Schmidt & Schmidt offers document retrieval services in Poland.
It often happens that civil status documents are lost or damaged, or you need to obtain current copies of documents. In this case, it is necessary to request duplicates of documents. Often, those who have left Poland face difficulties in this procedure. Our service allows you to request documents in Poland remotely and we can provide courier delivery of the document to anywhere in the world.
Validity of civil status documents in Poland
Civil status documents issued in Poland usually have a validity period of no more than 6 months, after which they must be replaced with new ones containing up-to-date data.
When to obtain duplicate documents in Poland
A duplicate birth certificate, marriage certificate, name change certificate, divorce certificate, criminal record certificate or death certificate may be required to register a marriage abroad, a newborn child, citizenship, inheritance, data verification for pension applications, opening bank accounts, employment and other bureaucratic issues.
What documents can be requested in Poland:
- Certificate of birth
- Marriage certificate
- Change of name certificate
- Divorce certificate
- Death certificate
- Criminal record
- Educational documents
- Other documents
On March 1, 2015, a new electronic system was introduced in registry offices. This system ensures that every birth, marriage, or death certificate issued after this date is accessible from any registry office, not just the one where it was originally issued. Efforts are also underway to digitize older records and add them to the system. Vital records are kept in registry offices for 100 (birth) years.
Types of documents
Polish legislation provides for the issuance of the three types of certificates pertaining to birth, marriage and death:
- Complete and true copy (odpis zupełny)
- Abbreviated copy (odpis skrócony)
- International abbreviated copy (multiple language version)
Birth certificate
A birth certificate is an official document provided by the Registrar or acting Registrar of the relevant Civil or Consular Register. It verifies details of an individual's birth, including the date, sex, and, if applicable, the time of birth and family relationships.
Every child born in Poland, regardless of their parents' nationality, must be registered at the Civil Registry Office (Urząd Stanu Cywilnego). The birth must be reported to the Civil Registry Office responsible for the area where the child was born.
Birth certificates are issued in Polish. For use abroad, they can be translated by a sworn translator and may need an apostille or legalization, depending on the country.
Required documents
- Valid ID
- Written statement of birth issued by a doctor
- Copy of the marriage certificate if the child’s parents are married
- Birth certificate of the mother
Marriage certificate
The marriage certificate is the legal record of marriage, used to verify marital status. It is usually required for procedures such as changing the last name, applying for spousal benefits, immigration applications and for inheritance matters.
It can be obtained at the Civil Registry Office where the marriage was registered and through the central electronic registry system for marriages recorded.
Two types of marriage certificates exist. The certified copy (Odpis Skrócony) which is a shorter version, typically sufficient for most purposes.
And a full copy (Odpis Pełny) which is a detailed document that includes all information related to the marriage registration.
The document request is possible In-Person by visiting the Civil Registry Office where the marriage was registered or any office if the record is in the centralized system - online through the Polish ePUAP system which requires a trusted profile - also by mail by submitting a written application with the required documents and payment.
Required documents
- Valid ID
- Copy of birth certificate
- Capacity to marry certificate
- Proof of divorce (if needed)
Divorce certificate
A divorce certificate serves the purpose to verify the legal dissolution of a marriage. It is required for procedures such as remarrying, updating marital status on legal records, immigration applications, and legal matters involving custody, support, or property division.
Types of Polish divorce certificates
Annotated Marriage Certificate (Odpis Skrócony). A short version, showing the dissolution of marriage.
Full Marriage Certificate (Odpis Pełny).A detailed version, including comprehensive information about the marriage and divorce.
Divorces in Poland are finalized by a family court after a legal process. The court sends the divorce ruling to the relevant Civil Registry Office for annotation on the marriage record.
For older marriages and divorces (pre-centralized system), records may be located only at the Civil Registry Office where the marriage was registered or in regional archives.
Required documents
- Names of both parties
- Date of the divorce
- Case or reference number
- Identification and proof of eligibility
- Your original marriage certificate
Death certificates
This certificate is an official document that certifies an individual's death. It is often needed for legal and financial matters such as settling estates, claiming life insurance, finalizing wills, notifying government agencies and closing bank accounts. The document can be obtained at the state's or local Vital Records Office in the state where the death occurred.
Immediate family members and legal representatives or individuals with a documented legal interest (e.g., for inheritance purposes) can request the document.
Types of Polish death certificates
- Certified Copy (Odpis Skrócony): A shorter version suitable for most administrative needs
- Full Copy (Odpis Pełny): A detailed version that includes all recorded details about the death
It can be procured In-Person by visiting the Civil Registry Office where the death was registered or any office if the record is part of the centralized electronic system. Another option is to do it online. Use the ePUAP system (requires a trusted profile). Also possible is the submission of a written application to the relevant office by mail.
Criminal record certificate
A criminal record certificate (zaświadczenie o niekaralności) is an official document that certifies an individual has no prior convictions and is in good legal standing in Poland. This document is issued by the National Criminal Register (Krajowy Rejestr Karny). Individuals or organizations with a history of offenses in Poland are recorded in this register's database.
In Poland, a criminal record certificate may be required in various situations.
For example, if you plan to work with children a criminal record certificate is essential. This serves as a safety measure to ensure the well-being of children.
Additionally, when applying for a loan from a bank, many institutions may request a criminal record certificate as part of the evaluation process.
Certain professions, such as those in accounting, brokerage, or as a securities market participant, also require a clean criminal record.
For those seeking specific licenses or permits, such as a taxi or gun license, a criminal record certificate is often mandatory.
Lastly, if you're planning to start your own business in Poland, a criminal record certificate will also be needed as part of the registration process.
Types of Polish criminal record certificates
- Basic Criminal Record Certificate (Zaświadczenie o Niekaralności - Odpis Skrócony)
This is the most common type of certificate, typically issued for personal use. It confirms whether an individual has a criminal record in Poland and includes a brief statement about any convictions or a lack thereof. It is often required for various administrative and legal purposes, such as job applications, loans, or adoption processes.
- Full Criminal Record Certificate (Odpis Pełny)
This version includes more detailed information about an individual's criminal record, including the specific offenses committed, sentences imposed, and any related court decisions. It is typically required in legal situations where more in-depth information about an individual’s criminal history is needed, such as for legal proceedings or certain types of employment in sensitive sectors.
- Criminal Record Certificate for Employment (Zaświadczenie o Niekaralności dla Pracodawcy)
This certificate is specifically requested by employers who need to verify a candidate's criminal background before hiring, especially for positions involving trust, security, or working with vulnerable groups (e.g., children, elderly care).
- Criminal Record Certificate for Foreign Use
If you need to present your criminal record certificate abroad, you may require a special version of the certificate that is intended for international use. This might involve obtaining an apostille or legalization depending on the country’s requirements. This certificate may also require translation by a sworn translator.
Required documents
- Proof of identity (passport, ID card)
- Completed application form
Educational Documents
Foreign educational documents only carry the same legal value as Polish documents if they are exempt from legalization or have undergone the necessary legalization process. Documents from countries with bilateral agreements with Poland are fully exempt from legalization. Documents from countries that are part of the Hague Convention of 1961 undergo a simplified procedure called apostille. If neither countries are part of the convention or have bilateral agreements they undergo consular legalization
Apostille of duplicate documents in the Poland
Poland joined the Hague Convention on the Simplified Legalization of Documents on October 5, 2004.
Thus, documents issued in Poland are subject to legalization under a simplified procedure - apostille, after notarized translation into any language, such documents acquire full legal force in the territory of the wished destination.
You can order an apostille for copies and duplicates of documents from Poland from us.
