Short version: foreign documents from non-EU countries do not have automatic legal force in Poland — they must be "legalised". The chain: apostille (or consular legalisation) → sworn translation → where required, nostrification or qualification recognition. Each step is a separate service with its own cost and timeline. The most common error is skipping apostille in the hope that "they will accept it anyway". They will not — not the urząd, not the university, not the notary.
Step 1: Apostille
Apostille is a simplified legalisation form between countries party to the 1961 Hague Convention. It is a stamp or special sheet affixed to the original by an authorised body in the issuing country. Apostille confirms: real organisation, genuine signature, valid seal.
Who issues:
- Russia — Ministry of Justice (civil status — registry offices), from 2,500 RUB.
- Ukraine — Ministry of Justice, Ministry of Education (diplomas), Foreign Ministry.
- Belarus — for most documents; ~70 BYN in 2024.
- Turkey — kaymakam offices.
- USA — Secretary of State of each state + State Department for federal docs.
- UK — FCDO Legalisation Office in London.
What gets apostilled: birth, marriage, death, divorce certificates; diplomas and supplements; criminal record certificates; court decisions; notarial acts; powers of attorney.
What does NOT need apostille for Poland: documents from EU member states (since 2019 — European Public Documents Regulation). Switzerland in some cases.
If the country has not signed the Hague Convention (Iran, Algeria) — consular legalisation through the Polish embassy, longer and more costly.
Issue times:
- Russia — 5–14 working days.
- Ukraine — 5–10 working days (Kyiv; longer in regions).
- USA — 5–30 days depending on state.
- UK — 2 working days (express service).
LegalWin handles apostille remotely — the client stays in Poland; we work with agents in the issuing country. Service fee — from 800 PLN per document.
Step 2: Sworn Translation
After apostille — translation into Polish. Not just translation — by a sworn translator (tłumacz przysięgły), holding state accreditation. The translation is itself an official document.
What gets translated:
- the entire document + apostille (including stamps, seals, page numbers);
- if apostille is on a separate page — both;
- proper names transcribed per the Polish Society of Sworn Translators rules.
Specifics:
- The translation is bound with the original + apostille → a single sewn case.
- Last page bears the sworn translator's seal, registry number from the Ministry of Justice list, and the formula "Niniejsze tłumaczenie sporządzone z oryginału w języku [...]".
- The translation has no formal expiry, but many urzędy require it to be no older than 6 months.
Mazowieckie 2026 prices:
- from Russian / Ukrainian / Belarusian — 50–80 PLN per 1125 characters (one standard page).
- from English / German — 60–90 PLN.
- from Chinese / Arabic — 150–250 PLN.
- 24-hour expedited — +50–100 %.
A birth certificate — 2–3 pages, ~150–250 PLN. Diploma + suplement — 5–8 pages, ~350–600 PLN.
Step 3: Diploma Nostrification
Apostille + sworn translation are the basic legalisation. Regulated professions require an additional step — nostrification or qualification recognition.
The distinction:
-
Nostrification — recognition of a higher-education diploma as equivalent to a Polish one. Through NAWA (National Agency for Academic Exchange) or a Polish university authorised to nostrify in the relevant field.
-
Qualification recognition — recognition for practising a regulated profession. Through the responsible ministry (e.g., doctors — Ministry of Health + the Supreme Medical Council).
When nostrification is required:
- enrolling in a Polish master's / doctoral programme with a CIS bachelor's;
- Blue Card on the diploma basis (when 5 years of experience are insufficient);
- regulated professions in some circumstances.
When qualification recognition is required:
- doctor practising medicine;
- lawyer practising as advocate;
- architect, civil engineer for project signatures;
- teacher in public school;
- pharmacist;
- psychologist, psychotherapist (since 2024);
- dentist, vet, midwife.
For non-regulated professions (programmer, designer, marketer, manager, non-regulated accountant) — nostrification is not required. Apostille + sworn translation suffice.
NAWA nostrification procedure:
- Online application via the Ekran system.
- Attach: sworn translation of diploma + supplement, programme description, grades.
- Up to 4 months.
- Fee — 50 % of postępowanie costs (typically 1,200–1,800 PLN).
- Outcome: recognition, conditional recognition (with additional exams), or refusal.
Full Legalisation Order
For a typical CIS expat moving to Poland to work as a software engineer:
| Step | Document | Time | Cost |
|---|---|---|---|
| 1 | Apostille — birth certificate | 5–14 days | 800 PLN |
| 2 | Apostille — diploma | 5–14 days | 800 PLN |
| 3 | Apostille — marriage cert (if any) | 5–14 days | 800 PLN |
| 4 | Sworn translation — birth | 3–7 days | 200 PLN |
| 5 | Sworn translation — diploma | 3–7 days | 500 PLN |
| 6 | Sworn translation — marriage | 3–7 days | 250 PLN |
| Total baseline | 2–4 weeks | 3,350 PLN |
For a regulated profession (doctor):
| Additional | Time | Cost |
|---|---|---|
| NAWA nostrification | 4 months | 1,500 PLN |
| Polish language exam (medical) | 1 month | 500 PLN |
| Specialty exam | from 6 months | 1,200 PLN |
| Doctor add-on | +8–12 months | +3,200 PLN |
Common Mistakes
1. Apostille after translation. Apostille first (on original), then sworn translation (including apostille). Reversing means redoing.
2. Wrong translator pair. Russian-source document needs a Russian–Polish translator, not English–Polish via an intermediary.
3. Stale translation. Many urzędy require it no older than 6 months despite no formal expiry.
4. Assuming nostrification is universal. In IT, marketing, design — apostille + translation suffice. NAWA is unnecessary.
5. Apostille in a third country. Must be from the issuing country. Russian diploma cannot be apostilled in Poland.
When You Need a Lawyer
Self-handling works if: documents from RU/UA/BY, basic set (cert, non-regulated diploma).
Engage a lawyer if:
- regulated profession (doctor, lawyer, architect);
- diploma from a non-Hague country (Iran, parts of Africa);
- prior NAWA refusal;
- documents for a specific purpose (Blue Card, business visa, MSWiA);
- 5+ documents (package discount).
LegalWin's full legalisation pack (apostille + sworn translation) for a family of three with a typical set — from 4,800 PLN end-to-end.
Book a documents consultation →
This article is informational. The right path depends on the issuing country, purpose, and profession. For individual cases, please obtain legal advice.
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