Legal & Visa

Key Polish phrases for the office

Staff at the Urząd Wojewódzki often speak limited English. These phrases will get you through the visit.

🗣️ At the immigration office

Polish phrase	Pronunciation	When to use it
Dzień dobry	Jen DOH-bry	Hello / Good day — always start with this
Mam wizytę na godzinę…	Mam VEE-zi-teh na go-JEE-neh	"I have an appointment at [time]" — say at reception
Chcę złożyć wniosek o kartę pobytu	Htseh zwoh-ZHITCH VNYoh-sek oh KAR-teh poh-BY-too	"I want to submit a residence permit application"
Czy mówi Pan/Pani po angielsku?	Chih MOO-vee Pan/PAH-nee poh an-GYEL-skoo?	"Do you speak English?" (Pan = male, Pani = female officer)
Nie rozumiem	Nyeh roh-ZOO-myem	"I don't understand" — say calmly when lost
Proszę pisać	PROH-sheh PEE-satch	"Please write it down" — ask them to write what they mean
Gdzie jest kasa?	GJeh yest KAH-sah?	"Where is the cashier?" — to pay stamp duty
Kiedy będzie gotowe?	KYE-dy BEN-jeh goh-TOH-veh?	"When will it be ready?"
Chcę odebrać kartę pobytu	Htseh oh-DEH-bratch KAR-teh poh-BY-too	"I want to collect my residence permit card"
Dziękuję	Jen-KOO-yeh	"Thank you" — use often, Poles appreciate politeness

Documents you need

Missing even one document is the most common reason applications get rejected at the counter.

Valid passport (min. 6 months validity beyond intended stay)
Passport photos (35×45mm, white background)
Proof of accommodation — umowa najmu (oo-MOH-vah NAI-moo) = rental agreement
Employment contract — umowa o pracę (oo-MOH-vah oh PRAH-tseh)
Health insurance (NFZ card or private policy)
Bank statements — wyciąg z konta (VYH-chong z KON-tah)

💡 All documents must be translated by a tłumacz przysięgły (TWOO-mach pshi-SHENG-wih) — a sworn translator. Cost: 50–80 PLN per page.

Types of residence permits

01

Karta Pobytu Czasowego (KAR-tah poh-BY-too cha-SOH-veh-go)

Temporary residence — up to 3 years. Most common for employees and students. Can be renewed. Processing: 1–6 months.

02

Karta Stałego Pobytu (KAR-tah STAH-weh-go poh-BY-too)

Permanent residence — requires 5 continuous years. Gives right to work without a separate permit.

03

Zezwolenie na pobyt długoterminowy (Zez-voh-LEN-yeh na POH-bit dwoo-go-ter-mee-NOH-vih)

EU long-term resident permit — after 5 years. Allows living and working across EU countries.

Step-by-step: Applying for Karta Pobytu

1

Book an appointment — wizyta (VEE-zi-tah)

Go to your regional Urząd Wojewódzki (OO-zhond voh-ye-VOODS-kee) website and book online. Do NOT walk in without an appointment. Book 2–3 months in advance — slots fill fast.

2

Submit the application — złożyć wniosek (ZWOH-zhitch VNYoh-sek)

Download "Wniosek o udzielenie zezwolenia na pobyt czasowy" from gov.pl. Fill it in Polish. Bring 2 printed copies.

3

Pay stamp duty — opłata skarbowa (oh-PWAH-tah skar-BOH-vah)

340 PLN. Pay at the office kasa (KAH-sah = cashier) or via bank transfer. Bring receipt — potwierdzenie płatności (pot-vyer-DZEN-yeh pwat-NOH-shee).

4

Fingerprints — odciski palców (od-CHEES-kee PAL-tsoof)

Done at the office during your appointment. Children under 6 are exempt.

5

Collect your card — odbiór karty (OD-byoor KAR-tih)

After approval you'll receive a zawiadomienie (zah-vyah-doh-MYE-nyeh = collection notice) by post. Return with your passport to collect.

🕐 If your visa expires during processing, the pieczątka (pyeh-CHONT-kah = stamp) in your passport proves your application is active. Carry your passport everywhere.

Form vocabulary — words you will see

📄 Key form terms

Polish word	Pronunciation	Meaning
Imię	EE-myeh	First name
Nazwisko	naz-VEES-koh	Surname / last name
Data urodzenia	DAH-tah oo-roh-DZE-nyah	Date of birth
Miejsce urodzenia	MYEYS-tseh oo-roh-DZE-nyah	Place of birth
Obywatelstwo	oh-by-vah-TEL-stvoh	Nationality / citizenship
Adres zamieszkania	AH-dres zah-myesh-KAH-nyah	Address of residence
Cel pobytu	Tsel poh-BY-too	Purpose of stay (work / study)
Podpis	POD-pees	Signature
Numer sprawy	NOO-mer SPRAH-vih	Case number — use to track your application online