Across Poland, employers in logistics, manufacturing, construction, hospitality, transport and healthcare are struggling to fill vacancies locally, and recruiting from outside the EU has become a long-term strategy for many of them. Done well, it brings in motivated, reliable staff. Done badly, it leads to delays, fines and workers who cannot legally start.
Here is how to get it right.
Step 1: Choose the right legal route
The route depends on the candidate's nationality and current status:
- EU, EEA and Swiss citizens can be hired without any permit.
- Candidates already in Poland may hold a residence card or permit that allows work — but check the exact document, as many work-based permits are tied to a specific employer.
- Citizens of Armenia, Belarus, Georgia and Moldova can be employed for up to 24 months on the basis of a declaration registered with the district labour office.
- Citizens of Ukraine can generally start work on the basis of a notification submitted by the employer.
- Other nationalities usually need a Type A work permit from the voivode, or a seasonal work permit for seasonal roles.
Step 2: Apply the new rules correctly
Since 1 June 2025, a new law governs the employment of foreigners. For employers, the key points are:
- All applications are electronic, submitted through the praca.gov.pl portal.
- The labour market test is gone, but authorities can refuse permits for occupations on local restricted lists.
- Pay must be at least the minimum wage — PLN 4,806 gross per month for full-time work in 2026 — and must match the conditions declared in the application.
- Contracts for specific work (umowa o dzieło) can no longer be used as the basis for employing foreigners.
- Penalties are higher: fines for illegal employment can reach PLN 50,000.
Step 3: Get the contract right
- Sign a written contract before the employee starts work, with terms that match the permit exactly: position, salary, working hours and place of work.
- Give the employee a translation of the contract into a language they understand before they sign it.
- Keep in mind that changing the position or salary later may require changes to the permit.
Step 4: Onboard properly
- Register the employee with ZUS within 7 days of the start of employment.
- Arrange the occupational medical examination and health and safety training before work begins.
- Help with accommodation and address registration — new arrivals who settle in quickly stay longer.
- Support the employee's temporary residence card application by completing the employer's part (Annex 1) promptly and accurately.
Step 5: Stay compliant
- Keep copies of each foreign employee's residence and work documents for the whole period of employment.
- Track expiry dates for visas, permits and residence cards — and start renewals early.
- Meet the reporting obligations that apply to your route, such as informing the authorities when an employee starts, does not start or stops work.
Recruitment, leasing or outsourcing?
At EU Prime Serwis, we work with employers in three ways:
- Recruitment — we find and prepare candidates, and you employ them directly, for a one-time fee.
- Employee leasing — workers are employed through a temporary work agency, in line with Polish temporary work rules (including the limit of 18 months with the same user employer within a 36-month period).
- Outsourcing — we take over defined personnel-related tasks within your company.
Plan your next hire with us
We provide end-to-end support — from sourcing and screening candidates to visa processes and legal documentation. Visit our For Employer page or contact our team to discuss your hiring needs.