A KPA certificate in a residence case: how to apply and what to do after 7 days

This is information, not legal advice. For an individual case, consult a lawyer or a support organisation.

Scope of this guide. It concerns a certificate requested under Article 217 KPA, which confirms specific facts held in the office’s records and has a 7-day deadline. Since 27 April 2026PL🌐 Translate, a separate, free certificate under Articles 108, 206 or 222a of the Act on Foreigners is delivered through MOS after the statutory conditions are met. It contains a statement that the foreigner’s stay is deemed legal. The KPA chapter on certificates — including its 7-day deadline — expressly does not apply to that MOS certificate.

1. What a certificate can confirm

In the application, state the specific facts the office can check in its files or systems, for example:

the date your residence permit application was received;
the case reference number;
the type of proceedings being conducted;
that, as at the date the certificate is issued, the proceedings are still pending.

Say also which institution the document will be submitted to and why it is needed. That demonstrates your legal interest and lets the fee be assessed correctly.

2. The fee

The general rate for issuing a certificate is 17 zł.

If the certificate is needed for a child-raising benefit, a social benefit or social insurance matter, issuing it may be exempt from stamp duty. In that case describe the purpose of the document clearly and cite art. 2 ust. 1 of the Stamp Duty ActPL🌐 Translate.

Do not automatically attach proof of a 17 zł payment without checking the purpose. For a bank, registration of residence or another purpose, the fee will as a rule be due unless a specific exclusion or exemption applies.

3. How to file the application

You can file it:

through e-Doręczenia to the PUW address: AE:PL-69276-68927-JEAHF-27;
by registered post to the correspondence address of the Pomeranian Voivodeship OfficePL🌐 Translate;
in person at the filing desk, asking for confirmation of submission on your own copy.

With e-Doręczenia the template is copied straight into the body of the message: fill in the fields and choose “Podpisz treść i wyślij” (sign the content and send). After sending, keep the message text and the proof of sending and receipt (DWS/DOR). See also: how to sign content and attachments correctlyPL🌐 Translate.

Template: application for a certificate

4. How to count the deadline

The certificate should be issued without undue delay and no later than within 7 days. These are calendar days. The day the application is delivered is not counted; if the last day falls on a Saturday or a public holiday, the deadline moves to the next day that is neither. With e-Doręczenia, the reference point is the date shown in the proof of receipt.

5. What the office may do

issue the certificate;
issue a decision refusing to issue the certificate, or one with the content requested — such a decision can be appealed (zażalenie);
call on you to remedy formal defects or to pay the fee due;
if it does not deal with the case in time — notify you of the reason for the delay, give a new date, and advise you of the right to file a reminder.

6. What to do once the deadline passes

If 7 days have passed and the office has issued neither a certificate nor a decision, has sent no request and given no new date, you can file a reminder (ponaglenie) for inactivity. If the office formally set a new date, keep that notice; depending on how the case develops, the basis may be inactivity after the new date passes, or undue delay.

A reminder in a case conducted by the Pomeranian Voivode is filed with the higher-instance authority through the Pomeranian Voivode. Once filed, a complaint about inactivity can be lodged with the WSA through the voivode — you do not have to wait for the reminder to be decided. The court fee for an inactivity complaint is currently 100 zł.

Template: reminder about a certificate · Template: complaint to the WSA

That certificate proceedings are subject to separate review by an administrative court is shown by the judgment of the WSA in Opole of 12 October 2023, II SAB/Op 44/23PL🌐 Translate: the court found the voivode inactive and ordered him to deal within seven days with an application for a certificate confirming the date a temporary residence application was filed.

7. What evidence to keep

a copy of the application and every attachment sent;
DWS/DOR, or postal proof of sending and delivery;
requests, notices, decisions and replies from the office;
evidence of the practical consequences of not having the document, e.g. a letter from a bank, ZUS or the municipal office.

Before sending us documents for publication, remove document numbers, addresses, PESEL numbers, signatures and any other personal data.

Legal basis

Legal position verified 28.08.2026.