Last updated: 11.03.2026
Transcription of foreign civil status acts in Poland
Transcription of foreign civil status acts is a procedure involving the faithful and literal transfer of data from a foreign civil status record into the Polish civil status register (such as birth, marriage, divorce, or death certificates).
This process consists of a literal transfer of only the data contained in the foreign certificate into the Polish register, without altering its substance, and in accordance with Polish spelling rules and Polish law. The document must be transcribed exactly as issued, including all personal data and information confirmed in the foreign language, subject to Polish orthographic standards.
As a result, these documents acquire legal validity in Poland and can be used as official document before Polish authorities., e.g., when applying for a PESEL number, passport, or updating data in the PESEL system.
When is transcription of foreign civil status acts necessary?
In Poland, the transcription of foreign civil status acts may be required in the following cases:
- Obtaining a PESEL number – If a person has a foreign birth certificate and wishes to obtain a PESEL number, they must undergo the transcription process.
- Issuing a Polish passport – For individuals with a foreign birth or foreign marriage certificate who wish to obtain a Polish passport.
- Updating data in the PESEL system – Transcription is necessary when updating data, such as a surname after marriage abroad or a change in marital status.
- Recognition of a foreign divorce judgment – If a person applies for a divorce in Poland based on a foreign court judgment, transcription of the divorce certificate is necessary for it to have legal effects in Poland.
- Acquiring Polish citizenship – Individuals acquiring Polish citizenship and becomes a Polish citizen and having foreign civil status documents must go through the process of transcription in Poland.
Where and how to submit the application?
The application for the transcription of a foreign civil status act may be submitted to a Polish civil registry office in the Republic of Poland. The competent authority in such matters is the head of the registry, who maintains the Polish civil registry and ensures that foreign documents are entered into the Polish civil status records in accordance with Polish law.
- Directly at the Civil Status Office (USC) – In Republic of Poland, at any Polish registry office. It can be the any registry office in the place of residence or any other preferred location.
- Through a proxy – The application can be submitted through a proxy, based on a power of attorney signed by the applicant.
- Through the Polish Consul Abroad – If the applicant is abroad, they can submit the application at the relevant Polish consulate, which will forward the documents to the appropriate USC in Poland.
What documents should be attached to the application?
The following required documents should be attached to the application for transcription:
- Original or copy of the foreign civil status act – With an apostille or legalization (unless exempt from the legalization requirement).
- Sworn translation of the document – All foreign documents must be submitted together with an official translation into Polish. The translation must be prepared by a sworn translator entered on the official list in Poland, a sworn translator authorised in a Member State of the European Union or the European Economic Area, or by a Polish consular authority.
- Identity document of the applicant – Such as a passport or identity card (for review).
- Completed application form – Available at any USC or online.
Special case: Recognition of a foreign divorce judgment
If a person has a foreign divorce judgment and wishes to recognize it in Poland, they must undergo a special procedure. A foreign divorce judgment does not automatically have legal effect in Poland. In this case, recognition of the divorce judgment by a Polish court is required before transcription of the divorce act can take place in the Polish registry. In some cases, translation of the judgment and the submission of additional documents may be necessary for the court to review the case.
Cost of transcription
The cost of transcribing foreign civil status acts in Poland is usually 50 PLN for issuing a full copy of the act after transcription.
The fee may be 39 PLN for corrections or additional data updates.
Additionally, if the applicant submits a power of attorney, an additional stamp duty may be required for its issuance (e.g., 17 PLN).
When submitting the application through the consulate, additional consular fees may apply, depending on the consulate’s pricing.
Waiting time for transcription
The waiting time for transcription of foreign civil status acts in Poland depends on the office, but it generally ranges from 1 to 3 months. This depends on the office’s workload and the type of documents that need to be translated or supplemented. In more complicated cases, the waiting time may be longer, especially if the recognition of a foreign divorce judgment is required.
Summary
Transcription (registration) of foreign civil status acts is an important step in integrating foreign documents into the Polish legal system. It enables obtaining a PESEL number, updating system data, or obtaining a Polish passport. The procedure is straightforward but requires the submission of sworn translations, power of attorney when needed, and compliance with specific formalities.
FAQ – Transcription of Foreign Civil Status Acts in Poland
Who may apply for transcription?
The application may be submitted by the person concerned, their legal representative, or an authorised proxy.
In most cases, the applicant must demonstrate a legal interest in the matter. However, in the case of a document confirming death, a factual interest may be sufficient.
What types of documents may be transcribed?
Transcription applies to foreign civil status documents confirming events such as birth, marriage or death. This includes, for example, a child’s birth certificate, marriage and death certificates, or another document confirming a civil status event issued abroad.
If a child was born abroad, transcription of the foreign birth certificate is often required before a Polish birth certificate can be issued.
Is transcription required before obtaining Polish documents?
Yes, in many cases transcription is necessary before applying for a Polish identity document or before entries can be made in the Polish civil status register.
When can transcription be refused?
If the submitted document raises doubts as to its authenticity, completeness, or compliance with the fundamental principles of the Polish legal order, the authority may refuse transcription.
In such cases, a formal administrative decision may be issued.
Can spelling or personal data be adjusted during transcription?
Transcription is based on a faithful reproduction of the foreign document. However, entries must comply with Polish spelling standards, and the spelling established in existing Polish records may be taken into account.
