As of June 1, 2025, Poland has introduced comprehensive changes to its immigration and labor law regulations, significantly impacting the employment of foreign nationals. The reforms, adopted through several legislative acts earlier this year, impose stricter compliance requirements and fully digitalize procedures related to work legalization.

These changes affect both employers and foreign workers, and failure to comply may result in legal consequences. Below is a summary of the key obligations introduced under the new framework.

Mandatory Verification of Legal Stay and Personal Data

Before hiring a foreigner, employers are now required to collect additional documentation, including:

  • full passport details (series, number, date of issue and expiry),
  • PESEL number (if available) or date of birth and sex,
  • a valid residence document (e.g. visa, temporary residence permit).

Employers are entitled – and now obligated – to ensure that the foreign national’s right to stay in Poland is valid throughout the entire period of employment.

Written Employment Contracts Required Before Work Commences

Each foreign employee must have a written employment contract concluded prior to the start of work, regardless of the basis for employment (work permit or declaration of employment).

In the case of contracts drafted exclusively in a foreign language, a sworn Polish translation must be obtained and retained for the entire duration of employment and for an additional two years after the calendar year in which employment ends. For bilingual contracts (e.g. Polish-English), sworn translation is not required.

Employers must also provide foreign workers with written information, in a language they understand, regarding their right to join trade unions.

Moreover, the employment must cover at least one-quarter of a full-time position, and the salary must not be lower than the statutory minimum wage, even in the case of part-time work.

New Contract Submission Obligations

Employers are now obligated to submit copies of signed employment contracts electronically to the relevant authority:

  • From July 1, 2025 – for declarations of employment (registered by the Starosta),
  • From August 1, 2025 – for work permits (issued by the Voivode).

These submissions must be made before the foreign national commences work, exclusively via the government portal praca.gov.pl. Paper or email submissions are no longer accepted.

Key Deadlines for Employment Reporting

Employers must notify authorities within strict deadlines in the following cases:

  • If the foreign worker fails to begin employment within 2 months of the work permit’s start date;
  • If work is suspended for more than 2 months;]If employment ends earlier than 2 months before the work permit’s expiry.

These notifications must be made within 7 days of the event.

In the case of uniform temporary residence and work permits, employers must also notify the Voivode within 15 working days if the foreigner loses employment.

In addition, declarations of employment require:

  • Notification within 7 days of the foreigner starting work;
  • Notification within 14 days if the foreigner does not take up employment.

Change in Employment? 15 Days to Inform Voivode

Foreigners holding uniform temporary residence and work permits must report the following changes to the Voivode within 15 working days:

  • Change of the employer’s address, name, or legal form;
  • Transfer of the business or workplace to another employer;
  • Change from a civil law contract to an employment contract;
  • Change of job title (with unchanged duties);
  • Increase in working hours, along with corresponding increase in remuneration.

Illegal Employment Risks Despite Valid Stay

As of June 1, 2025, certain types of legal stay no longer permit employment, even if a work permit or declaration has been obtained. These include:

  • Visa-free travel (for nationals of countries specified by future regulation),
  • Visas for family visits, non-degree studies, medical treatment, or unspecified “other” purposes,
  • Visas issued by other Schengen countries,
  • Stamps confirming submission of work permit applications, if the person was not already authorized to work.

Hiring foreigners under these conditions will be considered illegal employment.

Labor Market Test No Longer Required for Permits

The requirement to obtain the so-called Labor Market Test (Starosta’s Information) has been removed for:

  • Work permits,
  • Temporary residence and work permits,
  • EU Blue Cards.

However, local authorities may publish lists of restricted professions, for which work permits cannot be issued.

Paper Applications No Longer Accepted

From June 1, 2025, all procedures related to the employment of foreigners must be handled exclusively online via praca.gov.pl. Applications and documents submitted in any other form (paper, email, etc.) will not be processed.

Hiring Foreigners in Poland: Key Steps Under June 2025 Immigration Changes

To mitigate the risk of non-compliance and potential legal exposure, employers are advised to:

  • Update internal procedures for hiring and verifying foreign nationals;
  • Train HR personnel on new compliance obligations and document handling;
  • Engage legal counsel to assist with application submission, reporting obligations, and ongoing audits.

If your organization is adjusting to the new legal requirements, we’ll be happy to assist at every stage of the process. From securing the right permits to reviewing employment contracts and residence documentation, our team offers tailored legal support to help you stay compliant with confidence.