Residence Card: What This Document Is and How to Get It in 2025

If you plan to live in Poland for more than three months, sooner or later you’ll need to get a residence card. This isn’t just a formality – without it, you can’t get a proper job, open a bank account, or rent an apartment officially. Let’s break down everything you need to know.

What is a residence card and why you need it

A residence card (karta pobytu) is a plastic card the size of a bank card that confirms your right to legally stay in Poland. Essentially, it’s your temporary residence permit. It contains your photo, personal data, and a special chip with biometric information.

Many people get confused – a residence card is not the same as a visa. A visa gives you the right to enter the country, while a residence card gives you the right to live and work. Moreover, with the card, you can freely leave and return without needing a new visa each time.

Who must have a card

Citizens of non-EU countries (Ukrainians, Belarusians, Russians, Kazakhs, and others) must obtain a card if they plan to stay in Poland for more than 90 days. The exception is those with UKR status (special protection for Ukrainians) – they receive a different document.

Without a residence permit, you’re simply a tourist. And you can only be a tourist for 90 days within a 180-day period. Exceed that – you’re considered an illegal immigrant with all the consequences.

Types of residence cards – which to choose

Not all cards are the same. What exactly a residence card means in your case depends on the grounds for obtaining it.

Temporary residence card

The most common option. Issued for a period from 3 months to 3 years. Grounds can vary:

• Work – if you have a contract with a Polish employer
• Studies – for students at Polish universities
• Family reunification – if your spouse already has a card
• Business – for those who opened a company in Poland
• Other circumstances – medical treatment, scientific work, etc.

EU Long-term resident card

This is more serious. Granted after 5 years of continuous residence in Poland. With it, you can live and work not only in Poland but also move to other EU countries (with certain restrictions).

Permanent residence card

Permanent residence – almost like citizenship, just without voting rights. The hardest to obtain – you need to pass a Polish language exam, prove ties to Poland, and have stable income.

Documents for application

This is where it gets interesting. The list of documents depends on your grounds, but the basic set looks something like this:

Mandatory Documents for everyone

• Application (wniosek) – filled out on a special form, 4 copies
• Passport – original and copies of all pages with stamps
• Photos – 4 pieces, biometric (35×45 mm)
• Payment confirmation – stamp duty (opłata skarbowa)
• Insurance – medical, valid in Poland

Additional documents by situation

For work, add:

• Employment contract or promise of employment
• Work permit (zezwolenie) – if required
• Income certificates for recent months

For studies:

• Certificate from university about enrollment
• Confirmation of tuition payment
• Proof of financial means

For family reunification… oh, the list can be endless. Marriage certificate, spouse’s income confirmation, rental agreement, and much more.

Practical tip: all documents not in Polish must be translated by a sworn translator. Yes, it’s expensive. Yes, it takes time. But they won’t accept them otherwise.

Step-by-step application procedure

Now the main thing – how to get a residence card step by step. The process isn’t quick, so be patient.

Step 1: Document preparation

Start early, at least a month before submission. Some certificates are valid for only 3 months, so don’t start too early either.

Step 2: Submitting the application

Go to the voivodeship office (wojewódzki urząd) in your place of residence. In big cities, you usually need to book an appointment online – slots fill up quickly, sometimes you wait for weeks.

During submission, they check documents and may ask questions. If something is missing – they give you a list and time to supplement (usually 7 days).

Step 3: Getting the stamp

If documents are accepted, they put a special stamp in your passport. With it, you can legally stay in Poland while your application is being processed. Even if your visa expires – everything is legal.

Step 4: Waiting for decision

The most nerve-wracking stage. You can wait from a month to a year (yes, it happens). You can check your application status online – each voivodeship has its own website.

Step 5: Collecting the card

When the decision is ready, a letter arrives. Go to the office with your passport, collect the decision. If positive – they’ll direct you to get the actual card (that’s another few weeks of waiting).

Processing times and costs

Officially, the residence card application should be processed within 1-2 months. In practice… In Warsaw, you can safely multiply by 3-4. In Wrocław, it’s a bit faster. In small cities, they sometimes really manage in a month.

How much does it cost

Main expenses:

• Stamp duty – 440 PLN for temporary card, 640 for permanent
• The card itself – 100 PLN
• Document translations – 30-50 PLN per page
• Photos – 20-30 PLN

Total comes to at least 600-700 PLN, and with translations can reach 1500.

Can you speed up the process

Officially – no. Unofficially… also no. Seriously, don’t try to give bribes or look for “connections” – that’s a criminal offense. The only legal way is to apply for acceleration due to special circumstances (illness, death of a relative), but this rarely works.

What a residence card gives you – rights and opportunities

Okay, you’ve spent time, nerves, and money. What does a residence card give you in return?

Basic rights

• Legal residence – you can live in Poland for the entire validity period of the card
• Work – with a work-based card, you don’t need additional permits
• Travel – free entry/exit, plus 90 days in other Schengen countries
• Business – you can open a sole proprietorship or company
• Social services – access to healthcare, education for children

What the card does NOT give

Important to understand the limitations:

• Cannot vote in elections
• Cannot work in government structures
• Cannot move to another EU country permanently (only tourism)
• When changing jobs, a new permit may be required

Difficult situations and rejections

Not everything always goes smoothly. Rejections happen, and it’s not the end of the world.

Common reasons for rejection

• Insufficient income – they think you won’t be able to support yourself
• Fictitious marriage – if they suspect it, they’ll check thoroughly
• Document problems – fake certificates, translation errors
• Visa regime violations – if there were problems before

What to do if rejected

First, don’t panic. You have the right to appeal – 14 days from receiving the decision. You can correct deficiencies and apply again. Or contact a lawyer – sometimes rejections are indeed unjustified.

By the way, if you need help with documents or have a complicated situation, Progress Holding specialists have extensive experience in handling residence card procedures. We know all the pitfalls and will help you avoid them.

Frequently asked questions

Can I work while waiting for a residence card?

If you submitted documents for a temporary residence card for work and received a stamp – yes, you can work for the same employer. You cannot change jobs until you receive the card.

What is a residence card and how does it differ from a residence permit?

A residence card and residence permit are the same thing, just different variations of pronunciation and spelling. In Polish, it’s correctly “karta pobytu,” hence both variants.

Do I need to give fingerprints?

Yes, mandatory when first applying for a card. They do this right at the office when submitting documents. Children under 6 don’t need to.

Can I leave Poland while waiting?

You can if you have a stamp in your passport. But better not for long – they might send a summons for additional documents or an interview.

How long is a residence card valid?

Temporary – from 3 months to 3 years, depending on the grounds. EU long-term resident card and permanent residence card – 10 years, then you simply exchange for a new one.