Maria worked at a food processing plant outside Poznań for six months before she realized her employer had never given her a copy of her work permit. She had no idea she was legally entitled to one — or that three other documents were also missing from her hands. When her visa ran out and she tried to apply for a Karta Pobytu (Polish residence permit) on her own, she didn't have the paperwork to do it. Six weeks of delay. Avoidable. In Poland in 2026, there are specific documents that your employer is legally required to hand to you — not keep in a drawer, not promise to email later. This guide tells you exactly what those documents are, what each one means, and what to do if your employer won't hand them over.
Why This Matters More in 2026: New Rules Changed the Game
Since 1 June 2025, Poland moved the entire work permit process to a digital system at praca.gov.pl. That sounds like an employer problem — and mostly it is. But it created a new gap: workers receive fewer physical papers and sometimes assume they have "nothing to worry about." That assumption has cost people months of processing time. On top of that, regulations updated in late 2025 and early 2026 added new employer notification obligations, stricter document storage rules, and a sharp increase in permit fees. The December 2025 fee hike brought the cost of a declaration of work to PLN 400. These aren't small changes. And while your employer bears most of the legal burden, the consequences land on you — the worker — if something goes wrong with your status.
The official framework for what employers owe foreign workers is spelled out by the Polish government's foreigners portal. Most workers never read it. That's exactly why we're breaking it down here.
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Document 1: A Copy of Your Work Permit (Zezwolenie na Pracę)
This is the one most workers don't know about. Under Polish law, work permits are issued in three copies: one stays with the voivode's office, and two go to the employer — one of which must be handed to you, the worker. If your employer has a digital/PDF permit issued through praca.gov.pl (the system that became mandatory from 1 June 2025), they are still required to give you a copy. Ask for it on day one.
Why does it matter? Without this document, you cannot independently verify your legal work status, and you will need it to support your Karta Pobytu application. If your employer switches your job title, location, or working hours without updating the permit, that copy is your evidence that something changed without authorization.
- Type A work permit: issued by the voivode of the region where the work is performed, applied for by the employer
- E-permit (post-June 2025): employer receives a PDF — they must forward a copy to you
- Check the permit for: your name, position, employer name, salary floor, and working hours
- If any of those details do not match your actual situation — act immediately
Document 2: Your Employment Contract (Umowa o Pracę) in a Language You Understand
You are entitled to a signed copy of your employment contract. Not a summary, not a verbal explanation — the actual signed document. If the contract is only in Polish, your employer must provide a version in a language you can read, or arrange for a sworn translation. This is not optional.
The contract must specify: your position, salary (which cannot be lower than Poland's 2026 minimum wage of PLN 4,806 gross per month / PLN 31.40 gross per hour for mandate contracts), working hours, location, and contract duration. The minimum wage applies equally to Filipino workers and Polish workers — no exceptions. Check ZUS.pl for the latest contribution rates that apply to your contract type.
Watch for contracts that list a low base salary and promise the rest "in bonuses" or "in cash" — this is a red flag. Your work permit specifies a minimum salary floor. If the contract amount is lower, that's potentially an illegal arrangement that puts your status at risk, not just your pay.
Document 3: Written Notice of Your Employment Terms (Within 7 Days)
Within seven days of signing your employment contract, your employer must provide a separate written document summarizing your employment terms. This is required under Polish labour law and is separate from the contract itself. It must include: information about your working hours, place of work, applicable collective agreements (if any), overtime rules, and your right to join a trade union.
Many employers skip this document entirely because workers don't ask for it. That is a violation. If you never received this, you can ask your employer for it in writing — an email is fine — and document their response.
Practical tip: If your employer says 'everything is in the contract', push back politely. The 7-day information notice is a separate legal obligation under the Polish Labour Code — it's not the same document as the umowa o pracę, and your employer knows this.
Document 4: Proof of Medical Examination Clearance (Badania Lekarskie)
For employment contracts (umowa o pracę), a medical examination is legally required before you begin work. Your employer must arrange and pay for this — you must not pay for it yourself. After the examination, you should receive a document confirming you are medically fit for the specific role. This certificate belongs to you as much as to your employer.
Keep your copy. If you change employers in the future, you may need this document. If an employer asks you to start work before the medical exam has been completed and the clearance issued, that is a violation of Polish labour law.
Document 5: Written Confirmation of PUP Notification (From March 2026)
Since March 5, 2026, every new work contract — including for workers who hold a Karta Pobytu or a Pole's Card — must be notified to the local Labour Office (Powiatowy Urząd Pracy, or PUP) within 7 days of signing. While this notification is technically the employer's obligation, you have every right to ask for a copy of the confirmation that it was submitted.
Why does this affect you? If your employer fails to make this notification, your employment technically falls into a grey area under the new 2026 rules. This can complicate your Karta Pobytu (Polish residence permit) application or renewal, since the urząd will cross-reference your employment records. Don't assume your employer did it — ask for proof.
What If Your Employer Refuses? The Real Steps to Take
First: put the request in writing. Send a WhatsApp or email message saying 'Can you please send me a copy of my work permit and employment contract?' This creates a timestamp and a record. Most employers will comply — they may simply not have thought to provide these documents proactively.
If they refuse or delay past a reasonable point (one to two weeks), you have formal options. Poland's State Labour Inspectorate (Państwowa Inspekcja Pracy, PIP) handles complaints about labour law violations. Complaints can be submitted anonymously. Your employer faces fines of PLN 1,000–3,000 for failing to submit required contract copies. For more serious violations, the penalties are higher.
You should also be aware that if your employer is violating these documentation rules, they may also be cutting corners on your work permit or visa. If you're worried your status might be affected, read our guide on what to do if your Karta Pobytu is refused — some of the same principles apply.
How These Documents Connect to Your Karta Pobytu Application
This is where everything becomes concrete. When you apply for a Karta Pobytu (Polish residence permit) — or renew one — the urząd wojewódzki will ask you to provide evidence of your employment. The documents your employer is required to give you are exactly the documents that satisfy those requirements.
Specifically: the urząd wants your employment contract showing the position and salary, a copy of the work permit, and confirmation that the work arrangement is legitimate. If you don't have these because your employer hasn't given them to you, you have to go back and ask — which takes time. Submitted an incomplete file? Expect a request for additional documents, which adds weeks or months to your wait.
The new MOS 2.0 system — mandatory from April 27, 2026 — requires digital uploads of these documents. Colour scans at 300 DPI minimum. If your employer's documents are unclear, faded, or incomplete, your file will be flagged. See our full guide on Karta Pobytu for Philippines citizens 2026 for the complete document checklist on your side.
Frequently Asked Questions
My employer says the work permit is 'the company's document' and won't give me a copy. Is that legal?
No. Polish law requires that one of the two copies issued to the employer be handed to the foreign worker. The permit is your document as much as your employer's — it directly governs your legal right to work. If your employer refuses, document the refusal in writing and contact the State Labour Inspectorate (PIP). You can report online and anonymously.
What if my contract is only in Polish and I can't read it?
If your employment contract is only in Polish, your employer must arrange for a translation into a language you understand, or provide a sworn (przysięgły) translation. You are entitled to understand what you are signing. Never sign a contract you cannot read — ask for a translated version first, or bring a trusted person who can explain it to you.
Can my employer fire me for asking for these documents?
Asking for documents you are legally entitled to is not grounds for termination under Polish law. If your employer threatens your job for making such requests, that is potentially unlawful retaliation and should be reported to PIP. Keep records of all requests — screenshots of messages, email threads, anything with a date and timestamp.
My employer paid for my work permit — does that mean they can keep all the documents?
No. The employer pays the application fee (PLN 400 for a declaration, higher for a work permit), but that does not give them ownership of the documents related to your employment. You are legally entitled to a copy of your work permit, your contract, your 7-day notice letter, and your medical clearance. Payment of the permit fee does not change those entitlements.
What happens to my status if my employer closes the company while I'm working there?
Your work permit becomes void when the employer listed on it ceases operations. You would need a new work permit from a new employer to continue working legally. Importantly, your residence permit (Karta Pobytu) may still be valid for a transition period — but you need to act quickly. This is exactly the kind of situation where having all your documents in hand makes the difference between weeks and months of delay.
Knowing which documents your employer must hand over is the first step — making sure your full Karta Pobytu file is solid is the second. Legal Solutions — 98% approval rate. Drop us a WhatsApp — we read every message. +48 735 248 525