A new era of migration to Poland – digitalisation as a driver of security and economic growth

Digital transformation is reshaping nearly every area of the economy – and immigration processes are no exception. Responding to shifting geopolitical conditions, labour market needs, and business expectations, Poland has gradually introduced modern digital tools for handling foreign nationals. As of 1 June 2025, the country has implemented the most significant reform in years in the fields of residence, employment, and visa procedures.

This is not a cosmetic change – it marks the launch of an entirely new model of labour migration to Poland: safer, more predictable, and more business-friendly.

Strategy has digitalisation at its core
Poland’s Migration Strategy 2025–2030 is a government policy document setting the goals and directions of migration policy for the coming years. Although the strategy itself is not legally binding, it serves as a point of reference for lawmakers and public administration, allowing businesses and individuals to prepare for upcoming changes in migration law. Its provisions are gradually being incorporated into legislation – as evidenced by the immigration reforms adopted in 2025.

In the area of digitalisation, the strategy provides for:

• Full digitalisation of residence procedures – with the goal that the entire process will take place via secure online platforms
• Integration of visa and residence systems – reducing bureaucracy and enabling automatic data verification between consulates abroad and regional authorities (voivodes) in Poland
• Eliminating dishonest intermediaries – by limiting administrative discretion, introducing direct online communication between applicants and officials, and providing educational initiatives enabling foreigners to submit applications independently
• Strengthening the autonomy of consuls – including through new IT tools and direct data exchange with institutions in Poland

Digitalisation thus serves a dual purpose: improving procedural efficiency and strengthening migration security. This is particularly relevant in light of recent challenges – from the widely publicised ‘visa scandal’, to hybrid activities by Russia and Belarus at Poland’s border, and the war in Ukraine. The current government has made it clear that security and control of migration processes are priorities, while also recognising that safe, regulated labour migration is essential for Poland’s economic competitiveness, especially in sectors struggling with workforce shortages. Migration should not hold back modernisation – it should enable it.

New regulations in 2025 – digitalisation in practice
The laws adopted in 2025 translate the Strategy’s vision into practice, changing how foreigners and employers interact with Polish authorities. The use of online tools has become mandatory in matters related to work, residence, and visas.

The employer/employee – authority relationship

Online-only work permit applications
As of 1 June 2025, all work permit applications – whether for direct employment or for posting workers – must be submitted exclusively through the online platform praca.gov.pl. Paper applications have been completely eliminated, including for appeals and complaints. Applicants must have an account in the system, and applications and attachments are signed with a qualified electronic signature or trusted ePUAP profile.

Electronic submission of employment contracts
As of 1 July 2025, employers must submit copies of employment contracts for foreign workers to the local labour office (starosta) via praca.gov.pl before the work begins. As of 1 August 2025, the same obligation applies to voivodes issuing work permits. Failure to comply may result in fines ranging from 1,000 złotys to 3,000 złotys per case.

Notification of changes to work permits
From 1 June 2025, employers must submit all required notifications (such as changes to company address, name, legal form, or the employee’s job title) exclusively online using dedicated forms on praca.gov.pl.

Electronic service of documents
Decisions, rulings, and other correspondence regarding work permits or employment declarations are now delivered to the employer’s account on praca.gov.pl. A document is considered delivered upon receipt or after 14 days of being posted in the system.

Planned MOS system
Work is currently underway on a new system – MOS (Case Management Module) – which will allow online submission of applications for temporary, permanent, and EU long-term residence permits. While the implementation date is not yet confirmed, the system is expected to become the sole permissible channel in the future.

Visa procedures

Access to Border Guard databases
As of 1 June 2025, consuls and the Ministry of Foreign Affairs can directly verify foreigners’ border-crossing records in the Border Guard’s systems.

Online scheduling of visa appointments
Consuls can now arrange appointments with applicants using online communication tools that allow for identity verification and even real-time video interviews, collecting necessary information before the consular visit.

Authority-to-authority data exchange
The reform also introduces new solutions for administrative cooperation:

• Access to external databases – regional authorities, consuls, and ministries can verify foreign nationals’ data in systems of the Border Guard, Social Security (ZUS), and central registers
• Automatic data exchange – new data-sharing networks between consulates and domestic offices streamline verification and reduce the risk of issuing documents to ineligible individual
• Integrated visa, residence, and employment systems – eliminating duplicate submissions and enhancing control over the legality of stay and employment.

The evolving role of legal representatives in immigration proceedings
One of the declared goals of the recent reforms is to limit the influence of dishonest intermediaries who for years operated in the grey zone of immigration services. By introducing mandatory online procedures and direct communication channels with authorities, the Polish government aims to make the system more transparent and to reduce the space for informal ‘fixers’.

At the same time, however, the role of professional legal representatives – attorneys and legal advisors – is growing rather than diminishing. The digital shift has not simplified the substance of the law. On the contrary, it has created new obligations that require precise legal and procedural management. For example:

• Applications for work permits must now be accompanied by official tax clearance certificates from the tax office and the Social Security Institution (ZUS)
• HR teams must coordinate the secure and timely use of new online platforms, including electronic signatures, digital forms, and automated notifications
• Failure to submit required documents or to notify the authorities of changes may result in fines and, in some cases, invalidate the legality of a foreign worker’s stay

In this context, professional representatives play a crucial role in ensuring compliance, mitigating risks, and coordinating the work of various corporate departments. Legal advisors are increasingly called upon not only to prepare applications but also to design internal processes that align with the new digital tools.

It is also worth noting that the reforms have narrowed the role of employment agencies in recruiting and placing foreign nationals. Their ability to employ foreigners directly has been significantly curtailed, which means that companies must now carefully vet any agency they cooperate with and, in many cases, take greater responsibility for the process themselves.

Despite the visible trend towards systematisation, Polish immigration regulations remain complex and multi-layered. Digitalisation may streamline procedures, but it does not replace the need for professional interpretation of the law and careful procedural strategy. For many businesses, the safest and most efficient approach is to work closely with licensed legal professionals who can take responsibility for navigating both the digital and substantive aspects of the process.

What does this mean for UK businesses?
For UK companies planning to relocate staff or hire foreign nationals in Poland, the reform brings several advantages:

• Faster processing through the elimination of paper documents
• Greater predictability and transparency in proceedings
• The ability to monitor case status in real time through online systems
• Reduced risk of formal errors thanks to electronic forms and data validation

At the same time, the new rules require companies to adapt – for example, by equipping HR departments with qualified electronic signatures and implementing internal processes for handling cases in praca.gov.pl.

Conclusion
The digitalisation of immigration procedures in Poland is more than just modernising administrative tools – it is a key element of the country’s new security and economic strategy. Combined with the growing importance of labour migration in shortage industries, the new framework creates a more business-friendly environment while also protecting the state’s interests.

For British investors, this is the right time to take a closer look at opportunities in Poland. While the new procedures require some adjustment, they promise faster, more transparent, and safer implementation of workforce projects.