How to Get a Police Clearance or Sex Offender Check in Poland (2025 Guide)

Police clearance in Poland 2025 — it’s one of the most overlooked but essential requirements for anyone looking to live, work, teach, or apply for a visa in Poland. ❗Get it wrong, and you could face delays, rejection, or even a denied residence permit. ✅ Get it right, and you unlock the freedom to work in schools, register a business, apply for long-term residency, or secure a national visa with no legal friction.

In this definitive guide, you’ll learn exactly how Poland’s criminal record system works, what the sex offender registry is, when and why you’re expected to show police clearance from your home country, and what mistakes are most likely to get you flagged or rejected. We’ve broken it all down for real people: expats, English teachers, digital nomads, freelancers, NGO volunteers, and those applying for Polish citizenship or permanent residence. 💡

If you’re feeling lost or overwhelmed, you’re not alone — and you don’t have to handle this process by yourself. Here’s how we help:

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If you’re planning to stay in Poland long-term, apply for a visa, get a teaching job, or apply for citizenship — at some point, someone is going to ask you for “proof that you have no criminal record.” But what exactly does that mean in Poland? 🤔

There are actually two separate systems involved here: one for general criminal records, and another for sex offense history. Knowing the difference is critical if you want to avoid unnecessary delays or rejections.

🇵🇱 What Is a Polish Police Clearance Certificate?

The official name is the Krajowy Rejestr Karny (KRK), which translates to the National Criminal Register. When someone refers to a “Polish police clearance,” they’re talking about a document from this database. The formal name of the document is Informacja o osobie — information about a person — and it confirms whether or not you have been convicted of a crime in Poland.

This system is governed by the Act of 24 May 2000 on the National Criminal Register (Ustawa o Krajowym Rejestrze Karnym). It’s what employers, immigration offices, and licensing authorities check when they want to verify your legal status inside Poland.

🌍 What About Foreign Police Certificates?

If you’re not a Polish citizen or haven’t been living in Poland for very long, the KRK might not tell the full story. That’s why authorities often ask for a criminal record certificate from your country of origin — or any country where you’ve lived in the last 20 years. For example:

• 🇺🇸 U.S. citizens usually provide an FBI Identity Summary
• 🇬🇧 UK nationals provide an ACRO Police Certificate
• 🇮🇳 Indian citizens often use a Police Clearance Certificate (PCC)

To be legally accepted in Poland, these foreign documents must be:

• ✅ Legalized with an Apostille (or via Polish consulate if Apostille doesn’t apply)
• 📄 Translated into Polish by a certified sworn translator (tłumacz przysięgły)

🔒 What Is the Polish Sex Offender Registry?

Separate from the KRK, Poland maintains the Rejestr Sprawców Przestępstw na Tle Seksualnym (RPS) — the national sex offender registry. This registry is governed by the Act of 13 May 2016</strong. It has two parts:

• 🧷 A public section (for the most severe offenders, searchable online)
• 🔐 A restricted-access registry (used by schools, employers, and authorities for sensitive positions)

You won’t be issued a certificate by default. Instead, employers or institutions query this system directly through the Ministry of Justice portal to confirm you are not listed. You can also log in yourself via ePUAP to request your own status if needed.

📌 When Are These Documents Required?

Different immigration and legal processes in Poland require different combinations of these certificates. Here’s how it breaks down:

• 🛂 Type D Visa (National Visa): Typically requires a police clearance from your home country. For volunteering, teaching, or research, it’s often mandatory.
• 📅 Temporary Residence Permit (Karta pobytu czasowego): KRK is often required. Some Voivodeships may also demand a foreign certificate.
• 🏠 Permanent Residence Permit: Both a Polish KRK and home-country clearance are commonly required.
• 🇪🇺 Long-term EU Resident Permit: Same as permanent — usually both are checked.
• 📜 Polish Citizenship Application: Mandatory to show both your Polish and foreign criminal history is clean.

📍 Do Requirements Change by Region?

Yes — sometimes. While the laws are national, the way local Voivodeship offices interpret and apply them can differ. For example:

• 📍 Mazowieckie (Warsaw): Commonly requires foreign certificates even for temporary residence
• 📍 Małopolskie (Kraków): Often asks for KRK plus sworn statements, sometimes foreign certs too

🧠 Best practice: If you bring both a Polish KRK and an Apostilled, translated certificate from your home country, you’ll meet or exceed every regional standard.

Need help getting either document correctly the first time?
👉 Book standalone KRK support here or
👉 Join our platform for full DIY guidance.

If you’re planning to work in Poland — especially in any job that involves children, public trust, finances, or government licensing — expect to be asked for a valid criminal record certificate. 👮‍♂️

Whether you’re applying for a job as an English teacher, a nurse, a summer camp volunteer, or even setting up your own company, here’s what employers and regulators will expect — and why skipping this step can get your application binned. 🗂️

📚 Education: ESL Teachers, Tutors & School Staff

Polish law requires all educators — whether in public schools or private language centers — to prove they have no criminal convictions. This became stricter in 2024 with updates to the Teacher’s Charter (Karta Nauczyciela) and related regulations. 🧑‍🏫

As a foreigner applying to teach English in Poland, you will almost always need to submit:

• ✅ A Polish KRK certificate
• 📄 A criminal record certificate from your home country
• 🔍 Consent to a Polish Sex Offender Registry (RPS) check by the school or employer

This is not optional — schools are legally responsible for checking you before employment. Failing to submit these documents usually results in an automatic rejection.

🩺 Healthcare & Private Clinics

There isn’t one national law forcing all healthcare workers to get a KRK, but in practice, most hospitals, clinics, and licensing authorities expect it — especially if your role involves contact with children, psychiatric care, or elderly patients.

Depending on the employer, you may need to provide:

• 🧾 A Polish KRK certificate
• 🌐 A home-country police clearance
• 📑 A sex offender check (if the role involves minors)

For foreign doctors, nurses, and therapists — these documents are often required to validate your character alongside your credentials. Without them, onboarding gets delayed or blocked. 🚫

👶 Childcare, Summer Camps & Youth Services

Polish law takes child protection extremely seriously. Anyone working or volunteering with children — including youth programs, sports teams, daycare centers, or summer camps — must be officially cleared of criminal and sexual offenses.

Here’s what’s required:

• ✅ KRK certificate — usually free for volunteers with an NGO letter
• 🔍 Sex Offender Registry (RPS) check — mandatory for all child-contact roles
• 🌍 Foreign police clearance — often required before onboarding begins

⛔️ Employers or organizers who skip these checks can face legal penalties. If you’re a foreign volunteer, expect to show your clean record before you’re allowed near minors.

⚖️ Legal, Finance & Public Licensing

Professions that require licensing, certification, or registration — like lawyers, accountants, tax consultants, real estate agents, or financial advisors — often require a clean criminal record as part of the application or renewal process. 🧾

This includes:

• 💼 KRK certificate as proof of no convictions
• 📄 A home-country clearance for newly arrived foreigners

If you’re applying for public tenders, registering as a security professional, or becoming a licensed translator, expect these documents to be requested during registration.

🏢 Public Sector Jobs & Government Contracts

Public sector positions — from city hall staff to administrators in public schools or offices — require proof of good character. Many will request a KRK certificate before hiring or confirming a contract.

If you’re running a company bidding on government contracts, your key personnel may need to prove they’ve never been convicted of fraud, corruption, or abuse of power.

🧠 Summary by Sector

• 📚 Education: KRK + home-country clearance + RPS check
• 🩺 Healthcare: KRK + home-country (depending on employer)
• 👶 Childcare/NGO/Volunteering: KRK + RPS + foreign cert (highly likely)
• ⚖️ Legal/Finance/Public Trust: KRK always, home-country often
• 🏢 Public Sector & Government Tenders: KRK required for key roles

🎯 Want to make sure you’re properly cleared for your job or work permit?

• 📍 Book standalone KRK support here
• 📚 Join our expat platform for full employer-ready checklists

Whether you’re applying for a visa, getting hired for a regulated job, or finalizing your permanent stay in Poland, you’ll almost always need a valid KRK certificate — the official document proving whether you have a criminal record in Poland. 🧾

Here’s exactly how to get one in 2025 — whether you’re already in Poland, applying from abroad, or sending someone to collect it on your behalf. ⏳

📍 Option 1: Apply In-Person at a KRK Office

You can apply in person at any KRK Information Point, usually located in your nearest regional court (Sąd Okręgowy). Just walk in, fill out the application form titled “Zapytanie o udzielenie informacji o osobie”, show your passport or ID, and pay the fee.

• ✅ Standard fee: 30 PLN
• 🕒 Processing time: Often immediate, or same day
• 🧾 You receive an official printed certificate with seal

👉 Need help in-person? We can accompany you or do it on your behalf.

💻 Option 2: Apply Online via ePUAP / e-KRK

If you have a Trusted Profile (Profil Zaufany) or a qualified electronic signature, you can submit your application online through the e-KRK portal.

• 💰 Fee for online version: 20 PLN
• 📁 You receive an electronic XML certificate (digitally signed)
• ⚠️ Cannot be printed and submitted in paper form — digital only

This is the fastest option — results often arrive within 24 hours, sometimes instantly. But not all employers or offices accept the XML file unless uploaded via ePUAP. 🧠

✉️ Option 3: Apply by Mail

You can also send your application by post to the Ministry of Justice’s KRK office. Include:

• 📄 Completed request form
• 💶 Proof of payment (bank transfer or stamped court fee)
• 🪪 Copy of your passport or ID

Be sure to include a return envelope with your address. This method takes longer (up to 2–3 weeks including shipping), but works for people without access to ePUAP or a local office.

🧑‍⚖️ Option 4: Authorize a Proxy (Power of Attorney)

If you can’t apply in person, you can authorize someone else in Poland to do it for you. Just write and sign a Power of Attorney (pełnomocnictwo) naming the individual and include it with the application.

• 🪙 Additional fee: 17 PLN stamp duty (unless the proxy is a licensed lawyer or family member)
• 📍 Can be submitted at any KRK office by your proxy

✅ We offer full proxy service — we’ll collect the KRK for you legally.

🌍 Getting a KRK from Outside Poland

Polish consulates do not issue KRK certificates. However, you can still apply:

• 💻 Online via e-KRK portal if you have a Trusted Profile (can be activated through some consulates)
• 📨 By post to the Ministry in Warsaw
• 👥 Through a proxy inside Poland

Need full instructions and templates? 📚 Join our expat platform — we walk you through every method.

📁 Document Snapshot: What You’ll Need

• 🪪 Valid passport or Polish ID
• 💳 Payment (cash at court, online transfer, or court stamps)
• 📝 Completed form: “Zapytanie o udzielenie informacji o osobie”
• 📄 Power of attorney (if authorizing someone else)

🧠 Important: If your KRK is older than 3 months at the time of application submission, it may be rejected. Always time your request accordingly.

Getting a clean criminal record certificate is just one half of the story — if your job, visa, or volunteer work involves children or minors, Polish law also requires a check of the national sex offender registry. 🧒🔍

This system is completely separate from the KRK. It’s called the Rejestr Sprawców Przestępstw na Tle Seksualnym (RPS), and it was introduced by the Act of 13 May 2016 to protect vulnerable populations, especially minors. Let’s break down what it is, how it’s used, and when you need to worry about it. ⚖️

📚 What Is the RPS?

The RPS is Poland’s official Sex Offenders Registry. It consists of two separate databases:

• 🔓 Public Registry: A limited list of the most serious offenders, accessible by anyone via the Ministry of Justice website
• 🔐 Restricted Registry: A confidential database accessible only to authorized institutions (schools, employers, courts, etc.)

If you’re working in education, youth services, childcare, healthcare (with minors), or volunteering with kids — your future employer or sponsor is legally obligated to check your status in the restricted RPS before hiring you. ❗

🏫 Who Can Access the RPS?

Access is tightly controlled and logged. The following organizations can legally run a check:

• 📘 Public and private schools
• 🏥 Clinics, hospitals, and social service providers
• 🏕️ Camps, youth organizations, and childcare agencies
• 🏛️ Courts, prosecutors, and public institutions

The check is performed electronically through a secure Ministry of Justice portal. Employers or agencies must create an account and submit a formal digital query. 🖥️

🧾 What Kind of Result Do You Get?

There is no paper certificate like the KRK. Instead, the system returns an electronic confirmation — either:

• ✅ No match found — you’re not listed
• ⛔️ Match found — access to sensitive jobs will be blocked

The result is downloaded or printed by the employer and stored in your personnel file or recruitment documentation. It’s quick, free, and legally mandatory for any role involving minors. 💼

🌍 Do Foreigners Get Checked Too?

Yes — but there’s a catch. The RPS only contains convictions issued in Poland. That means if you committed a sexual offense outside of Poland, you won’t show up in the registry. 🧳

That’s why many employers also require a criminal record certificate from your home country — to verify there are no sexual offenses on your international record.

For example:

• 🇺🇸 U.S. teachers often need an FBI check (which includes sexual offense records)
• 🇬🇧 UK citizens may be asked for an ACRO certificate (which shows all convictions)

📌 Some countries don’t issue separate “sex offender” checks — instead, these crimes are listed within general police clearances. Polish employers accept these as evidence.

🧠 Reminder: RPS ≠ KRK

The KRK shows your full Polish criminal record (including sexual offenses, if not expunged), while the RPS is a live registry specifically for sex crimes — and it’s not public unless you’re on the public list.

Even if your KRK is clean, you could still appear on the RPS. Or vice versa. That’s why both are checked independently during sensitive recruitment or visa processes. 🔎

👥 Can Individuals Check Themselves?

Yes. If you have a Trusted Profile (Profil Zaufany), you can log in to the RPS portal and download your own confirmation. Some employers may ask you to do this instead of submitting a request themselves.

But in most cases, the responsibility lies with the employer or institution to perform the RPS check. You usually just give them permission. 📄

Want to know if your profession or visa process requires both a KRK and an RPS check?
👉 Join our platform and get full legal checklists per visa or job type.

If you’re still unsure what type of certificate you need, you’re not alone. 🤷‍♀️ The reality is that Polish offices and employers don’t always explain it clearly — and the requirements change depending on your profession, visa type, and legal status.

Below is a breakdown of the most common real-world scenarios our clients face — showing exactly which background checks are needed and why. ✅

💡 Key takeaways:

• 📍 Always get your KRK if you’ve spent time in Poland
• 🌍 Foreign certificates are essential for first-time applicants or non-EU citizens
• 🔍 Sex offender registry checks are mandatory for anything involving children
• 📄 Apostilles and certified translations are non-negotiable for foreign documents

Still unsure which combo applies to your specific situation?

• 📞 Book a session — we’ll check and guide you directly
• 📚 Join our platform for instant access to clearance checklists by visa type

How much does a KRK certificate cost? How long is it valid? What does it even look like — and what format is accepted by visa offices or employers in Poland? 🧾

This section answers every logistical question about KRK document handling, so you don’t get stuck with a rejected or expired certificate. ✅

💰 How Much Does It Cost?

• 📄 30 PLN — standard printed certificate (in-person or by mail)
• 💻 20 PLN — digital version via e-KRK platform (XML file only)
• 👥 +17 PLN — if you authorize someone to collect it via pełnomocnictwo (Power of Attorney)

🆓 If you’re volunteering with children (e.g. a youth camp or school), you may be eligible for a free KRK certificate — but you must include an official request letter from the NGO or institution. 🧒

📂 What Does the Certificate Look Like?

There are two formats:

• 📄 Printed Certificate: Issued in-person or by mail, signed and stamped with official court seals
• 💻 XML Digital Certificate: Issued through the e-KRK portal, digitally signed by the Ministry of Justice

⚠️ You cannot print the XML certificate and treat it like a paper document — it is only legally valid in its original electronic form and must be submitted digitally (e.g. uploaded to ePUAP or sent via official email). Printing it voids its digital integrity. 🖨️❌

⏳ How Long Is a KRK Certificate Valid?

The KRK certificate doesn’t come with an expiry date — but in practice, all Polish authorities apply a soft rule:
📆 It must be no older than 3 months on the date of submission.

If your certificate is dated more than 90 days before your visa or residence permit application, it will almost always be rejected or considered outdated.

• 📌 Visa applications: Consulates usually require KRK to be under 3 months old
• 📌 Residence permits: Voivodeship offices follow the same 3-month rule
• 📌 Employers: May accept older documents, but will often request a fresh version before onboarding

📦 Can I Reuse the Same Certificate?

Yes — within reason. A KRK certificate can be used across multiple applications or jobs as long as it’s still within the 3-month window. But many official offices will want an original, not a photocopy.

🧠 Best practice: Order a fresh KRK for each major process (visa, work permit, job onboarding), unless you’re operating within weeks of the last application.

📝 Document Checklist

• ✅ Choose the format you need (paper or digital)
• 🕒 Time your request so it’s less than 3 months old on the day you submit
• 📤 Never print an XML and use it as “proof” — it won’t be accepted
• 📄 Keep original paper versions safe and submit copies only when explicitly allowed

Need help navigating document timing or choosing the right format?

• 📍 Let us get your KRK timed and filed for you
• 📚 Join our platform for personalized visa prep timelines

Every week, we hear from foreigners whose visa, work permit, or onboarding process has been delayed or rejected due to background check errors. 🛑 Most of the time, it’s avoidable — and usually comes down to one of these issues:

❌ Submitting an Expired KRK Certificate

Even though KRK certificates don’t have an official expiry date, almost all Polish authorities enforce a 3-month rule. If your document is older than 90 days on the day you submit it, it may be flat-out rejected. 📆

🧠 Tip: Never order your KRK more than 30–40 days in advance. Always check the submission deadline for your visa or permit and count backwards to time it right.

❌ Using a Foreign Certificate Without Apostille or Translation

This is one of the most common mistakes. Polish authorities do not accept foreign police certificates unless they are:

• ✅ Apostilled (or legalized by a Polish consulate)
• 📄 Translated into Polish by a certified tłumacz przysięgły

Failing to legalize or translate these documents correctly leads to instant document rejection. Even if the content is valid, the format is not. 🗃️

❌ Submitting the Wrong Format (Printed XML or Photocopy)

If you download your KRK digitally from the e-KRK portal, it arrives in XML format and is digitally signed. You cannot print this and submit it as a paper certificate — it won’t be accepted. 🖨️🚫

Likewise, photocopies of a paper KRK are often rejected unless the office allows them explicitly. Always aim to submit the original if unsure.

❌ Relying on Declaration Instead of Real Certificates

In some minor cases (like student permits), you may be allowed to declare that you have no criminal record. But for most visa, work, or permanent residence processes — a real KRK and/or foreign certificate is mandatory.

🧠 Tip: If an official tells you a declaration is enough, get it in writing. Otherwise, you may lose time preparing the wrong thing.

❌ Not Preparing for Voivodeship Differences

Each region in Poland has a slightly different way of interpreting the law. For example:

• 📍 Mazowieckie (Warsaw): Usually requires foreign certificates for most residence types
• 📍 Małopolskie (Kraków): More likely to accept declarations or offer flexibility for temporary permits

🧠 Tip: Always follow the checklist published by your specific Voivodeship Office. Don’t rely on general advice.

❌ Using a Foreign Certificate That Doesn’t Show Sex Offense Data

If you’re working with children or youth, some Polish employers may reject foreign police certificates that don’t explicitly show sex offense records. 🧒🚫

🧠 Tip: Use police certificates that show all categories of offenses. FBI Identity Summaries, ACRO (UK), and Indian PCCs typically include this data. Always confirm with your consulate before requesting the wrong doc.

🔑 Expert Tips for a Smooth Process

• 📅 Time your KRK requests to be under 3 months old at the time of submission
• 📍 Get both a Polish and foreign certificate if applying for long-term permits, jobs with minors, or citizenship
• 📑 Use only certified translators for documents in foreign languages
• 💡 Don’t delay — KRKs are often issued same-day, so plan ahead without panicking
• 💬 Double-check whether your foreign document shows sex offenses (if relevant)

Want to be 100% sure you don’t miss anything?

• ✅ Book KRK handling or document review service
• 📚 Access our full error-proof document prep guides

❓ Do I need a police clearance for every type of visa to Poland?

Yes. In the past this was not required for some visa types, however, the government is now ensuring that no criminals enter so this is now best practice 📄

❓ What’s the difference between the KRK and a foreign police certificate?

The KRK shows your criminal record status inside Poland. A foreign police clearance (e.g. FBI, ACRO) shows your criminal status outside Poland. Most long-term immigration and job processes require both. 🌍

❓ Is a police clearance enough for jobs involving children?

No. In addition to a clean criminal record, Polish law requires an RPS (sex offender registry) check for any role that involves contact with minors. This is performed directly by the employer or organizer. 👶

❓ Can I reuse a KRK certificate for multiple applications?

Yes — as long as it’s still less than 3 months old at the time of submission. After that, you’ll need to order a fresh one. 🔁

❓ What if my country doesn’t issue police clearances?

Some countries have no centralized police database or offer only limited certificates. If that’s the case, contact your embassy and get written confirmation of unavailability — Polish authorities may accept that with a signed declaration. 📜

❓ Can I submit a printed copy of my digital (XML) KRK certificate?

No. XML files are only valid electronically. Printing them invalidates their signature. If you need a paper version, apply for it in person or by mail. 🖨️🚫

❓ What happens if I’ve committed a minor offense in the past?

It depends on the offense and the application type. Minor administrative fines usually don’t impact your visa or job process. But if it’s a criminal conviction, consult with an immigration advisor before submitting. ⚠️

❓ How long does it take to get a KRK certificate?

In person: usually same day.
Online (e-KRK): within 24–48 hours.
By mail: 1–3 weeks depending on postage time.
With proxy: 1–3 business days if handled in Poland. ⏱️

❓ Can English Wizards help me get these documents?

Absolutely. 💬 We can assist with collecting the KRK for you, reviewing foreign certificates, or guiding you step-by-step inside our platform.
👉 Explore document services or
👉 Get full access to guides and checklists here.

Every fact, process, and legal reference in this guide is based on official Polish government sources. Below you’ll find direct links to the laws, regulations, and portals referenced throughout this article. 📚

• Act on the National Criminal Register (Ustawa z dnia 24 maja 2000 r. o Krajowym Rejestrze Karnym)
  → View official act (PDF)
• e-KRK Portal (Ministry of Justice) — apply for KRK certificate online
  → https://ekrk.ms.gov.pl
• KRK Certificate Info (gov.pl) — official instructions for in-person or mail submission
  → https://www.gov.pl/web/sprawiedliwosc/krajowy-rejestr-karny
• Polish Sex Offender Registry Portal (RPS) — access and search options
  → https://rps.ms.gov.pl
• Act on Counteracting Sexual Crimes (Ustawa z dnia 13 maja 2016 r.)
  → View official act (PDF)
• Act on Foreigners (Ustawa o cudzoziemcach) — main immigration framework
  → View full act (PDF)
• Teacher Employment Requirements (MEN guidelines via Karta Nauczyciela)
  → https://www.gov.pl/web/edukacja
• Ministry of Interior (Relocation & Public Safety)
  → https://www.gov.pl/web/mswia
• Voivodeship Offices (Example: Mazowieckie) — regional requirements for TRC and permanent residence
  → https://mazowieckie.pl/pl/dla-klienta/cudzoziemcy

If any links are broken or outdated, please report them via our contact form so we can update this list for others. 🔗