental agreement or owner’s consent
• Application form

For third-country nationals

• Passport
• Residence card or visa
• Rental agreement
• Owner’s consent (mandatory!)
• Application form
• Sometimes they ask for PESEL

Special cases

Children registration:

• Birth certificate
• Documents of both parents
• Consent of the other parent (if one registers)

Registration in dormitory:

• Certificate from educational institution
• Accommodation agreement
• Student ID

Online meldunek – new possibilities

Progress has reached meldunek too! Now you can do meldunek online, without leaving home. But there are conditions.

What you need for online registration

• Trusted profile (profil zaufany)
• Or electronic signature
• Scans of all documents
• Owner’s consent in electronic form

How to apply online

Procedure through ePUAP:

• Go to epuap.gov.pl
• Find the service “Zgłoszenie zameldowania”
• Fill out the electronic form
• Attach document scans
• Sign with trusted profile
• Send

Response will come within 7 days on ePUAP.

Online meldunek limitations

Not everything can be done online:

• First meldunek for foreigners – only in person
• Children registration – harder online
• If you don’t have trusted profile – impossible
• If in doubt, office will call you in person

Consequences of not registering

Many people live without meldunek for years. You can, but it’s inconvenient.

Legal consequences

• Fine up to 5,000 PLN (theoretically)
• Problems with residence card extension
• Difficulties obtaining citizenship
• Inability to perform certain legal actions

Practical problems

• Can’t enroll child in local school
• Won’t receive 800+ and other benefits
• Bank may refuse loan
• Harder with business registration
• Problems with official correspondence

When you can go without meldunek

Legally you don’t need to register:

• Tourists up to 30 days
• EU citizens first 3 months
• When staying in hotels
• Military in units

Special cases and difficulties

Life is more complicated than instructions, so let’s discuss non-standard situations.

Owner doesn’t give consent

Common problem. What you can do:

• Offer extra payment for meldunek (yes, this happens)
• Show that temporary meldunek doesn’t give property rights
• Find another apartment (radical, but sometimes necessary)
• Ask for formal rental agreement with meldunek

Meldunek at friends’ place

Technically possible if owner agrees. But:

• All mail will go there
• They may check if you really live there
• Owner can deregister you anytime
• Creates obligations for both parties

Fictitious meldunek

Registration at address where you don’t live. Risky:

• Neighbors or management may check
• If caught – fine and cancellation
• Problems with documents in future
• Owner will also get fined

Deregistration

How to deregister:

• Voluntarily – come to office with documents
• Automatically – when registering at new address
• By owner’s request (through court, lengthy)
• Upon expiry (for temporary)

Frequently asked questions

Can I have two melduneks at once?

Yes, but only one permanent and one temporary. Two permanent – not allowed. Theoretically you can have several temporary ones, but rare in practice.

Do I need meldunek to get PESEL number?

No, you can get PESEL without meldunek. But with meldunek it’s easier – fewer questions at the office.

What if I lost my meldunek certificate?

Just get a new one at the office. Costs 17 PLN. Or print for free through ePUAP if you have trusted profile.

Can the owner deregister me without my consent?

From temporary – yes, after the term ends. From permanent – only through court, and only if they prove you don’t live there. Lengthy procedure, minimum six months.

Does meldunek affect taxes?

Not yours. For the owner – possibly, if renting illegally. Meldunek also determines which tax office serves you.