4 steps to legalise your stay: STEP 4 – Submit your documents

So you have already filled out the application form and collected all the documents. What’s next? It’s time to make an appointment at the office at the Department of Foreigners.

You can provide documents in 3 different ways:

1. In person, after booking appointment online

In order to submit documents in person at the Department of Foreigners, you have to book an appointment on the new booking website (outside inPOL):

  • In addition to the standard details such as name, surname, date of birth, passport number, visa/residence card expiry date, etc., you will need to provide the TRP application numbers generated in two government systems: inPOL and MOS. 

* Read more about the inPOL system

* Set up account on MOS website

  • The booking form is activated every week on Monday between 8 am and 10 am.
  • After completing the form, you should receive an appointment date by e-mail within 5 working days. In case of lack of slots or an error in the registration form, you will receive an email notification asking you to retry your booking next Monday.
  • Slots are granted for 5 weeks ahead e.g. in May for mid-June, in June for mid-July and so on. If your visa/visa-free travel/residence card expires earlier than the nearest available slot, we recommend that you either send your application by post or apply through a registry office (check information below).

Please note that it is mandatory to submit printed applications from both government systems, namely inPOL and MOS. People who come to the meeting without the necessary documentation from inPOL and MOS will be unable to proceed with their appointment.

Remember that in the Office you will probably not get any information in English where to go. So it’s worth showing up 10 minutes early to look around and find the right stand and room. Office workers who will accept your application should speak English. However, we recommend taking a Polish-speaking friend 🇵🇱 to the meeting – it will make you feel more confident 😎

IMPORTANT INFORMATION: If you’ve submitted a complete application on time, you will receive a stamp in your passport. The stamp confirms your legal stay during the procedure but does not entitle you to travel around the territory of other Schengen countries. You can go to your home country, but you should get a visa to return to Poland.

2. Via Registry Office

It may happen that due to a large number of applicants, you may not be able to book an appointment at the Department of Foreigners. In this case, you can submit documents to the Registry Office. It will be possible after arranging specific date in online calendar (login with a Polish bank account or trusted profile required) 

To book an appointment please pick:

  • Wydział Spraw Cudzoziemców, Marszałkowska 3/5 in Location section
  • and: A biuro podawcze do 8 spraw in Case section.

Next select appointment date in the calendar on the right side of the website.

Please note that the Registry Office is just a submission point, so no one will verify your documents or put a stamp in the passport. We recommend taking an extra copy of the first page of the application with you and asking the clerk to stamp it. This will be a proof that you submitted your application.

Approximately 2-3 months after submitting your application, you will receive an invitation for a fingerprinting meeting by post and in the inPOL system.

3. By post – use Poczta Polska services

You may send your documents by post (PL: Poczta Polska) using registered letter with confirmation of delivery (PL: list polecony z potwierdzeniem odbioruHere you can download instruction of filling in the postal form  Please remember to collect confirmation of sending as a proof that you have submitted your application.

You may send only the necessary documents such as: 2 applications, 2 copies of your passport, 4 photos o you and stamp duty receipt. The rest of supporting documents can be submitted at the fingerprinting meeting, to which you will be invited in 3-4 months. You will receive an invitation letter by post and in the inPOL system. It should be checked regularly, as the deadline for submitting fingerprints is only 14 days.

You can find more information about the procedure here.