Poland is on the verge of introducing significant changes to its immigration procedures. In the near future, applications for granting a residence permit in Poland—including Temporary Residence, Permanent Residence, and EU Long-Term Resident status—will be accepted exclusively in electronic form via a dedicated system.
These changes aim to streamline the process and ease the burden on Voivodeship Offices (Urząd Wojewódzki), though the move has sparked strong reactions among foreigners, legal firms, and Polish employers.
Legislative Change: End of Queues, Beginning of the Digital Era
The legislation enabling these groundbreaking changes has been passed by the Parliament and is awaiting the President’s signature. The primary digitalization tool will be the Moduł Obsługi Spraw (MOS) – Case Handling Module portal, accessible via a web browser.
Benefits of Digitalization:
- 24/7 Accessibility: You will no longer need to book appointments or stand in queues. You can submit the application at your convenience.
- Flexibility: You will be able to interrupt the application process, save your input data, and edit it later.
- Fees: Access to the MOS system will be free of charge. The only costs incurred will be the standard stamp duty (depending on the type of permit) and the residence card issuance fee (100 PLN).
NOTE! The Head of the Office for Foreigners (UDSC) has repeatedly stated that the launch date of the IT system will be announced with “appropriate advance notice” and that “it will not be January 1, 2026.” Nevertheless, practical experience in immigration law often shows dynamic implementation of regulations. Stay vigilant and be ready for changes at any moment!
Step-by-Step Guide: How to Apply via MOS
To successfully submit a residence permit application under the new MOS system, you must follow these steps:
Phase I: Digital Preparation
- New MOS Account: You must create a user account in the new system. Even if you have an existing MOS account, a new one will be required.
- Login: You must personally log in to the MOS portal via login.gov.pl (usually requiring a Trusted Profile, Profil Zaufany).
- Completion and Signature: Fill out the correct application form and sign the application electronically. The required tools include:
- Trusted Profile (Profil Zaufany)
- Qualified electronic signature
- Personal signature (Podpis osobisty)
Phase II: Required Attachments (Digital Only)
The following attachments must be included in the application in digital format:
- Photo: An up-to-date digital format photograph.
- Travel Document: A digital representation (scans) of all pages of a valid travel document.
- Payment Confirmation: A scan or electronic confirmation of payment for the stamp duty and the residence card issuance fee (100 PLN).
Phase III: Collaboration with the Sponsoring Entity
For applications related to work or education, digital collaboration is crucial:
During the application process, you will need to provide the email address of the employer/university/organizer. A link to the relevant part of the application (the attachment) will be sent to this email address for the entity to fill out and sign electronically. This is necessary for the application to be validly submitted.
What Happens Next? UPO, Certificate, and Card Collection
After the application is correctly signed and submitted, you will be able to:
- Save the application in PDF and XML formats.
- Receive the Official Receipt Confirmation (UPO).
Once verified and approved by the Voivodeship Office employee, you will be able to download and print a certificate of application submission from the system, which will replace the current passport stamp.
Finally, you will be summoned to the Voivodeship Office only to:
- Submit your fingerprints and signature specimen.
- Supplement the information in the application or provide additional documents, if deemed necessary by the official.
Strong Reaction from the Community
The introduction of such revolutionary changes, especially amidst concerns about the stability and technical readiness of the system, has generated significant upheaval. Foreigners, Polish citizens employing non-nationals, and legal offices have reacted strongly.
Despite the assurances from the Head of the UDSC regarding "appropriate advance notice," historical experience shows that critical regulations can be implemented almost overnight. The most important advice today is: Be ready at any moment! Monitor updates continuously!
We are prepared to assist your company and your foreign employees in quickly and effectively adapting to the new requirements of the Polish residency legalization process.
