Employer checklist for a Poland Type A work permit

The employer checklist you need before filing (Type A)

For a Type A work permit (employment with a Polish employer), the employer submits the application to the wojewoda. Prepare, at minimum:

- Company documents: KRS or CEIDG extract; REGON; NIP; proof of ZUS registrations; confirmation the company is active (e.g., recent corporate extract or other evidence of ongoing activity).

- Employment terms: position title aligned to KZiS (Polish Classification of Occupations), brief job description, place(s) of work, working time (full/part-time), type of agreement (e.g., umowa o pracę or umowa zlecenie), and offered remuneration that is not lower than applicable minimums and comparable roles.

- Candidate documents: clear passport biodata page copy; contact details; education/experience evidence if the role requires it; any professional licenses if applicable.

- Labour market step: informacja starosty (labour market test) where required, or grounds for an exemption if one applies in your case.

- Application specifics: a correctly filled application form for the relevant voivodeship, fee proof, and any required statements or powers of attorney.

Who applies, when to start, and when work can legally begin

The Polish employer applies for the Type A work permit. Start as early as practical because processing times vary by voivodeship and case complexity.

The foreign national may start work only when they hold both the right to work and the right to stay in Poland that allows work. A work permit alone is not a travel or stay document. If the candidate is abroad, they typically need a national visa (D) or a residence permit that authorizes work. If the candidate is already in Poland, verify their current status allows them to work for you under the conditions stated in the permit. Always check the official guidance of your local Urząd and the issuing wojewoda.

Labour market test (informacja starosty): do you need it?

In many Type A cases, the employer must obtain an informacja starosty from the local Powiatowy Urząd Pracy (PUP) before filing. This assesses whether suitable candidates are available locally. The outcome is attached to the permit application.

There are recognized situations where the test may be waived or not required, for example when the candidate holds a specific status that grants work access without a test, or when regional policies list shortage occupations where PUP testing is not carried out. These exemptions vary and are updated, and practice differs by voivodeship. Before assuming an exemption, verify on the website of your local PUP and wojewoda, or confirm directly with the office.

Practical tip: Decide your job title and KZiS code before contacting PUP. Misaligned titles can trigger re-queries or a repeat test.

Make your job details permit-ready

Your permit will specify employer identity, job title aligned to KZiS, workplace location(s), working time, remuneration, and the type of agreement. Keep these consistent across your recruitment materials, the PUP submission (if any), and the permit application.

If the role is remote or hybrid, list the registered workplace and any additional fixed locations. If the employee may work at multiple sites, include them. If you change any of these elements later, you may need a new permit or a notification to authorities—check official guidance for your voivodeship.

Ensure that the offered pay meets Polish law requirements and internal parity. If you reference allowances or bonuses to reach a figure, be explicit about what is guaranteed vs. variable.

Worked example: hiring a software developer in Mazowieckie

Scenario: A Warsaw-based sp. z o.o. wants to hire a foreign software developer on an umowa o pracę. The company gathers its KRS extract, REGON and NIP, a recent ZUS confirmation, and proof of ongoing activity (e.g., recent corporate filing). It defines the job with an appropriate KZiS code for software developers, sets the workplace as the Warsaw office plus remote work from home within Poland, and confirms a full-time schedule with salary aligned to market and legal minimums.

Before filing, HR checks the Mazowiecki PUP website to see whether a labour market test is required for the chosen KZiS code. If required, they submit an offer to PUP and await the informacja starosty. If an exemption appears to apply, they confirm it with PUP or the wojewoda’s published guidance.

They attach the candidate’s passport copy and relevant IT degree and experience evidence, pay the application fee, and file with the Mazowiecki Urząd Wojewódzki. Since the candidate is abroad, HR advises them to apply for a national visa after the permit is issued, following the consulate’s instructions.

Frequent mistakes that slow or derail applications

- Inconsistent job data: Job title in the PUP process does not match the KZiS code or the title in the permit form.

- Vague or shifting workplace: Only the city is listed, but the contract and actual work are at multiple sites; later changes may require a new permit or office notification.

- Pay below thresholds: Offered remuneration does not meet legal minimums or typical conditions for the role, prompting queries.

- Missing company evidence: No recent KRS/CEIDG extract, unclear business activity, or lack of ZUS registration proof.

- Poor document quality: Cropped passport scans, unreadable stamps, or unsigned statements.

- Assuming an exemption: Relying on informal advice about labour market test waivers without confirming with PUP or the wojewoda.

After issuance: onboarding, storage, and changes

Give the employee a copy of the permit and keep one at the workplace. Ensure their right to stay in Poland allows work under the permit conditions before the start date. Align the employment contract with the permit’s terms.

If any permit conditions change (employer, job title, scope, location, working time, remuneration, or agreement type), check whether you must apply for a new permit or notify the wojewoda. Requirements depend on the change and local practice—verify with the competent office.

For staff abroad, support their visa application with the issued permit and follow consular instructions. If the employment ends, promptly follow any required notifications to authorities.

Plan renewals early. Processing times vary, and uninterrupted work usually requires continuous authorization for both work and stay. Build internal reminders to start before expiry.

What to prepare before you contact the office

Have a finalized job profile with KZiS code, a draft contract reflecting actual terms, and a clean set of company documents (KRS/CEIDG, REGON, NIP, ZUS proof). Gather the candidate’s passport copy and qualifications. If you expect a labour market test, prepare a clear job ad that mirrors the permit details.

If you manage multiple hires or locations, standardize a checklist and document templates. This reduces back-and-forth with the PUP and wojewoda and helps you keep conditions consistent across documents.

If you prefer to offload coordination, Auranik’s Work Permit Administration service can handle document prep, filings, and communication with offices so your HR team can focus on onboarding.

Important note on legal and policy variation

This article provides general guidance for employers and HR teams. Immigration and employment authorization rules can change, and practices differ by voivodeship and office workload. Always verify current requirements with the competent office: your local Powiatowy Urząd Pracy (for informacja starosty) and the relevant Urząd Wojewódzki (wojewoda) for the work permit. For case-specific advice, consult a qualified professional.

Next steps for HR

- Finalize the job profile, KZiS code, and contract terms that will go on the permit.

- Collect company extracts (KRS/CEIDG), REGON, NIP, and ZUS proofs; check they are up to date.

- Obtain or confirm the informacja starosty requirement with your PUP; document any exemption basis.

- File a complete application with clear scans and consistent data across all documents.

- If you need hands-on help, contact Auranik about Work Permit Administration (/poland/consulting/work-permits).