Transcription of foreign civil-status records in Poland

We assist with the transcription of a foreign civil-status record in Poland: we review the document, arrange a sworn translation, prepare the USC application and assist until the Polish extract is issued.

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Service and fee

When it is required

Documents

Apostille and older documents

How the process works

Frequently asked questions

Contact

About the service

Service fee

500 zł

Legal consultation
Document review and collection
Full handling of the case through to completion
Preparation within 1–3 days
Government fees are not included in the service fee

Preparation within 1–3 days

We review the record and prepare the translation, application and complete USC document set.

We work throughout Poland

We provide the service in the Mazovian Voivodeship and throughout Poland.

We handle different types of records

Soviet-era, archival, duplicate and older civil-status records, as well as newer documents, may be accepted.

Sworn translation

Documents are translated by a Polish sworn translator.

Without your personal attendance

You sign a power of attorney at our office, and we handle the procedure.

Main fees

50 zł

Transcription / registration

Fee for entering a foreign civil-status record in the Polish USC register. The first full extract issued after transcription is included.

17 zł

Power of attorney

Fee for a power of attorney when the documents are filed by a representative. No fee is charged when the representative is a spouse, parent, child, grandchild, grandparent or sibling.

22 zł

Short extract

A short extract from a Polish civil-status record. It is charged separately when an additional copy is required.

33 zł

Full extract

A full extract from a Polish civil-status record. It is charged separately when a new or additional copy is required.

When the record requires correction

39 zł

Rectification of the record

Correction of an error in the record, such as a name, date, place, parents’ details or other information.

39 zł

Supplementation of the record

Addition of missing information to the Polish record, for example the mother’s maiden name.

39 zł

Reconstruction of the record

Reconstruction of the record when standard transcription is not possible and USC conducts a separate procedure.

5 zł / page

Certification of a copy

Certification that a document copy conforms to the original. The fee is charged for each commenced page.

The first full extract after transcription is included in the 50 zł fee

The transcription fee is 50 zł and includes the first full extract issued after the foreign record is entered in the Polish register. A later extract is charged separately: 22 zł for a short extract or 33 zł for a full extract. There is no separate fee merely for including the mother’s maiden name. The 39 zł fee applies when USC carries out a formal supplementation or rectification of the record.

What is transcription of a foreign civil-status record?

Transcription of a foreign civil-status record (Polish: transkrypcja or umiejscowienie) is the official entry of a foreign birth, marriage or death record in the Polish civil-status register. After the procedure, USC issues a Polish extract corresponding to the foreign record. The original foreign certificate is retained by USC, so obtaining a duplicate in advance may be advisable.

The resulting Polish odpis zupełny aktu stanu cywilnego may be used in Polish administrative proceedings, including citizenship, family-reunification residence matters, documents for a child, a passport or other procedures requiring a Polish civil-status record.

When is transcription of a birth or marriage record required?

The procedure is required in particular when:

— you are applying for Polish citizenship;

— a family member is applying for temporary or permanent residence based on family reunification;

— another Polish authority requires a civil-status record issued by USC.

When is transcription required?

A Polish extract is required when a Polish authority asks for a record from the Polish USC register rather than a foreign certificate with a translation.

Applying for Polish
citizenship

A Polish birth-record extract from USC is submitted in citizenship proceedings. When the applicant is married, a Polish marriage-record extract is also required.

Legal basis: Article 104 of the Law on Civil-Status Records. 01

Residence permit based on
family reunification

For an application based on marriage to a Polish citizen, a Polish marriage-record extract issued no more than 3 months earlier is required.

Legal basis: Mazovian Voivodeship Office procedure — spouse of a Polish citizen. 02

Polish identity documents
and PESEL

For a Polish citizen, transcription is mandatory when applying for a Polish identity document, a PESEL number or another civil-status registration action.

Legal basis: Article 104(5) of the Law on Civil-Status Records. 03

Documents for a
child

When a child was born outside Poland and needs a Polish passport, PESEL or confirmation of citizenship, the foreign birth record is entered in the Polish register.

Basis: transcription of the foreign birth record into the Polish civil-status register. 04

When a foreign record
is not accepted

When a Polish authority requires a Polish birth or marriage record, a foreign certificate with a translation does not satisfy that requirement.

Solution: complete the transcription first and then obtain the Polish extract. 05

An older
document

An older document may be accepted when it is an official civil-status record issued by the competent authority, legible and not doubtful as to authenticity.

Legal basis: Articles 104(3) and 107 of the Law on Civil-Status Records. 06

Can a foreign record be transcribed without an apostille?

Filing without an apostille may be possible when the Civil Registry Office accepts the foreign record as an official document and has no doubts about its authenticity.

The standard USC document set includes the original foreign record, a sworn Polish translation, an application, the applicable fee and an identity document. An apostille is not listed as a standard mandatory document for every transcription case.

Before filing, we review the country of issue, document type, seals, signatures, language, condition and the data contained in the record. When filing without an apostille is acceptable, we prepare the case accordingly. When additional authentication may be required, we explain the risk before filing.

Can an older-format document be submitted?

Yes, when it is an official birth, marriage or death record issued by the competent authority.

The decisive issues are the document’s content and condition: illegible data, damaged seals, amendments, a copy instead of the original, missing information, authenticity concerns or a document that is not a civil-status record may prevent transcription.

We review the document before filing to determine whether it can be submitted to USC or whether a duplicate or prior correction is required.

Which documents are required for transcription?

A translation alone is not sufficient. USC requires a complete set confirming the civil-status event, the applicant’s identity and the right to file the application.

Original foreign civil-status record

A birth, marriage or death certificate issued by the competent authority.

Sworn translation

A Polish translation prepared by a sworn translator or a Polish consul.

Application to USC

Wniosek o transkrypcję zagranicznego dokumentu stanu cywilnego.

Identity document

A passport, Polish identity card or another document confirming the applicant’s identity.

USC fee

Government fee for issuing the extract after transcription.

Additional documents

Required when the record contains errors, lacks parents’ details or a surname after marriage, or raises authenticity concerns.

How can SKILLDOCS assist?

SKILLDOCS provides full assistance with the transcription of foreign birth and marriage records in Poland.

Our assistance covers:

a consultation and document review;
arranging an official translation by a sworn translator;
preparing and filing the application and attachments with USC;
collecting the Polish record and transferring it to you.

Why entrust the procedure to us?

we understand the requirements for documents issued in Ukraine, Belarus, Georgia and other countries;
we work transparently and explain the procedure clearly;
we verify the documents before filing and identify potential issues early.

Submit a request and we will assess your foreign civil-status record and explain the next steps.

How to start working with us

Contact us in the most convenient way and send a clear photograph of the foreign civil-status record for an initial review.

01
Send us a photograph of the document
Send a clear photograph of the birth, marriage or death certificate. We check the seals, signatures, language and physical condition.
02
We check whether filing without an apostille is possible
When USC accepts the record without additional authentication, we prepare the application without an apostille.
03
We arrange a sworn translation
We arrange a Polish translation by a sworn translator.
04
We submit the complete set to USC
We prepare the application, fee and attachments and submit the documents to the Polish Civil Registry Office.
05
You receive the Polish extract
You receive a Polish document that can be used in further procedures in Poland.

Frequently asked questions

How long does it take to obtain Polish birth and marriage records?

The entire procedure generally takes no more than two weeks. In practice, preparing and filing the complete application usually takes 1–3 days.

How much does the service cost, and does the price depend on the number of documents?

For one family, the service fee is 500 zł regardless of the number of civil-status records included in the case.

Will USC retain the originals of my birth and marriage certificates?

Yes. USC retains the original documents. When you may need them later, obtain duplicate foreign certificates before filing.

Can I submit a notarised copy instead of the original certificate?

No. The original birth, marriage or death certificate must be submitted.

What is transcription or registration of a foreign civil-status record?

It is the entry of a foreign civil-status record in the Polish civil-status register. The procedure is also referred to as transkrypcja or umiejscowienie. After completion, USC issues a Polish extract from the record.

Is an apostille required?

An apostille is not listed as a standard document required for transcription. The need for additional authentication depends on the country of issue, the document and the authority’s assessment.

Can an older-format certificate be submitted?

Yes, when it is an official civil-status record issued by the competent authority, legible and not doubtful as to authenticity.

Is a Polish civil-status record required for a Polish citizenship application?

Yes. Citizenship proceedings require a Polish birth-record extract from USC. When the applicant is married, a Polish marriage-record extract is also required.

Can the transcription procedure be handled through an authorised representative?

Yes. An authorised representative may file the application. A power of attorney and the applicable fee are required unless a statutory fee exemption applies.