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What is the difference between acceleration and reminder?

Let’s clarify the terminology. The word “ponaglenie” is often used as an equivalent of “przyspieszenie” (from Polish przyspieszenie – acceleration). Initially, it was considered colloquial but over time it has become established even in legal practice.

For example, to expedite the processing of a residence card application, you can submit a Wniosek o przyspieszenie wydania decyzji (Application for acceleration of decision issuance). However, the official form uses “ponaglenie”, not “przyspieszenie”.

Essentially, ponaglenie is not so much a demand to speed up the process but a reminder about the necessity to respect deadlines. Nevertheless, in everyday use, the two terms are often mixed: when people talk about przyspieszenie, they often mean ponaglenie.

What are the official deadlines for obtaining a residence card in Poland?

According to Polish law, all matters concerning issuing documents for foreigner stay legalization must be processed within 30 days by the Office for Foreigners. This is specified in paragraph 3 of Article 35 of the Code of Administrative Procedure. The first paragraph emphasizes that state authorities must resolve matters without unnecessary delays.

Also, consider so-called “complex cases” where the Office for Foreigners (Urząd do Spraw Cudzoziemców) may take up to two months to issue a decision. The Office itself defines what counts as a complex case. Important: according to Article 100d and laws related to refugee protection from Ukraine, deadlines binding for the Voivode were suspended until August 24, 2023.

Five ways to accelerate obtaining a residence card

1. The first key factor in accelerating the process is the correct compilation of documents, as documentation errors often cause delays.
2. The second method is sending a reminder to the case inspector (prośba o rozpatrzenie sprawy). Such a reminder letter should include information about delays in processing your case and refer to legally established deadlines for processing requests by state and municipal authorities.

It is important to maintain a polite and respectful tone in the letter. You may also express personal concerns, for example, longing for relatives. According to paragraph 2 of Article 37 of the Code of Administrative Procedure (Kodeks postępowania administracyjnego), every application must be justified — a simple demand to speed up the process is insufficient; the reasons for acceleration must be clearly explained in accordance with legal norms.

Three main reasons to accelerate residence card processing:

• Prolonged waiting for case processing;
• Illness of a close person outside Polish borders;
• Pregnancy or illness, including the need for medical assistance for children in Poland.

Note that the template can be adapted to your needs. If there is no response after sending the letter, you may have to send two more letters, this time in a stricter form, with a complaint about inaction (ponaglenie) or failure to perform duties by inspectors (skarga na bezczynność organu).

3. The third method is a personal visit to the inspector. A personal visit to the office is the most effective way to clarify reasons for delays and accelerate the process. According to statistics, after a personal meeting with the inspector, most applications quickly receive approval. However, not every office (Urząd) offers the option of personal meetings. This option was limited during the COVID-19 pandemic, but since July 1, 2023, Poland has lifted the epidemic status, though meetings with inspectors are still not available in every voivodeship.
4. The fourth method is submitting a new request and withdrawing the old case with a demand for full reimbursement of costs related to the previous residence card application. This will save both money and nerves.
5. The fifth way is to file a complaint with the regional administrative court. If the legalization procedure is delayed, you may file a complaint to the Provincial Administrative Court. The complaint will be justified if previous demands did not yield the expected result.
   

How to file a complaint with the WSA (Regional Administrative Court)?

To file a complaint with the administrative court, a prior request is required, without which the complaint will be dismissed by the court. In the complaint to the WSA, you must specify actions or inactions for which you accuse the authority (e.g., Voivode or Head of the Office for Foreigners), including their inactivity or procedural delays.

Deadlines: The highest authority must consider your demand within 7 days from receipt. If the complaint concerns inaction or prolonged procedure, the deadline starts from the submission of all necessary documents and the call for action.

To prepare a letter requesting acceleration of the decision, you will need knowledge of Polish language and basic legal aspects. Required documents and data:

• Passport data of the foreigner;
• Name of the inspector handling your case;
• Your case number;
• Laws you believe the inspector violated by delaying the decision;
• Justification for the need to accelerate the process.

Is it possible to receive compensation for long waiting for a decision?

Yes, we recommend our clients to file a claim and obtain judicial compensation for the prolonged wait for a residence card.

Amounts may vary from 1,000 to 5,000 PLN, though typically around 1,500 PLN is paid.

For a successful claim, strong arguments and compliance with certain conditions are necessary.

Remember that legally the maximum processing time is 60 days, but in practice, this deadline is often violated. The record delay was registered in Wrocław — 2,920 days.

What are the costs for filing a complaint?

The fee for consideration of a complaint in the administrative court is 100 PLN. The claimant may request reimbursement of court costs, and the court may order the authority to pay compensation.

Filing a request to the Voivode is free of charge as the procedure is free.

If you want to accelerate obtaining a residence card in Poland, contact the lawyers at ONE PLUS.

Our team of migration law experts will assist you at every stage of obtaining the residence card — from document preparation to communication with migration authorities. With us, you will receive the necessary documents in the shortest time, ensuring stability and prospects for your future in Poland.