Hiring Foreigners in Poland Under The New 2025 Rules

We are well into the summer of 2025, and businesses across Poland are adapting to the significant new rules for employing foreign nationals that began on June 1st. These regulations have fundamentally altered the process, moving everything online and placing more obligations on employers. To help your business adjust smoothly, this article explains the most important updates in simple terms.

A Fully Digital Application Process

The move to a completely digital system is a major shift in the new regulations. Employers looking to hire foreign nationals must now handle all applications and submit all required documents exclusively through the government portal, praca.gov.pl. The days of submitting paper forms at a labour office are over. This change is designed to streamline and centralise the process. To use the portal, employers will need a trusted profile (Profil Zaufany) or a qualified electronic signature to verify their identity and submit legally binding documents. While this modernises the procedure, businesses must be equipped to operate within this digital framework.

New Reporting Responsibilities for Employers

Once an employer successfully registers a declaration of entrustment of work to a foreigner, new reporting duties begin. The employer is now legally obligated to inform the labour office about key events in the employment timeline. Specifically, you must notify the office within seven days of the foreigner starting their job. You must also report if the foreigner fails to begin work on the agreed-upon date. Similarly, a notification is required if the employment ends earlier than stated in the declaration. These measures give authorities a clearer picture of foreign worker employment in real time and ensure the system is not misused.

Greater Employer Accountability

The new rules place a stronger emphasis on employer responsibility for the welfare of their foreign employees. Employers are now required to do more than offer a job. They must guarantee that the foreigner’s employment conditions, such as salary and working hours, are at least as favourable as those stipulated in the declaration or permit application. As a key part, employers must submit a copy of the signed employment contract with the foreigner to the local labour office. This step provides tangible proof that the employer complies with Polish labour law and the promised terms.

Updates on Who Can Work

There have been important adjustments regarding who is eligible to work based on certain statuses. Previously, holding specific types of visas or benefiting from temporary protection allowed some foreign nationals to work under a simple declaration without needing a formal work permit. The new regulations have changed this. Certain visa categories and temporary protection status may no longer automatically grant the right to work. This means more foreign nationals will now need to go through the standard procedure of obtaining a work permit, which is a more involved process than filing a declaration.

No More Labour Market Test

The labour market test has been abolished for new proceedings in a significant move to simplify hiring. Previously, for many types of work permits, an employer first had to obtain a document from the local district governor (starosta) confirming that there were no suitable unemployed candidates on the local market to fill the position. This step often caused delays. Removing this requirement makes getting a work permit faster and less bureaucratic for employers.

More straightforward Rules for Seasonal Jobs

The regulations also introduce simplified procedures for obtaining seasonal work permits. These permits are crucial for industries like agriculture, horticulture, and tourism, which have high demand for labour during specific times of the year. The updated rules aim to make the process quicker and more straightforward, reducing the administrative burden on employers needing workers for short-term, seasonal roles.

Stricter Rules for Employment Agencies

Temporary employment agencies specialising in placing foreign workers are now under greater scrutiny. The government has introduced stricter requirements for these agencies to ensure they operate ethically and protect workers’ rights. These new rules are designed to increase transparency and hold agencies more accountable for the treatment and working conditions of the foreigners they place with end-employers, helping to combat potential exploitation.

Financial Compliance is a Must

A notable new prerequisite for employers is the requirement to be in good financial standing with the state. Before an employer can submit a declaration to hire a foreigner or apply for a work permit, they must be able to prove they have no outstanding debts with the Social Insurance Institution (ZUS), the Agricultural Social Insurance Fund (KRUS), or the tax office. This ensures that only compliant and financially responsible businesses can employ foreign nationals.

In summary, Poland’s 2025 regulations have two main effects: they make some parts of hiring faster while demanding more accountability from companies. For employers, the most important action is to update your internal hiring and HR methods to match these new rules. Taking these steps now will help you avoid legal trouble and ensure your approach to employing foreign workers is both successful and compliant for the future.