How can i check my TRC status in Poland?
2 July 2025

Temporary Residence Permit Case Status: How a Foreigner Checks in Poland at the Voivodeship Office

This article explains how a foreigner can check the case status of a temporary residence permit. You will learn why this check matters. You will discover reliable methods and stay legally compliant in Poland.

1. What Is a Temporary Residence Permit and Why Is It Vital for a Foreigner?

A temporary residence permit allows a foreigner to live legally in Poland. It prevents illegal residence on the territory of the Republic of Poland. This permit replaces a simple travel document for long stays. A foreigner must meet the requirements to obtain it.

The permit may cover work, study, or family reasons. It protects third-country nationals from penalties for missing documents. It also offers stable and regular legalizing your stay. A temporary residence permit helps secure social and financial stability. It allows access to the labour market and other benefits. Without it, a foreigner risks loss of legal residence on the territory.

2. Which Legal Regulations Govern a Foreigner’s Stay in Poland?

Polish legal regulations stem from EU directives and national law. The main act is the Ustawa o cudzoziemcach (Foreigners Act). This regulation defines procedures, required documents, and voivodeship office roles. It also outlines rights of third-country nationals and family member rights. A foreigner must comply with local legal regulations at all times.

Failure may lead to summons or deportation. The act specifies when an applicant must appear in person. It also details the scope of documents proving financial means. Note: certified as true copies are often required. You may need a Polish translation of the original travel document. Always confirm any changes on the official government information portal.

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3. How Do You Register and Obtain a Case Number?

Before you begin, you must register your place of residence. The registration is at your local municipal office or voivodship office. Next, you submit an application form with necessary documents.

The application form asks for your personal data and visa status. You then receive a case number for follow-up. Keep that case number safe for all future correspondence. It appears on your receipt after submitting the application. A case number allows you to check case status online or in person.

If you lose the number, call or email the voivode’s office. Always obtain confirmation of your submission in writing. This helps avoid formal deficiencies or misunderstandings.

4. How to Use the inPol Foreigner Portal to Check Case Status?

The inPol Foreigner Portal is an online portal managed by the Ministry of Internal Affairs. It lets a foreigner log in and check case status quickly. First, you must obtain login credentials from your voivodeship office. Then, go to the portal and enter your case number. The page displays the status of your proceeding in real time. In some cases, you may also upload missing documents there.

It also shows whether you need to submit additional information. The portal sends an email notification if your status changes. You can then download certificates or decisions from the portal. Note: the portal interface is available in Polish and English. If you face issues, use the portal’s search form for help.

5. Can You Check Case Status via an Information Portal or Search Form?

Some voivodeship offices offer a separate information portal for foreigners. In that portal, you may find a search form to verify cases. You need to enter your case number or passport number. The portal will show a basic status update, such as Application Received or Under Review.

This method may not show detailed comments or requests for extra documents. It is still useful when inPol Foreigner Portal is unavailable. Always verify the portal’s web address to avoid phishing. If you lack internet access, you may send an inquiry by e-mail.

The portal’s contact information typically appears on the voivode’s website. Remember to protect your personal data when using any portal.

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6. Which Necessary Documents Must You Prepare for Submission?

You must gather several documents proving your eligibility and status. These include:

  • A valid travel document or passport with at least six months validity.
  • Four recent photographs meeting government specifications.
  • A lease agreement or proof of stable and regular accommodation.
  • Proof of stable and regular income, such as a work contract or bank statements.
  • A declaration of purpose of stay (e-mail confirmation may not suffice).
  • Evidence of medical insurance in Poland.

Attach certified as true copies of any foreign certificates or transcripts. You may need a sworn translation into Polish. Also include documents proving family member status if applicable. If you are a student, attach a certificate of enrollment.

For employees, include a work permit or employer declaration. Make sure no required documents are missing to avoid formal deficiencies. Submit originals and photocopies as required by the office. After you submit, keep a copy of your completed application for reference.

7. How to Submit an Application Form at the Voivodeship Office?

To submit an application form, visit the voivodeship office in person. You must appear in person on the scheduled date. Bring all necessary documents and your case number if you have one. Use the office’s customer service desk for guidance.

The official will check your documents for missing items. If there are missing documents, you will receive a summons. You must then complete the application and resubmit within the deadline. If everything is correct, the clerk will issue a receipt.

 This receipt serves as confirmation of submission. Keep it safe; you may need it for future contact. Submission by post is allowed only in exceptional cases. Always call ahead to confirm postal acceptance.

8. What Happens During the Proceeding at the Voivodeship Office?

Once you submit the completed application, the proceeding begins. The voivode’s office verifies your application form and supporting documents. A verification step may include checking original certificates. If any documents proving eligibility are missing, you receive a request.

You must then provide clarification or missing documents promptly. In some cases, the office may send an e-mail or letter. The processing time can vary from 30 to 90 days. During this time, you may check case status online. The office may also ask you to appear in person again.

This helps avoid delays or a negative decision. If there are formal deficiencies, you have a fixed deadline to remedy them. After verification, the voivode decides on issuance of your permit.

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9. How to Obtain a Positive Decision and Avoid Formal Deficiencies?

The ideal outcome is a positive decision granting your permit. To increase success, meet all requirements before submission. Ensure your travel document is valid for at least the next year. Verify that you have no missing documents.

Provide certified as true copies of foreign certificates. Attach proof of stable and regular income to show self-sufficiency. If you have a family member in Poland, include the family relationship certificate. Follow any additional requests from the office immediately. Respond to any summon within the specified time. Keep track of your last day of legal residence to avoid gaps.

If you submit an application too late, you risk irregular status. Once the decision is made, you will get a card ready for pickup. This completes the legalization of stay process.

10. Where to Find Contact Information and Customer Service for Clarification?

Every voivodeship office publishes contact information online. Visit the official website of the particular voivodship. There, you will find e-mail addresses and phone numbers.

You can also locate the physical address to appear in person if needed. Use the provided customer service lines for urgent clarification. Some offices offer dedicated hotlines for foreigners. The postal address is useful for sending documents sent by post. Always specify your case number in any correspondence. For complex questions, request a meeting with an officer.

Bring your case number and all related documents to that meeting. Local offices sometimes organize information sessions for third-country nationals. You can also search for updates on the Ministry’s information portal.

Bullet-Point Summary of Key Takeaways

  • A temporary residence permit is essential for a foreigner’s legal stay in Poland.
  • Polish legal regulations (including EU directives) govern the process.
  • Register your place of residence and obtain a case number early.
  • Use the inPol Foreigner Portal to efficiently check case status.
  • Alternative search forms on other information portals can also help.
  • Prepare all necessary documents (travel document, lease agreement, proof of income).
  • Submit an application form in person at the voivodeship office, avoiding missing documents.
  • The proceeding involves document verification, possible summons, and final issuance.
  • Respond promptly to any requests to avoid formal deficiencies and delays.
  • For clarification, use the voivodeship office’s contact information and customer service.

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