Digitization of residence permit applications – perspectives

Office for Foreigners’ announcement regarding changes in the procedure of submitting the residence permit applications

In accordance with the planned reforms of Polish legal regulations on residence permits (temporary, permanent and EU long-term resident), we hereby inform you of a significant modification to the application process that will come into effect in the coming year.

Electronic Application

From the date the new IT system is launched, submission of residence permit applications will be possible exclusively in electronic form. Applications will be accepted via a dedicated platform, referred to as the (MOS – Moduł Obsługi Spraw, Case Handling Module), accessible through an internet browser.

Please be advised that the Act introducing these changes has been adopted by the Parliament and is currently awaiting the President’s signature. The launch date of the electronic registration of applications in MOS system will be announced well in advance, but according to the Office for Foreigners announcement, it will not occur on January 1, 2026.

Purpose of the changes, opportunities and risks

The introduction of the MOS platform aims to simplify and accelerate the application process for applicants. Using the system eliminates the need for appointment bookings and queueing, allowing applications to be submitted at a convenient time. The system also allows applicants to postpone filling out the application, save entered data and edit it later.

Access to the MOS system is free of charge. Applicants can submit their application independently, without needing to use paid intermediary services.

The only costs to be incurred by the applicant are:

• The stamp duty for granting the permit (the amount depends on the type of permit).
• The fee for issuing the residence card (set at 100 PLN).

Steps for Submitting the Application

To successfully submit an application via the MOS portal, the applicant will be required to perform the following steps:

1. Account Creation: It is necessary to create a new user account in the MOS system (even if the applicant had an account in the existing system).
2. Login and Completion: Personally log in to the MOS portal via the login.gov.pl service and fill out the relevant application form.
3. Electronic Signature: Sign the application using a Trusted Profile (Profil Zaufany), a qualified electronic signature, or a personal signature (used in accordance with Polish e-ID).
4. Required Digital Documents:
   • A current photograph in digital format.
   • A digital image of all pages of a valid travel document.
   • Confirmation of payment (scan of the document or electronic transfer confirmation): the fee for the residence card (100 PLN) and the stamp duty.
   • Specific attachments (for certain purposes of stay):
     • Temporary stay and work / Blue Card: Attachment signed by the employer.
     • Temporary stay for studies: Attachment signed by the educational institution conducting the studies.
     • Temporary stay for traineeship or volunteering: Attachment signed by the traineeship or volunteering organizer.

Role of the Inviting Entity

As part of the application process, the applicant will be required to provide the email address of the entity (employer, university or organizer). A link to the part of the application intended for completion and signing by that entity will be automatically sent to the indicated address. This step is obligatory for the effective submission of the application.

After the application is correctly signed and sent, the system will allow it to be saved in PDF and XML formats and will issue the Official Confirmation of Receipt (UPO – Urzędowe Poświadczenie Odbioru).

Further Proceedings

Once the application has been verified and approved by the Provincial Office, the MOS system will provide the applicant with a downloadable and printable certificate of submission. This document will replace the current stamp in the passport.

The applicant will subsequently be summoned to the Provincial Office for the purpose of:

• Submitting fingerprints and a signature sample.
• Supplementing information or providing additional documents, if necessary.

If the decision is positive, the Provincial Office will send information about the possibility of collecting the residence card.