Documents Translation Online in Poland
Everything You Have to Know
Whether you need to translate a birth certificate, a marriage certificate, a criminal record, or an employment contract for use in Poland, this guide explains the difference between sworn and ordinary translation, which documents require which type, and how to order everything online in three easy steps.
In Poland, sworn translation (tłumaczenie przysięgłe) is required by courts, public offices, voivodeship offices, consulates, and most official institutions. It is carried out exclusively by a translator registered with the Ministry of Justice and certified with their official stamp and signature. Not all translations need to be sworn — but when an institution requires it, there is no substitute.
You can order a fully certified sworn translation online without visiting any office. Send a scan of your document, receive a free quote, pay online, and the certified translation is delivered by courier to your address or InPost locker — or electronically with a qualified digital signature, which is legally equivalent to a paper original.
What is a sworn translation in Poland?
A sworn translator (tłumacz przysięgły) is a professional authorised by the Polish Minister of Justice after passing a state examination. They are entered in the official list of sworn translators maintained by the Ministry of Justice and are considered persons of public trust. Every translation they produce is stamped with their official seal, signed, and entered into their professional repertory — giving it the legal standing of an official document before Polish public bodies.
The sworn translation includes: the translated text, a certification clause stating that the translation is accurate and complete, the translator’s name and registration number, the date, page count, and their stamp and signature. Multi-page translations are bound and stamped on each page or on the binding itself. This format is recognised by all Polish courts, offices, notaries, and public institutions.
Sworn translation differs from ordinary certified translation, which is carried out by a qualified translator but without the Ministry of Justice registration. Ordinary certified translations are accepted for many commercial and internal purposes, but not where Polish law or a public institution specifically requires a sworn document.
Which documents need sworn translation in Poland?
The following categories of documents almost always require a sworn translation when submitted to Polish public bodies:
- Civil status records — birth certificates, marriage certificates, divorce decrees, death certificates issued abroad
- Identity documents — foreign passports, national ID cards, driving licences (for conversion or official use)
- Criminal record certificates — required for residence permits, employment in regulated professions, and citizenship applications
- Court documents — foreign judgements, custody orders, inheritance decisions, adoption documents
- Academic credentials — diplomas and transcripts for nostrification or admission to Polish universities
- Employment contracts — when submitted as evidence in residence or work permit applications
- Corporate documents — company statutes, KRS excerpts, powers of attorney submitted to Polish notaries or courts
- Medical records — for disability certification, healthcare access, or personal injury proceedings
How to order documents translation online
Ordering a sworn or certified translation online takes three steps. First, send a scan or clear photos of your document via the translation store or the contact form. Select the document type, language pair, and delivery method. For standard documents such as birth certificates, marriage certificates, or criminal records, you can complete the order in under a minute directly from the store.
Second, receive a free quote confirming the cost and estimated delivery time. Standard delivery is 2–3 working days. Express processing is available for urgent requests. Payment is made online via Przelewy24 or bank transfer — no upfront payment before seeing the quote.
Third, receive your completed translation. Delivery options: courier to your home address or InPost parcel locker (Paczkomat); registered post; or electronic delivery as a certified scan with a qualified digital signature. A digitally signed sworn translation is legally equivalent to a paper original under Polish law. Always confirm with the receiving institution whether they accept electronic or require paper.
Apostille and legalisation
Before a document is translated, it may need to be apostilled or legalised depending on the country of origin. An apostille is a certification issued under the Hague Convention confirming the authenticity of the document’s origin — it does not replace translation but is often required alongside it. If your document comes from a country that is not a party to the Hague Convention, a full consular legalisation chain may be required before the sworn translation can be used in Poland.
Processing time and validity
Standard delivery is 2–3 working days from receipt of the documents. Express options are available. A sworn translation does not have an expiry date — once produced, it remains valid indefinitely. Some institutions may ask for a “recent” translation in specific contexts, but there is no statutory time limit under Polish law. Keep the original certified paper copy safely; if lost, a new translation must be ordered.
Types of document translation available online
- Birth certificate translation — the most frequently requested document, required for citizenship, family reunification, and residence procedures
- Marriage and divorce certificate translation — for family reunification, name change registration, and civil status updates in Poland
- Criminal record certificate (KRK equivalent) — required for work permits, regulated profession applications, and citizenship procedures
- Academic transcript and diploma translation — for university admissions, nostrification, and professional recognition in Poland
- Legal document translation — contracts, court judgements, notarial acts, powers of attorney, and corporate documents
- Medical records and certificates — for disability certification, insurance claims, or healthcare access procedures
- Driving licence and vehicle documents — for licence conversion or vehicle registration in Poland
- Tax and financial documents — income certificates, tax returns, and financial statements for residence or mortgage purposes
Document translation for immigration and residence in Poland
Document translation is a mandatory step in virtually every immigration and residence procedure in Poland. The voivodeship office does not accept documents in foreign languages without a Polish sworn translation — regardless of how simple or self-explanatory the document may appear. This applies to employment contracts, civil status records, criminal record certificates, academic qualifications, and any other supporting document submitted with a residence or work permit application.
For citizenship by descent and repatriation procedures, historical documents — pre-war civil registers, Soviet-era deportation orders, baptism certificates, and rehabilitation documents — must also be accurately translated. These often require specialist knowledge of historical Polish administrative language and archival document formats.
FAQ
Do I need a sworn translation or an ordinary certified one?
It depends on the institution that will receive the document. Polish courts, voivodeship offices, public registries, and most consulates require a sworn translation. For commercial contracts, internal company use, or university admissions in some cases, an ordinary certified translation may be accepted. If in doubt, order a sworn translation — it is accepted everywhere an ordinary one is, but not vice versa.
How long does document translation take?
Standard delivery is 2–3 working days. Express processing is available for urgent requests. Upon request, a scan of the completed translation can be sent by email before the physical copy arrives, which is useful if you need to submit quickly.
Is a digitally signed sworn translation legally valid?
Yes. Under current Polish law, a sworn translation bearing a qualified electronic signature is legally equivalent to a paper original with a physical stamp. Some institutions may still request a paper copy — always confirm with the receiving office before choosing electronic delivery.
Does a sworn translation expire?
No. A sworn translation has no statutory expiry date under Polish law. Once issued, it remains valid indefinitely. Some institutions may informally request a “recent” translation for specific procedures, but this is not a legal requirement.
Can I send a scan instead of the original document?
Yes. For ordering purposes, a clear scan or photos of the document are sufficient. The sworn translation is made from the scan. The original document does not need to be sent. In some procedures, the receiving institution may later ask to see the original alongside the translation — but this is separate from the translation process itself.
What is the cost of a sworn document translation?
The cost depends on the language pair, the number of pages, and the complexity of the document. All quotes are free and provided before payment. There are no hidden fees. Use the translation store for standard documents or the contact form for complex or multi-document cases.
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