How to Get Apostille in Poland? *2025 – Soylu Law Office

An apostille is an official certification that authenticates the origin of a public document for use in countries that are part of the Hague Convention. Poland joined this international agreement on November 19, 2004, with the Convention entering into force on August 14, 2005. This certification simplifies document authentication processes by eliminating the need for additional verifications when using documents abroad.

The apostille system represents a significant advancement in international document recognition, creating a standardized method for verifying documents across borders. Unlike consular legalization, which involves multiple steps and approvals from diplomatic missions, the apostille is a single certification that confirms the authenticity of a document’s signature, the capacity of the signer, and the identity of any seal or stamp.

For those navigating Poland’s bureaucratic systems from abroad, understanding the apostille process is essential for ensuring documents retain their legal validity internationally.

 

Understanding the Apostille in Poland

The Polish apostille appears as a printed sticker with a handwritten signature of an official, accompanied by an official seal and a hologram. This standardized format complies with international requirements and provides immediate recognition in over 120 countries worldwide.

In Poland, apostilles are issued exclusively for official documents intended for use in countries that recognize the Hague Convention. The physical document features the heading “Apostille” and references the 1961 Hague Convention in French (Convention de La Haye du 5 octobre 1961).

It’s important to note that not all documents require apostille certification. Under EU regulations (Regulation 2016/1191), certain public documents circulating between EU Member States are exempt from this requirement. Similarly, civil status documents issued according to the CIEC Convention using the International multilingual model are also exempt from any form of legalization.

 

Competent Authorities for Issuing Apostille in Poland

Ministry of Foreign Affairs

The Ministry of Foreign Affairs serves as the primary competent authority for issuing apostilles in Poland. Located in Warsaw, this department handles a wide variety of documents ranging from court judgments to commercial registrations. For most standard documents, this will be your main point of contact in the apostille process.

National Agency for Academic Exchange (NAWA)

NAWA specializes in apostille certification for academic qualifications, including university diplomas, transcripts, doctoral and postdoctoral diplomas, and related educational documents. This specialized authority ensures proper validation of educational credentials for international recognition.

Ministry of Culture and National Heritage

This ministry’s Department of Art Education focuses specifically on documents issued by art schools. Their expertise covers certificates, diplomas, and course records from specialized artistic educational institutions throughout Poland.

Other Designated Authorities

• The Ministry of Education and Science handles certificates from schools and vocational institutions
• School Superintendents (Kuratorium Oświaty) process primary and secondary education documents
• Directors of Regional Exam Commissions validate external examination certificates
• Specialized bodies for medical, legal, and commercial documentation

 

Documents Eligible for Apostille in Poland

Official Documents That Can Be Apostilled

Polish authorities can apostille a wide range of official documents for international use. Civil status documents such as birth certificates, marriage certificates, and death certificates are commonly apostilled for use abroad. Court-issued documents including judgments, decrees, and official notices also qualify for this certification.

Notarial deeds represent another major category, encompassing powers of attorney, property transactions, and business agreements certified by Polish notaries. Educational qualifications from state and recognized institutions—including diplomas, transcripts, and certificates—form a significant portion of apostille requests.

Commercial documents like extracts from the Polish trade register and land register documents can be apostilled, though some may require pre-authentication from specialized authorities.

Documents That Cannot Be Apostilled

Not all documents qualify for apostille certification in Poland. Commercial contracts and standard business invoices typically fall outside the scope of the Hague Convention’s parameters for apostille. Customs documentation and administrative papers directly related to commercial operations are explicitly excluded from the apostille system.

Diplomatic and consular documents have their own verification channels and don’t require apostille certification. Identity cards and personal identification documents issued by Polish authorities also cannot receive an apostille endorsement.

Documents intended for countries that aren’t signatories to the Hague Convention require consular legalization instead of apostille certification.

 

Pre-Authentication Requirements

Documents Requiring Prior Authentication

Many documents must undergo preliminary authentication before they qualify for apostille certification in Poland. Notarial acts and court documents need authentication by the president of the relevant regional court (sąd okręgowy), while appeals court documents require verification from the president of the appropriate court of appeal.

Higher education credentials demand authentication from the National Agency for Academic Exchange before apostille processing can begin. Art school certificates must first be verified by the Ministry of Culture and National Heritage to establish their authenticity.

Professional qualifications like master craftsman’s certificates require validation from specialized bodies such as the Polish Crafts Association before proceeding to apostille.

Authentication Authorities

The authentication process involves different authorities depending on document type. Regional courts handle the preliminary verification for legal documents, ensuring judicial and notarial papers meet all formal requirements before apostille certification.

The National Agency for Academic Exchange (NAWA) serves as the authentication authority for university-level credentials, confirming the legitimacy of Polish higher education documents. For primary and secondary education, school superintendents (kuratorium oświaty) provide the necessary pre-certification.

Medical qualifications receive authentication from the Ministry of Health, while commercial documents may require validation from the Polish Chamber of Commerce or regional chambers. This multi-tiered approach ensures thorough verification of document authenticity.

 

How to Apply for an Apostille in Poland

In-Person Application

Applying in person offers the advantage of potentially same-day processing for your apostille. Begin by scheduling an appointment through the e-Konsulat online system and print your confirmation. This appointment scheduling is mandatory and helps manage the flow of applicants efficiently.

Prepare your original document for certification along with a completed application form, which you can either fill out in advance or complete on-site. You’ll need to pay a stamp duty of PLN 60 per document and bring proof of this payment to your appointment.

The visitor service office for in-person applications is located at the Legalization Department of the Ministry of Foreign Affairs at ul. Krucza 38/42 in Warsaw. If your application is submitted by someone else on your behalf, they must bring written authorization with your handwritten signature.

Application by Post

Postal applications provide convenience for those unable to visit Warsaw personally. Send your documents to the Legalization Department at ul. Szucha 23, 00-580 Warsaw, including the original document requiring apostille, a completed application form with contact details, and printed confirmation of the PLN 60 stamp duty payment.

Special considerations apply for international applicants. If you don’t live in Poland or another EU member state (or Iceland, Liechtenstein, Norway, or Switzerland) and haven’t appointed a proxy in Poland, you must designate a proxy for deliveries within Poland.

Processing time for postal applications extends to approximately 30 days from receipt, significantly longer than in-person processing. Documents are returned via registered mail to addresses in Poland, EU countries, Iceland, Liechtenstein, Norway, or Switzerland, or to your designated Polish proxy.

 

Step-by-Step Apostille Process

Obtaining an apostille in Poland follows a structured process that ensures proper verification of your documents. Begin with thorough document preparation, ensuring all papers are original or properly certified copies issued by competent authorities. Check that your document contains complete and accurate information with no discrepancies or errors that might delay processing.

For documents requiring pre-authentication, submit them to the appropriate authority based on document type. This step establishes the basic authenticity before proceeding to apostille certification. Complete the official application form for apostille certification, providing all requested personal information and document details.

Pay the required stamp duty of PLN 60 per document through bank transfer to the designated account. Keep your payment confirmation as proof to include with your application. Submit your complete application package either in person (with an appointment) or by mail to the Legalization Department.

After processing, collect your apostilled document either in person on the same day (for in-person applications) or receive it by mail within the 30-day processing window for postal submissions.

 

Using Intermediary Services

Professional Assistance Benefits

Using professional intermediary services can significantly streamline the apostille process in Poland. These specialists possess intimate knowledge of the bureaucratic procedures and can navigate potential complications efficiently. They’re familiar with document requirements for different recipient countries and can advise on specific preparations needed.

Intermediaries maintain regular contact with relevant Polish authorities, which often allows for expedited processing compared to individual applications. Their experience helps avoid common pitfalls that might otherwise delay your document certification.

Time-Saving Advantages

Perhaps the most valuable benefit of professional assistance is the substantial time saved. Instead of researching requirements, scheduling appointments, and waiting in government offices, you can delegate these tasks to specialists while focusing on other priorities.

Intermediary services typically offer significantly faster processing times than standard applications. What might take 30 days through regular channels can often be completed in just days or even hours through established professional channels.

The convenience extends to document collection and delivery, with many services offering secure courier options to your location worldwide.

Combined Services Options

• Document procurement for lost or damaged papers
• Certified translations by sworn translators
• Pre-authentication arrangements with specialized authorities
• International courier delivery to your location
• Consultation on document requirements for specific countries

 

Apostille for Specific Document Types

Educational Documents

Educational credentials frequently require apostille certification for international recognition. Polish school certificates and diplomas must first receive authentication from either the school superintendent or the Regional Examination Board before proceeding to apostille certification.

University degrees present additional requirements, with transcripts and diplomas requiring pre-authentication from the National Agency for Academic Exchange. This two-step process ensures the legitimacy of Polish qualifications abroad.

For specialized education documents like art school certificates, the Ministry of Culture and National Heritage must provide preliminary authentication before the apostille can be affixed.

Legal Documents

Court judgments, including divorce decrees, custody decisions, and other judicial rulings, must be authenticated by the president of the regional court before receiving an apostille. This verification confirms the document’s official status within the Polish legal system.

Notarial deeds require similar pre-authentication from regional court presidents before apostille certification. These documents encompass a wide range of legal instruments from powers of attorney to property transactions and commercial agreements.

Polish legal documents with apostille certification retain their evidential value in foreign jurisdictions that are signatories to the Hague Convention, eliminating the need for further authentication steps.

Civil Status Documents

Birth certificates from Polish civil registries require apostille certification for use in most non-EU countries. These foundational identity documents establish citizenship, age, and parental relationships for various international procedures from immigration to inheritance.

Marriage certificates with apostille verification provide official confirmation of marital status for visa applications, property matters, and legal proceedings abroad. Death certificates require similar certification for insurance claims, estate proceedings, and documentation updates in foreign jurisdictions.

The apostille confirms the authenticity of these vital records while respecting their pivotal role in establishing personal legal status across international boundaries.

 

Translation of Documents with Apostille

Documents often require certified translation alongside apostille certification for use abroad. In Poland, sworn translators (tłumacz przysięgły) provide legally recognized translations that maintain the document’s official status. These professionals are registered with the Ministry of Justice and apply their specialized seal to translations.

The question of whether translations themselves require apostille certification depends on the requirements of the destination country. In many cases, the original document receives the apostille, while the attached translation is certified by the sworn translator without separate apostille. However, some countries may require the translation to receive its own apostille certification.

You have two main options for translation: obtaining it in Poland before apostille certification or arranging translation in the destination country after apostille. For maximum acceptance, arranging translation in the destination country often provides greater assurance that local authorities will recognize the documentation package.

 

Costs and Timeframes

The basic fee for apostille certification in Poland is PLN 60 per document, payable as stamp duty to the designated government account. This official cost remains consistent regardless of document type, though additional fees may apply for pre-authentication services from specialized authorities.

Processing times vary dramatically depending on your application method. In-person applications at the Ministry of Foreign Affairs can often be completed the same day, sometimes within hours. This represents the fastest route to obtaining your apostille certification.

Postal applications require significantly more patience, with standard processing times extending to 30 days from receipt. For those with urgent needs, professional intermediary services can often secure faster processing through their established channels, though at additional cost.

Pre-authentication requirements can extend these timeframes, with each authority having its own processing schedule. Factor these preliminary steps into your timeline when planning document legalization.

 

Common Issues and Solutions

Rejection of apostille applications typically stems from incomplete documentation or failure to complete required pre-authentication steps. Ensure all preliminary verifications are complete before submitting for apostille, and include all supporting materials with your application.

Documents from other countries present special challenges. Foreign documents must first be legalized in their country of origin before being presented to Polish authorities. Poland cannot apostille documents issued by other nations, even if they are properly translated.

Special cases like documents for adoption, international business formation, or property purchases may require additional steps beyond standard apostille. Consult with specialists familiar with your specific document purpose to identify all necessary certifications.

 

Alternatives to Apostille

For countries not party to the Hague Convention, consular legalization serves as the main alternative to apostille certification. This more complex process involves authentication by the Ministry of Foreign Affairs followed by certification from the embassy or consulate of the destination country in Poland.

Within the European Union, Regulation 2016/1191 exempts many public documents from apostille requirements, creating a streamlined system for document recognition between member states. This regulation covers birth, marriage, and death certificates, as well as documents relating to residence, citizenship, and criminal records.

The CIEC Convention provides another alternative for certain civil status documents. Multilingual extracts issued under this convention are exempt from legalization requirements in contracting states, which include many European countries beyond the EU framework.

 

How Soylu Law Can Assist with Your Apostille Needs in Poland

Navigating Poland’s apostille requirements can be challenging, especially for clients outside the country. Soylu Law specializes in document authentication services, offering comprehensive assistance with obtaining apostilles for Polish documents and criminal record certificates for international use.

Our experienced legal team provides end-to-end support throughout the entire process, from initial document preparation to final certification. With established connections to Polish authorities and expertise in international documentation requirements, we ensure efficient processing of your documents with all necessary translations and verifications.

Whether you need criminal record checks for employment, immigration, or education purposes, our multilingual staff offers personalized guidance at every stage. We transform what could be a complex bureaucratic procedure into a smooth and efficient experience.

Our Comprehensive Apostille Services Include:

• Document pre-authentication with relevant Polish authorities
• Apostille application preparation and submission
• Criminal record certificate procurement from Polish authorities
• Certified translation services by sworn translators
• Secure international delivery of completed documents
• Expert consultation on country-specific requirements

 

Contact Soylu Law today to experience our professional approach to international document legalization and benefit from our specialized knowledge of Polish apostille procedures.