Poland's New Immigration Rules: What Changed in 2025-2026
Poland passed its biggest immigration reform in 20 years. Here's what changed for foreign workers — from digital-only applications to new fees and the end of the labor market test.
December 1, 2025
Poland's New Immigration Rules: What Changed in 2025-2026
Poland has passed its most comprehensive immigration reform in two decades. The Act on Conditions of Admissibility of Foreign Workers to the Polish Labour Market, which took effect on June 1, 2025, fundamentally changed how foreign workers apply for and receive work authorization in Poland.
Whether you are a worker planning to come to Poland, an employer looking to hire internationally, or a recruitment agency navigating the new system — here is everything you need to know about what changed and what it means for you.
Timeline of Changes
Understanding when each change took effect is critical:
| Date | What Happened |
|---|---|
| June 1, 2025 | Act on Conditions of Admissibility took effect — digital applications mandatory, labor market test replaced |
| December 1, 2025 | Full set of implementing by-laws (regulations) activated — detailed procedures for all permit types finalized |
| January 1, 2026 | New fee schedule took effect — significant increases across all permit types |
| January 1, 2026 | New minimum wage: PLN 4,806/month gross |
Change 1: All Applications Are Now Digital-Only
What changed: Before June 2025, work permit applications could be submitted on paper at voivodeship offices. Long queues, lost documents, and weeks of waiting in line were common — particularly at busy offices in Warsaw, Krakow, and Wroclaw.
The new rule: ALL work permit and employer declaration applications must now be submitted electronically through the government's official portal at praca.gov.pl. Paper submissions are no longer accepted at any office, anywhere in Poland.
What this means in practice:
- Employers (or their authorized representatives) create an account on praca.gov.pl
- All documents are uploaded digitally — scanned copies of originals
- Applications are tracked with a unique reference number
- Notifications about decisions are sent electronically
- The system is available 24/7, eliminating the need to visit offices during business hours
Who is affected: Primarily employers who submit the applications. Workers themselves do not need to interact with the digital system directly, but they should ensure their documents (passport scans, photos, etc.) are high-quality digital copies.
Impact: The shift to digital has, after an initial adjustment period, reduced average processing times for straightforward applications. However, the system experienced significant technical issues in the first months. By late 2025, most voivodeships reported the system was running smoothly.
Change 2: The Labor Market Test Was Eliminated
What changed: Under the old system, before an employer could hire a foreign worker, they typically had to conduct a "labor market test" (informacja starosty) — proving to the local employment office that no Polish or EU citizen was available for the position. This test added 14–21 days to the process and was widely regarded as bureaucratic theater, since the results were almost always the same.
The new rule: The labor market test has been completely eliminated and replaced with a system of "protected positions" lists published by each voivodeship (region).
How the new system works:
- Each voivodeship governor publishes a list of occupations considered "protected" — positions where there is sufficient local labor supply
- If the offered position is NOT on the protected list, no test or additional proof is needed — the employer can proceed directly with the work permit application
- If the position IS on the protected list, additional justification may be required, but the process is simpler than the old labor market test
- Protected lists are updated regularly (at least every 6 months) to reflect actual labor market conditions
Impact: This is arguably the most significant practical change. It removes a major bureaucratic hurdle and reduces processing time by 2–3 weeks for most applications. The protected positions lists are generally short — most blue-collar and technical positions are NOT protected, meaning most foreign worker applications are unaffected.
Change 3: New Fee Structure (January 1, 2026)
The new law introduced substantially higher fees for work permits and employer declarations:
Employer Declaration (Oświadczenie o powierzeniu pracy)
| Old Fee | New Fee (2026) | |
|---|---|---|
| Standard declaration | PLN 100 | PLN 400 |
Work Permits
| Duration | Old Fee | New Fee (2026) |
|---|---|---|
| Up to 3 months | PLN 50 | PLN 200 |
| 3 months to 1 year | PLN 100 | PLN 400 |
| Over 1 year | PLN 200 | PLN 800 |
| Extension | PLN 100 | PLN 400 |
Note: Under Polish law, the employer is responsible for paying work permit fees. These costs should NOT be passed on to the worker. If a company or agency asks you to pay the government work permit fee, this may be a violation of Polish labor law.
Change 4: Higher Fines for Illegal Employment
Poland has dramatically increased penalties for employers who hire workers illegally:
| Violation | Old Fine | New Fine (2026) |
|---|---|---|
| Employing a foreigner without a valid work permit | PLN 1,000–5,000 | PLN 3,000–50,000 |
| Employing on conditions different from the permit | PLN 1,000–5,000 | PLN 3,000–30,000 |
| Not informing authorities of changes | PLN 500–1,000 | PLN 1,000–10,000 |
| Repeated violations | PLN 5,000–10,000 | PLN 10,000–100,000 |
What this means for workers: Higher fines create a stronger deterrent against exploitation. Employers are now much less likely to hire workers "off the books" or on conditions different from what the work permit specifies. If your actual working conditions differ from your work permit (different job, lower salary, different location), your employer is committing an offense carrying fines up to PLN 30,000.
What this means for employers: Compliance is now non-negotiable. Ensuring that actual working conditions exactly match the work permit — job title, salary, working hours, location — is critical. The cost of non-compliance has increased by up to 10x.
Change 5: New Minimum Wage for 2026
Poland's minimum gross wage increased to PLN 4,806/month (approximately €1,120) effective January 1, 2026, up from PLN 4,300 in 2025. This is a 11.8% increase.
Impact on work permits:
- All work permits must specify a salary at or above the minimum wage
- Existing permits with salaries below the new minimum must be updated
- Employers who fail to pay at least the minimum wage face the new, higher fines
- The minimum hourly rate is PLN 31.44 gross
Change 6: Simplified Permit Extensions and Employer Changes
The new law also streamlined two previously painful processes:
Permit Extensions
- Extensions can now be filed digitally (previously required in-person visits)
- Processing time for extensions is targeted at 30 days
- If you file for an extension before your current permit expires, you can legally continue working while waiting for the decision
Changing Employers
- Workers can now change employers without leaving Poland, provided the new employer files a new work permit application
- During the transition period (while the new permit is being processed), workers can legally remain in Poland
- The new employer's application is processed as a standard new application — there is no expedited process for employer changes, but the digital system makes it faster overall
What This Means If You Are Applying Now
If you are currently in the process of applying for a Polish work permit, or planning to apply in 2026:
The Good News
- Faster processing — The digital system and elimination of the labor market test have reduced processing times for most applications
- Greater transparency — You can track your application online instead of calling the voivodeship office repeatedly
- Stronger protections — Higher fines for employers mean better compliance with work permit conditions
- Higher minimum wage — PLN 4,806/month gross ensures a higher baseline salary
The Challenges
- Higher costs — The fee increases are significant, particularly for longer permits (PLN 800 for permits over 1 year)
- Digital literacy required — Employers who are not comfortable with digital systems may struggle initially
- Protected positions uncertainty — The protected positions lists vary by voivodeship and change every 6 months, creating some unpredictability
Practical Advice
- Start early — Even with faster processing, the total timeline (permit + visa + travel) is still 4–6 months
- Ensure document quality — Digital applications mean your scanned documents need to be clear, complete, and correctly formatted
- Check the protected positions list for your target voivodeship before applying
- Work with experienced professionals — The transition period means not everyone understands the new rules yet. An experienced agency can navigate the nuances.
Frequently Asked Questions
Do these changes apply to all nationalities?
Yes. The new Act applies to all foreign workers (non-EU/EEA citizens) regardless of nationality. The employer declaration (Oświadczenie) procedure still applies only to citizens of specific countries (Ukraine, Belarus, Georgia, Armenia, Moldova, and a few others).
I have a work permit issued before June 2025. Is it still valid?
Yes. Existing work permits remain valid until their expiration date. You do not need to reapply under the new system. When it is time to renew, the renewal will follow the new digital process.
Are the new fees paid by the worker or the employer?
By law, the employer pays work permit fees. Service fees charged by recruitment agencies are separate and governed by the service contract between you and the agency.
Will processing times actually be faster?
In most voivodeships, yes. The combination of digital submissions and the elimination of the labor market test has reduced average processing times. However, busy voivodeships (Mazowieckie, Malopolskie) still experience backlogs during peak periods.
What if my employer is paying me less than the new minimum wage?
This is a violation of Polish law. Contact the National Labour Inspectorate (Państwowa Inspekcja Pracy) — they investigate wage complaints confidentially. Your immigration status is NOT affected by filing a complaint about wage violations.
Can I still apply for a Temporary Residence and Work Permit (single permit)?
Yes. The single permit (combining residence and work authorization) issued by the voivode is still available. The new Act primarily affects the standalone work permit and employer declaration procedures. Many workers transition to the single permit after arriving in Poland on a national visa.
Stay Informed, Stay Legal
Immigration law changes frequently, and the 2025–2026 reform is the biggest shift in two decades. Staying informed and working with knowledgeable professionals is the best way to protect your interests.
World Wide Services has been navigating Polish immigration since 2016. We have guided over 3,720 workers through the system — including the transition to the new digital framework — with a 97% approval rate.
Have questions about the new rules? Visit worldwideservice.eu or contact our offices in Szczecin (Poland), Abuja (Nigeria), or Tirana (Albania).
World Wide Services sp. z o.o. — KRS: 0000598190 | NIP: 7792438654
About the Author
Karim Bukarim
Co-Founder, Head of Product Development
Karim is a co-founder of World Wide Services with deep expertise in international employment and immigration processes. He leads product development to simplify global workforce mobility.
