Key Points
- New immigration rules took effect in Poland on June 1, 2025.
- Employers must submit work authorization applications through electronic systems.
- Stricter compliance obligations, notification deadlines, and fines are introduced.
- Fast-track options and remote work flexibility apply under specific conditions.
Overview
Effective June 1, 2025, Poland introduced sweeping reforms to its immigration rules governing the employment of foreign nationals. Employers must now submit work authorization applications electronically, with expanded rejection criteria and heightened scrutiny applied during the review process. The goal is to increase oversight and streamline case handling through digitization.
Key obligations apply based on the type of permit. For Work Permit holders, employers must notify the immigration office within seven days of changes such as a company’s name, legal status, or workplace transfers. They must also report if the foreign national fails to start work within two months, suspends work for more than two months, or leaves earlier than two months before the permit expires.
For Single Permit holders, employers are required to notify authorities within 15 working days of changes to company details, employment terms, job titles, or salary increases. Termination of employment must also be reported within 15 working days.
Compliance enforcement is increasing. Fines for noncompliance with Work Permit notification rules range from PLN 500 to PLN 5,000. While the new regulations do not specify penalties for Single Permit violations, general enforcement is expected to intensify. Employers may also face fines between PLN 3,000 and PLN 50,000 for broader work authorization violations. Foreign nationals working without proper authorization may be fined between PLN 1,000 and PLN 5,000.
Authorities are empowered to reject applications for roles that appear to primarily benefit third-party entities or where employers are deemed financially unstable or established mainly to hire foreign nationals. These changes signal a stricter, more compliance-focused environment.
The reform introduces a fast-track process for employers operating in sectors recognized as vital to Poland’s economic interests. This could lead to faster approvals and reduced processing times. Additionally, Poland clarified its position on remote work. While standard remote employment must still follow regular procedures, occasional remote work for foreign entities not economically tied to Poland will not require a work permit.
Key Employer Obligations
Employers entrusting work to foreigners under a Work Permit or Single Permit must notify authorities about specific events, even if employment began before 1 June 2025. Notifications must be submitted within defined deadlines:
Work Permit Holders
- Notify the immigration office within seven days of events such as changes in company name, legal form, or workplace transfers.
- Report if a foreign employee fails to start work within two months, suspends work for over two months, or terminates employment earlier than two months before the permit expires.
Single Permit Holders
- Notify the immigration office within 15 working days of changes in company details, employment contracts, job titles, and salary increases.
- Employers must also report the termination of a foreign employee’s work within 15 days.
Compliance & Penalties
- Work Permit Breaches: Fines ranging from PLN 500 to PLN 5,000 apply for failing to meet notification requirements.
- Single Permit Breaches: No specific penalties are outlined in the new regulations.
Additional Changes
- Expanded Rejection Criteria: Applications may be rejected if the job primarily benefits a third party, the employer is deemed financially non-compliant, or the company was established solely to hire foreign workers.
- Heightened Work Authorization Scrutiny: Employers must submit employment contracts prior to commencing work and adhere to stricter compliance standards.
- Increased Penalties: Employers face fines between PLN 3,000 and PLN 50,000, while unauthorized foreign workers could be fined between PLN 1,000 and PLN 5,000.
- Fast-Track Processing: Certain sectors deemed economically significant may benefit from prioritized work permit approvals.
- Remote Work Adjustments: Occasional remote work for foreign entities unconnected to Poland’s economy will not require a work permit, though standard remote work regulations remain unchanged.
Looking Ahead
Employers in Poland must reassess their immigration procedures to ensure compliance with the new digital system and notification obligations. HR and legal teams should closely monitor notification timelines, contractual requirements, and potential rejection risks to ensure compliance with relevant regulations. Businesses in priority sectors may benefit from fast-track processing, but all employers should expect tighter enforcement. Early adaptation to these changes is essential to avoid costly fines and minimize disruption to foreign hiring strategies.
