Polish at the Urząd: Phrases, Documents and Official Letters

Why everything is in Polish

Polish is the official language of public authorities, and offices handle matters in Polish (Polish Language Act). Forms are filled in in Polish, and foreign-language documents — birth and marriage certificates, for example — must come with a translation by a sworn translator (tłumacz przysięgły) on the Ministry of Justice list (Podlaski Urząd Wojewódzki). Your own translation will not do.

What changed: residence applications through MOS

Since 27 April 2026, applications for temporary residence (with some exceptions), permanent residence and EU long-term resident status are filed online only, through the MOS system. You go to the office when the case officer summons you — to give fingerprints and a signature sample, show originals and fix any gaps (Zielona Linia: MOS, Warmińsko-Mazurski UW). So you need Polish on screen too: in the form, the system’s messages and the summons.

Zameldowanie and PESEL

Non-EU foreigners register their temporary address (zameldowanie) at the urząd gminy no later than the fourth day after arrival, in person — online registration is not available to them. The owner of the flat confirms on the form that you live there; the application is free, and a certificate costs 17 zł (e.g. Urząd Gminy Ustka). Registering for more than 30 days gets you a PESEL number automatically; if you cannot register but need a PESEL by law, you apply separately at the urząd gminy (Zielona Linia, 2020).

Phrases at the counter

Dzień dobry, chciałbym / chciałabym złożyć wniosek o… · Jakie dokumenty są potrzebne? · Czy to wszystko? · Do kiedy muszę to dostarczyć? · Czy mogę dostać potwierdzenie złożenia?

("Good morning, I would like to submit an application for… What documents are needed? Is that everything? By when must I bring it? Can I get a confirmation that I submitted it?") If you do not understand, say so — understanding matters more than looking as if you do:

Przepraszam, nie rozumiem tego pisma. Czy może Pani wyjaśnić, co mam zrobić? · Czy może Pan mówić wolniej? · Czy mogę to zapisać?

On the phone

Dzień dobry, dzwonię w sprawie wniosku numer… · Chciałbym / Chciałabym umówić wizytę. · Na jaki adres mam wysłać dokumenty?

Office vocabulary

How to read a letter from the urząd

1. Identify the type: «wezwanie» (they need something from you), «decyzja» (a decision), «zawiadomienie» (a notice).
2. Find the deadline — «w terminie … dni od dnia doręczenia». It runs from the day you receive the letter. Missing it is the most common and most expensive mistake.
3. Find exactly what to do: bring a document, pay a fee, come in for fingerprints.
4. Read the «pouczenie» in a decision — it says where and by when you can appeal. A decision on EU long-term residence, for example, can be appealed within 14 days (Zachodniopomorski UW).

If it is about EU residence or citizenship

Those two statuses need Polish at B1, proven by a document. Which documents count and what is changing: Polish B1 for citizenship and EU long-term residence.