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During the process of legalizing stay in Poland, most foreigners focus on the residence card itself — the plastic document that confirms the right to reside. At the same time, many people underestimate the importance of the official decision of the voivode (decyzja), which precedes the issuance of the card. In practice, this document often becomes critically important, especially when transitioning to long-term or permanent status.
In this article, we explain why copies of decisions on residence cards are needed, in what situations they have to be restored, and how to properly obtain a duplicate without unnecessary complications.
We Will Explain How to Restore the Decision Without Unnecessary Mistakes or Delays
Why the Decision on a Residence Card Is Just as Important as the Card Itself
The decision (decyzja) is an official administrative document by which the urząd confirms the basis, duration, and type of your stay in Poland. It specifies:
- on what basis the card was issued (work, business, family, etc.);
- the validity period of the permit;
- the continuity of legal stay.
When applying, for example, for an EU long-term resident card, the urząd analyzes not only your current status but your entire legalization history. That is why copies of all previous decisions are required, regardless of how many times the card was changed or reissued.
It is important to understand that having old or even valid plastic cards does not replace the decisions, because the card does not contain complete legal information.
When There Is a Need to Obtain a Copy of the Decyzja
Requesting a copy of the decision is a common practice and does not indicate any violations. Most often, it is needed in the following situations:
- the decision was lost or destroyed;
- you did not receive the letter from the urząd by post;
- the decision remained at the office and was not collected in person;
- the document was lost during a move;
- you previously did not pay attention to keeping it safe.
In all of these situations, the law allows you to officially obtain a duplicate without any negative consequences for your stay status.
Where and by Whom a Copy of the Residence Card Decision Is Issued
Copies of administrative decisions are issued by the relevant urząd that made the decision in your case. Most often, this is the office of the voivodeship administration or the Urząd do Spraw Cudzoziemców.
The request may be submitted:
- in person — through the office;
- or by post — in written form (this option usually takes more time).
Before submitting, you need to prepare a standard application (wniosek) for the issuance of a copy of the administrative decision.
How to Properly Prepare an Application to Obtain a Copy of the Decyzja
The application is submitted in free form, but it must contain mandatory information. Without it, the urząd may leave your request without consideration.
The application should include:
- your full name and surname;
- your date of birth;
- your current residential address;
- a clear request to issue a copy of the decision on the residence card;
- the purpose of the request (for example, for applying for an EU long-term resident card);
- the date and your handwritten signature.
A clearly stated purpose speeds up the processing of the application and reduces the risk of additional requests.
Submitting the Application Through a Representative
If the applicant cannot submit the documents in person, submission through another person is allowed. In that case, you must attach:
- a power of attorney;
- the original or a notarized copy.
Without a properly issued power of attorney, the urząd has no right to issue a copy of the decision to a third party.
What Documents You Need to Have for an In-Person Visit
When submitting the application and when collecting a copy of the decision, you must present an identity document. This may be:
- a passport;
- or a valid residence card (if it is still valid).
This allows the urząd employee to identify the applicant and find the relevant case in the system.
Cost of Obtaining a Copy of the Decision and Payment Procedure
Issuing a copy of an administrative decision is a paid service. The amount depends on the length of the document.
In practice, the following rules apply:
- payment is charged for each page of the decision;
- the standard cost is 5 PLN per page;
- the final amount is provided by the urząd employee after reviewing the case.
Payment must be made exclusively through a bank or post office. As a rule, cash or cards are not accepted on the premises of the urząd.
After payment, you must provide proof of payment — either in person or by post.
When You Can Receive a Copy of the Decyzja
In most cases, after submitting the application and confirming payment, a copy of the decision is issued without significant delay. The exact timeframe depends on the internal procedures of the urząd and the complexity of the case, but it is usually not a lengthy process.
Summary: What Is Worth Remembering
Copies of decisions for all residence cards are mandatory for further legalization, particularly when applying for EU long-term resident status.
You should keep not only the plastic cards, but also the official decisions of the voivode.
If the decyzja is lost, it can be legally restored through the urząd without negative consequences.
Preparing the documents in advance helps avoid delays, stress, and the risk of refusal.
We Will Help You Sort Out the Documents and Contact the Urząd
