Poland’s growing economy and labor shortages in key sectors such as manufacturing, logistics, agriculture, construction, and IT have increased the demand for foreign workers. Employers looking to hire non-Polish nationals must follow specific legal steps to ensure compliance with immigration and labor regulations.

Step 1: Identify the Candidate and Job Position

Before starting the process, employers should:

• Define the job role, duties, and salary

• Ensure the position meets Polish labor standards, including minimum wage requirements (PLN 4,666 gross monthly in 2025)

• Check if the role falls under any shortage occupation lists or has simplified procedures for hiring foreigners

Step 2: Obtain the Necessary Work Authorization

Non-EU/EEA nationals generally require a work permit to be legally employed in Poland.

Types of Work Permits:

• Type A: For foreigners employed by a Polish company

• Type B: For board members residing in Poland for more than 6 months in a year

• Type C, D, E: For other specific cases, such as cross-border services

Application Process:

• The employer applies for the work permit with the relevant Voivodeship Office (regional authority)

• Required documents include:

  • Employment contract or job offer

  • Company registration documents

  • Proof of salary meeting minimum wage criteria

• Processing time can range from 4 to 8 weeks

Step 3: Candidate Applies for a Visa or Residence Permit

Once the work permit is approved, the employee must obtain a visa or temporary residence card to enter and work in Poland.

For non-EU workers:

• Apply for a National Visa (Type D) or a Temporary Residence Permit

• Submit documents such as:

  • Valid passport

  • Approved work permit

  • Health insurance proof

  • Accommodation details

Step 4: Sign the Employment Contract

After visa approval, the employer and employee must sign an employment contract in writing, specifying:

• Job title and responsibilities

• Salary (meeting legal minimum)

• Working hours (standard: 40 hours/week)

• Overtime pay and benefits

The contract should be prepared in Polish, and if the employee does not understand Polish, a translated version must be provided.

Step 5: Register the Employee and Comply with Payroll Obligations

Employers are responsible for:

• Registering the employee with ZUS (Polish Social Insurance Institution) for social security contributions

• Processing payroll monthly and paying wages on time

• Withholding income tax and social security contributions

• Providing payslips (though not legally mandatory, it is standard practice)

Additional Considerations

• Work Permit Validity: Most permits are valid for up to 3 years but tied to the specific employer and job position

• Legal Compliance: Employers must comply with Polish labor law, including leave entitlements, health and safety rules, and equal treatment provisions

• Simplified Procedure: For certain nationalities (e.g., citizens of Ukraine, Belarus, Georgia), there is a simplified procedure for short-term work through an employer’s declaration

Hiring foreign workers in Poland requires careful adherence to legal steps, including obtaining a work permit, visa, and compliance with labor and payroll regulations. By following these procedures, businesses can successfully hire international talent to fill critical skill gaps in 2025.