Before submitting documents for a residence card, foreigners often make typical mistakes that can delay the process or result in a refusal. Key issues include incorrect photographs, lack of payment confirmation, sending original documents by post, improperly prepared rental contracts, and errors in the application form. Below is a detailed breakdown of what to pay special attention to.
To increase the chances of your application being successfully processed, it is essential to strictly comply with all technical and formal requirements — from the correct photo format and up-to-date application form to a legally valid rental agreement and confirmation of all payments. Even minor shortcomings — such as a missing signature or a contract signed by an unauthorized person — can cost you time, stress, and the opportunity to stay legally in Poland.
One of the main requirements for submitting a residence card application (wniosek o kartę pobytu) is 4 photographs in the size of 35 mm x 45 mm. The photo must be taken no more than 6 months before the application date. The face should occupy 70-80% of the photo, with a uniform light background, looking straight ahead with open eyes, no hair covering the face, a neutral expression, a closed mouth, and natural skin tone.
Before submitting the set of documents, payment confirmation is required. You must provide a payment receipt or a printed confirmation from your banking app.
When sending documents by post, you must also include proof of fee payment.
The fee must be paid to the appropriate tax office, i.e., the Gmina Wrocław:
PKO BP 82 1020 5226 0000 6102 0417 7895
For other voivodeships (województwa), the payment should go to the respective gmina’s account, e.g., Gmina Kraków, Gmina Poznań, etc.
Every foreigner must have a guaranteed place of residence. At present, residential registration (zameldowanie) is not required — it is enough to have a lease agreement signed between the property owner and the tenant.
Foreigners often encounter issues with improperly signed or formatted rental contracts.
Additionally, you can include the land registry number (numer księgi wieczystej) in the contract. The land and mortgage register (księga wieczysta) is a public record that verifies the legal ownership of the property. Using this number, one can determine the rightful owner and their rights to the property.
When completing the application form, every foreigner faces a large number of fields to fill in. The most important rule — each field must be completed, and the form must be current on the day of submission.
For example: if you don’t have a second name, you should enter “nie dotyczy” or “brak” in the relevant field.
The form must be filled out in Polish and signed by the applicant in the designated sections. You must submit 3 copies (1 original + 2 copies).
A frequent mistake is incorrect placement of the signature in Part D of the application form.
It must be signed in the center, without touching the signature box borders.
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