New application form for a temporary residence permit from December 2025 – what has changed?

The new application form for a temporary residence permit, effective from 1 December 2025, applies to all foreign nationals submitting documents to regularise their stay in Poland after that date. This change stems from the Regulation of the Minister of the Interior and Administration of 25 November 2025 and from amendments to the regulations concerning the employment and residence of foreign nationals. The new forms introduce modified technical requirements and different supporting documents, and pave the way for the full digitisation of procedures in 2026. In practice, this means the end of the old forms, a greater emphasis on data verification, and a gradual transition to submitting applications via the MOS 2.0 system operated by the Office for Foreigners.

New application form for a temporary residence permit from 1 December 2025 – legal basis for the changes

The new form template comes into force on 1 December 2025 and stems directly from the Regulation of the Minister of the Interior and Administration of 25 November 2025 on applications for the granting of a temporary residence permit to a foreign national. This document has replaced the previous regulations set out in the Regulation of the Minister of the Interior and Administration of 17 April 2019 (Journal of Laws 2019, item 779). In practice, this means that all applications submitted from 1 December 2025 must be completed using the new form only.

The new application form for a temporary residence permit falls within the category of documents relating to the ‘Application for a temporary residence permit’ procedure, which is regulated by the Act of 12 December 2013 on Foreign Nationals. The change to the form is not merely a cosmetic modification. The regulation has introduced new fields concerning the grounds for residence, employment details and the foreign national’s financial security. The measures introduced are directly linked to the amendment to the Act on Foreigners of 24 April 2025, which changed the procedures for legalising residence and employment.

The new provisions form part of a wider reform of the migration system in the Republic of Poland. The legislator has adapted administrative procedures to the growing number of foreign nationals applying for legalisation of residence. In accordance with the provisions of the Act of 12 December 2013 on Foreigners, data relating to residence proceedings is collected in ICT systems maintained by the Head of the Office for Foreigners. The new forms have been designed so that the data from the application can be automatically processed in these registers.

Scope of changes to the documents and annexes to the application

The most significant change is that, from 1 December 2025, an updated set of forms and annexes to the application for a temporary residence permit will come into force. The new application form for a temporary residence permit forms an integral part of the procedure for legalising residence in Poland and is linked to additional documents submitted depending on the purpose of the stay – work, study, business activity or scientific research.

The changes primarily concern the annexes to the application. The most commonly used is Annex 1 concerning the employment of a foreign national, which is completed by the employer providing the work. Other forms have also been retained in the document system, such as Annex 2 concerning work in a highly qualified profession (EU Blue Card), Annex 3 for work placements and voluntary work, and Annex 4 for scientific research and researcher mobility. This approach enables the authority conducting the proceedings to quickly determine the basis for residence.

The new forms have been adapted to the provisions of two Acts: the Act of 24 April 2025 amending the Act on Foreigners and the Act of 20 March 2025 on the conditions for the admissibility of employing foreign nationals within the territory of the Republic of Poland. Both pieces of legislation have clarified the rules governing the employment of foreign nationals and standardised the procedure for confirming the legality of employment during residence proceedings. In practice, this means stricter checks on documents confirming employment and sources of income.

Technical requirements – photographs, biometrics and data registration

The new regulations introduce specific technical requirements concerning the documents submitted with the application. From 1 December 2025, a foreign national must attach photographs that meet the biometric standards applied when issuing residence permits.

The changes also cover the fingerprinting procedure. Biometric data is collected during a personal visit to the provincial office and used to personalise the residence card. The procedure has been brought into line with European security standards applied in the production of identity documents. This change is intended to reduce the number of errors in personal data and speed up the document preparation process.

The Regulation of the Minister of the Interior and Administration of 25 November 2025 also specifies the elements confirming the submission of an application. A stamp affixed to a foreign national’s passport confirms the legality of their stay in Poland until the administrative proceedings are concluded. From a procedural point of view, this is an element guaranteeing the continuity of their stay on the territory of the Republic of Poland whilst awaiting the provincial governor’s decision.

Digitisation of residence procedures and the MOS 2.0 system

Poland is introducing the full digitisation of procedures relating to the legalisation of foreign nationals’ residence. In 2026, applications for temporary residence, permanent residence and EU long-term resident status will be submitted exclusively electronically via the MOS 2.0 system. The platform is an extension of the Case Management Module (MOS) system operated by the Office for Foreigners.

MOS 2.0 will enable applicants to submit a complete application, including attachments, without having to deliver documents in person at the case registration stage. The system will allow users to complete the form, upload scans of documents and obtain an Official Acknowledgement of Receipt (UPO). The application will be signed electronically – using a trusted signature or a qualified electronic signature.

The digitisation of residence permit procedures stems from the amendment to the Act on Foreigners, which was passed by Parliament and signed by the President of the Republic of Poland on 12 December 2025. The reform is intended to increase administrative efficiency and reduce the time taken to process cases. The MOS system is linked to the state registers of foreign nationals’ cases maintained under the provisions of the Act on Foreigners. As a result, data from the application is automatically transferred to public administration registers.

How do you apply for a temporary residence permit following the changes?

The procedure for applying for a temporary residence permit remains formally similar, but requires the use of new forms and the fulfilment of additional technical requirements. A foreign national must submit the application no later than the last day of their lawful stay in Poland. The application is submitted to the provincial governor with jurisdiction over the place of residence.

The application must be accompanied by documents confirming the purpose of stay, including an employment contract or documents confirming that the applicant is self-employed, as well as a document confirming health insurance cover. In the case of employment, an annex signed by the employer is required. The application must also include a copy of a valid travel document and photographs meeting biometric requirements.

Fingerprints are taken when the application is submitted; therefore, the foreign national must appear in person at the office to provide their biometric data. This procedure stems directly from the provisions of the Act on Foreigners governing the identification of persons applying for legalisation of their stay.

Costs and fees when applying for a temporary residence permit

Submitting an application for a temporary residence permit entails the obligation to pay an administrative fee and a fee for the issue of a residence card. The fees are paid into the bank account of the relevant provincial office responsible for processing the application for legalisation of residence.

The residence card is a document confirming the foreign national’s identity whilst staying in Poland and entitles the holder to cross the border multiple times, provided they are in possession of a valid travel document. This document also serves as proof of lawful residence in the territory of the Republic of Poland during the period of validity of the permit.

In accordance with the provisions of administrative procedure, cases concerning residence permits should be considered within the statutory time limits laid down for administrative proceedings. If the decision is negative, the foreign national may lodge an appeal. The appeal is submitted to the Head of the Office for Foreigners via the provincial governor who issued the decision.

Changes to the employment of foreign nationals and their impact on residence applications

Changes to the application form are linked to the reform of the rules governing the employment of foreign nationals. The new provisions stem from the Act of 20 March 2025 on the conditions for the admissibility of entrusting work to foreign nationals within the territory of the Republic of Poland. This Act has standardised the procedures relating to declarations of employment and work permits.

One of the key changes is the restriction of the simplified procedure for employing foreign nationals. From 1 December 2025, declarations of employment will apply exclusively to nationals of Belarus and Moldova. Georgia has been removed from the list of countries covered by this procedure. In accordance with § 3 of the Regulation of the Minister of Labour and Social Policy of 20 November 2025, Georgian nationals who commenced work on the basis of a declaration prior to the entry into force of the new regulations may continue in employment until the expiry of that declaration.

Residence cards and arrangements for Ukrainian nationals

The granting of a temporary residence permit results in the issue of a document confirming lawful residence, namely a residence card. This document contains the foreign national’s personal details, information on the basis for residence and the period of validity of the permit. The residence card allows the holder to cross the border multiple times without the need to obtain a visa.

Recent legislative changes have also introduced specific measures concerning certain Ukrainian nationals benefiting from temporary protection in Poland. The regulations provide for the possibility of obtaining a special residence document issued under a simplified procedure for those who meet specific conditions.

The introduction of such measures is intended to stabilise the legal situation of persons staying in Poland in connection with the armed conflict in Ukraine and to enable them to remain legally in the territory of the Republic of Poland for a longer period.

Administrative proceedings and the right to appeal to the Provincial Administrative Court

Proceedings concerning the granting of a temporary residence permit are conducted by the provincial governor with jurisdiction over the foreign national’s place of residence. The administrative authority assesses whether the application is complete, verifies the documents and checks that the conditions set out in the Act on Foreigners have been met. If the documents contain formal deficiencies, the foreign national is requested to rectify them within a specified time limit.

If the permit is refused, the foreign national has the right to lodge an appeal with the Head of the Office for Foreigners. If the decision at the second instance is also unfavourable, it is possible to lodge a complaint with the Provincial Administrative Court (WSA). The WSA reviews whether the decisions of administrative authorities comply with the provisions of administrative law.

Lodging a complaint with the administrative court results in the case file being transferred to the court. According to information published by provincial offices, during proceedings before the Provincial Administrative Court, the office does not hold the case file; therefore, further administrative proceedings may only be resumed once the file has been returned from the court together with a final and binding judgement.

Key points for foreign nationals planning to stay in Poland

The new application for a temporary residence permit, effective from 1 December 2025, marks a complete change in the documents used in the residence legalisation procedure. The old forms set out in the Regulation of 17 April 2019 are no longer accepted for new cases. Any foreign national planning to submit an application must use the current documents in accordance with the Regulation of the Ministry of the Interior and Administration of 25 November 2025.

The reform introduces three main areas of change: greater scrutiny of the legality of employment, new technical requirements for documents, and the full digitisation of administrative procedures. The digitisation of procedures via the MOS 2.0 system will become standard in 2026 and will significantly change the way foreign nationals interact with the public administration.

For those planning to regularise their stay in Poland, the most important thing is to prepare documents in accordance with current regulations and to submit the application within the prescribed time limit. A correctly prepared application, accompanied by a complete set of supporting documents, speeds up the process and reduces the risk of a temporary residence permit being refused.

Frequently Asked Questions (FAQ)

Can an application be submitted using the old form after 1 December 2025?

No. From 1 December 2025, the authorities will only accept the new application forms for temporary residence and the updated supporting documents. Documents previously prepared using the old forms must be completed again in accordance with the current format.

How many photographs must be attached to a temporary residence application?

From 1 December 2025, two photographs of the foreign national must be attached to the application. The photographs must meet the current technical requirements for residence documents, including the correct format, background and that the photograph is recent.

Do you still need to submit an application for a temporary residence permit in person at the office?

At present, in many cases, it is still necessary to appear in person, for example, to have your fingerprints taken. However, the planned changes provide that, from 2026, applications will be submitted exclusively online via the MOS 2.0 system, without the need to visit the office at the stage of submitting documents.

How will it be possible to sign an electronic residence application in the future system?

Once the full digitisation of residence permit procedures is in place, applications can be signed using a trusted signature or a qualified electronic signature. The MOS 2.0 system will enable the submission of a complete application, together with its attachments, in digital form.

Do the changes to fees apply to applications submitted before 1 December 2025?

No. Proceedings initiated before 1 December 2025 will be conducted under the existing rules, including the previous fee rates. The new regulations apply only to applications submitted after that date.