EU long-term resident’s residence permit

For many foreign nationals, it is this stage that determines the stability of their life in Poland. An EU long-term resident’s residence permit regularises their residence status, but it is not granted automatically – specific conditions must be met and a valid application must be submitted.

What is an EU long-term resident’s residence permit and what does it offer?

An EU long-term resident’s residence permit is not the same as a residence card. The administrative decision is valid indefinitely, whilst the residence card issued in connection with this permit is valid for 5 years. This distinction is important, as many people confuse the document confirming the entitlement with the entitlement itself. The decision itself grants permanent status, whilst the card serves to confirm one’s identity and legal residence on a day-to-day basis.

Once the permit has been granted, a foreign national may work in Poland without a work permit. The card includes a note regarding access to the labour market, so a further formal step is not required when changing employer or the type of contract. This is a significant difference compared to temporary residence, where the scope of rights is often linked to a specific purpose of stay, and compared to standard visas, which do not provide such a stable basis for family and professional life. In practice, this means less dependence on individual administrative decisions and a lower risk that a single change of employment will jeopardise the legality of one’s stay in the country.

It is also important to note that the permit allows travel within the Schengen Area. A stay in other countries within this area may last up to 90 days within a 180-day period. However, this does not mean the freedom to settle anywhere without additional formalities. If someone wishes to live outside Poland for a longer period, they must check the regulations of their destination country. This document therefore provides stability within Poland and a reasonable degree of mobility outside it.

The difference between a temporary stay and this arrangement is also clear from a psychological perspective. With a temporary stay, one must keep track of the purpose, deadlines and renewals, whilst constantly checking whether the grounds for the stay still apply. With an EU long-term resident permit, the focus shifts more towards maintaining your status rather than constantly renewing it. For someone who has lived in Poland for several years, this often marks a transition from the ‘I have to renew’ mindset to the ‘I have permanent status and just need to replace my card’ mindset.

Who is eligible to apply for an EU long-term resident permit after 5 years’ residence?

An application may be submitted by a foreign national who has resided in Poland legally and continuously for at least 5 years immediately prior to submitting the documents. This period is counted backwards from the date of submitting the application, not from the date the decision is issued. This is the first condition, without which the procedure will not proceed any further.

Article 211(1) of the Act on Foreigners

“A long-term EU resident’s residence permit shall be granted to a foreign national for an indefinite period, upon their application, if they have resided lawfully and continuously in the territory of the Republic of Poland for at least 5 years immediately prior to submitting the application”

The Act of 12 December 2013 on Foreigners

Residence is deemed to be uninterrupted despite periods of absence, but only if these fall within the statutory limits. A single absence may not last longer than 6 months, and the total duration of all absences may not exceed 10 months over the entire five-year period. This is relevant for people who travel on business, visit family or divide their time between Poland and other countries. A short holiday does not rule out the possibility, but the cumulative duration of absences may well prevent it.

Article 212(3) of the Act on Foreigners

“A foreign national’s residence forming the basis for the grant of an EU long-term resident’s residence permit shall be deemed uninterrupted if none of the breaks in that residence: 1) was longer than 6 months and the total duration of all such interruptions did not exceed 10 months”

The Act of 12 December 2013 on Foreigners

Not every period of residence counts towards the five-year period. In certain situations, time spent under an EU Blue Card or a previous lawful residence in another Member State of the European Union is taken into account. Certain periods of study, local border traffic and periods subject to a return obligation are also excluded from the calculation. The authority therefore checks not only the length of stay, but also its legal basis and whether the period in question actually contributes to the required length of residence.

What documents prove income, insurance and proficiency in Polish?

This stage determines the outcome of the entire application more than the length of stay itself. The authority examines three things simultaneously – income must be stable and regular, the applicant must have health insurance, and must have a proven knowledge of the Polish language. In practice, it is a matter of demonstrating to the authorities that the applicant has not only lived here for a sufficiently long time, but is also genuinely able to live independently.

There are specific thresholds for income. At least 1,010 zł per month for a single person and 823 zł for someone living with a family. It is not simply a matter of a single pay cheque or a one-off payment into a bank account. The income must be lawful, stable and regular, and the assessment is usually carried out over a longer period – for some foreign nationals, covering the last two years; for others, the three years preceding the submission of the application. Short-term fluctuations do not necessarily rule out the application, but a lack of consistency certainly does.

Documents proving income may include an employment contract or a contract for specific work, together with payslips, PIT-11, PIT-37 or a certificate from the tax office confirming the income earned. In the case of business activities or serving as a board member, shareholders’ resolutions or a management contract in accordance with Article 210 of the Commercial Companies Code may be required, provided that such an arrangement actually applies to the foreign national’s situation. The authority may also request additional evidence, such as ZUS RCA or ZUA reports, a ZUS certificate regarding social security contributions, and information on unpaid leave or sick leave.

Health insurance can be demonstrated by a current ZUS RCA declaration together with confirmation that the document has been sent to ZUS, or by a private insurance policy covering medical costs within Poland. If someone is covered by a family member’s insurance or works on a non-permanent basis, the office will consider the actual basis for insurance cover, rather than relying solely on a verbal assurance.

Proof of proficiency in the Polish language is subject to a specific list of accepted documents. A B1 certificate issued by the State Commission for the Certification of Proficiency in Polish as a Foreign Language, or a school leaving certificate from a school in Poland where Polish was the language of instruction, is accepted. The same applies to a degree certificate from a Polish university, accompanied by a supplement indicating that the language of instruction was Polish, and equivalent documents from schools or universities abroad where teaching is conducted in Polish. For an adult, the absence of one of these documents usually means that they must sit a certification exam or obtain the relevant certificate beforehand.

Legal title to the property and other supporting documents most commonly preventing a case from proceeding?

The legal title to the property often determines whether the application will proceed or be halted at the preliminary verification stage. Simply being registered at an address is not sufficient, as the authorities do not merely check the address entered in the register, but verify the actual right to use the property. A document is required which demonstrates the right to dispose of the property, for example a title deed or a tenancy agreement with a clearly specified term and conditions of use. Without such an attachment, the provincial governor may refuse to initiate proceedings.

A loan for use agreement is usually accepted only in strictly defined family relationships. This applies to situations where the property is lent by a spouse or a relative in the direct line, such as a parent, grandparent or child, and in some cases also a sibling. If the document does not demonstrate kinship or cannot be linked to the property in question, the authority will regard it as insufficient. A mere declaration by the flat owner that the foreign national may live there does not constitute a legal title.

Section 219(3) of the Act on Foreigners

“A contract for the loan of premises shall not be recognised as a legal title, unless the lender is a descendant, ascendant, spouse, parent of the spouse or sibling of the foreign national.”

The Act of 12 December 2013 on Foreigners

If a tenancy agreement expires whilst the case is pending, it is advisable to immediately prepare a document confirming the foreign national’s continued right to the premises. A lack of continuity in this regard may result in a request to remedy deficiencies or the application being left unexamined. In this case, it is best to have a copy of the current tenancy agreement and proof that the property remains at the foreign national’s disposal on the date the decision is issued.

The application must also be accompanied by other formal attachments, which the authorities check very carefully. The photograph must be in colour, clear and taken no earlier than 6 months before the application is submitted. The photo file should be 684 x 883 pixels and not exceed 2.5 MB, whilst scans of paper documents should ideally be in PDF format. The passport must be scanned or photographed on all pages containing details and stamps.

Applications without proof of payment are also rejected immediately. To initiate the procedure, confirmation is required that a stamp duty of 640 zł has been paid for the grant of the permit and 100 zł for the issue of the residence card. Where a representative is acting on the applicant’s behalf, an additional 17 zł stamp duty is payable for the power of attorney. It is advisable to include the foreign national’s full name in the payment reference, along with details of what the payment relates to.

Preparing a complete set of documents before sending them saves you from having to be contacted later and speeds up the process of initiating the case. Most often, the problem does not lie with the right of residence itself, but with a minor procedural oversight – an unsigned attachment, an incorrect scan or an expiring tenancy agreement. When these details are in order from the outset, the authorities assess the case on its merits rather than holding it up at the first hurdle.

An online application via MOS: from creating an account to UPO and signing?

The newer process goes via MOS and login.gov.pl, so preparations begin even before you reach the form itself.
First, you need a PESEL number and a Trusted Profile.
Without these, it is difficult to proceed.
An e-Delivery inbox will also come in handy, as the authorities are increasingly communicating electronically.

The technical aspects are more important than many people realise.
A single attachment file must not exceed 10 MB, and the total size of all files is limited to 50 MB. Photographs must have the exact required digital dimensions – 684 x 883 pixels – and scans of paper documents are best prepared as PDFs.
If someone has submitted poor-quality photographs or uploaded files that are incorrectly labelled with their surname or the type of travel document, the authorities will usually respond with a request for clarification rather than proceeding with the substantive assessment.
Adhering to the technical requirements speeds up the entire process more than providing additional details in one’s own interest.

1. Log in via login.gov.pl and create a MOS account.
2. Gather scans of your passport, a biometric photograph and proof of payment.
3. Attach the required documents and sign the form using a trusted profile or a qualified electronic signature.
4. Download the UPO after submitting the form and keep it together with a copy of the complete set of documents.
5. Only then should you track the case reference number in inPOL and check your email or e-Deliveries inbox.
6. Also remember the case reference code – the authority sends this after the application has been registered.
7. If you are acting as the legal representative of a child or a person under care, you must sign the form in accordance with your legal status. The type of signature depends on your role in the proceedings. Not every signature looks the same. This is an important technical distinction.

The UPO is of paramount importance.
The absence of a UPO means the form has not been successfully submitted.
Simply clicking the ‘send’ button does not in itself guarantee anything.
Only confirmation of receipt transforms the attempt to send the form into a properly initiated procedure.
If the system has not generated it, the matter must be treated as if the document were still awaiting dispatch on the sender’s end.
This is one of those moments where a minor detail determines the outcome of a whole month’s work on the case files.

What happens after submitting a summons application?

The first indication following the registration of the case is an email containing the case reference number. From that point onwards, it is advisable to keep a close eye on your inbox, as subsequent notices will be sent to the address provided in the application or via e-Delivery. In cases handled digitally, the office sets a date for you to attend in person, at which time you must present your passport, provide a signature and have your fingerprints taken. This appointment is not for submitting a full set of documents at the counter, as supplementary documents are sent electronically. For those working shifts or living outside the city where the office is located, this is a great convenience, but it requires regular monitoring of correspondence. The case reference number, the summons to appear and the fingerprinting usually follow in quick succession.

If the application has been submitted on time and there are no formal deficiencies, your stay remains legal from the date of submission until the date on which the decision becomes final. Where the authority identifies formal deficiencies, the deadline for rectifying them has real procedural significance. Exceeding the specified time limit may result in the application being left unexamined or a refusal to initiate proceedings, if the issue relates to the document submission stage. Therefore, simply sending the form is not enough, as the response to subsequent requests is also crucial. The deadline for rectifying deficiencies and the date of receipt of the documents determine whether the case proceeds.

In digital proceedings, documents are submitted via the designated inbox or electronic delivery system. Paper originals should not be shunted back and forth between your desk and the authority unnecessarily, as the authority expects files signed in accordance with the requirements or scans certified as true copies by an authorised person. If the authority requests further clarification, the response must also be sent electronically. It is therefore essential to keep your files, naming conventions and document versions organised, as searching for the correct certificate later on can take longer than the visit to the office itself. In fact, it is best to place each file straight away into a separate folder labelled with the date of dispatch.

Correspondence is not limited to a single channel. The authority may send an email, a letter via e-Delivery, or notification of the receipt of a decision or residence card by text message or another email. Having a current email address is very important here, as are a telephone number and a registered address. Moving house without updating your contact details often results in a missed deadline or a delay in receiving a decision. The applicant should also regularly check the portal for tracking the status of their application, as information on the next stages of the procedure is posted there.

Residence is considered lawful from the date the application is submitted until the date of the final decision, provided the form was submitted on time and there are no formal deficiencies, or any such deficiencies were rectified within the specified timeframe.

Once the permit has been issued, the office will inform the applicant of the date for collecting the decision and the residence card. The card itself is a separate document and has its own period of validity, so collecting it does not yet fulfil all the obligations associated with the case. It is a good idea to keep proof of postage, UPO receipts and copies of the most important documents, as this makes it easy to retrace the sequence of events should you need to replace the card later or if the authorities have any queries. Those who keep track of their correspondence from the outset are less likely to waste time on repeat requests and clarifications.

Frequently asked questions

Sources

• https://migrant.wsc.mazowieckie.pl/pl/procedury/zezwolenie-na-pobyt-rezydenta-dlugoterminowego-ue
• https://www.migrant.info.pl/pl/zezwolenie-na-pobyt-rezydenta-dlugoterminowego
• https://infoopt.pl/rezydent-dlugoterminowy-ue/
• https://cudzoziemiec.bydgoszcz.pl/pobyt-w-polsce/pobyt-rezydenta-dlugoterminowego-ue/