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A client from Lviv submitted a complete set of documents to the Department of Transport (Wydział Komunikacji) in Wrocław to exchange his Ukrainian driving licence for a Polish one. Two weeks later, he received a letter from the Polish authority titled “Wezwanie do uzupełnienia wniosku” (Request to Supplement an Application). The office required additional confirmation of the information stated on his licence. He could not understand why this was necessary. After all, his licence was genuine, had been issued back in 2009, and he had no reason to question its authenticity.
Situations like this can arise during the exchange of Ukrainian driving licences in Poland. Verification does not necessarily mean that the document is suspected of being forged. It is part of an administrative procedure in which Polish authorities check the information required to issue a Polish driving licence. In this article, we explain what verification involves, when it is necessary, how to obtain confirmation from Ukraine’s Ministry of Internal Affairs (MIA), and what to do if the process is delayed.
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What Is Driving Licence Verification and Why Is It Necessary?
First, it is important to distinguish between two procedures that are often confused: verification of a foreign driving licence by a Polish authority and obtaining official confirmation from Ukraine’s MIA at the licence holder’s request.
| Procedure | Who Initiates It | Purpose | When It Applies |
|---|---|---|---|
| Verification of a foreign driving licence during an exchange | The Polish authority processing the application | To verify the necessary details of the foreign licence before issuing a Polish document | During the exchange procedure, in accordance with Polish regulations |
| Official confirmation of driving licence issuance by Ukraine’s MIA | The licence holder or their authorised representative | To obtain documentary confirmation of information about a Ukrainian driving licence | At the applicant’s initiative or to meet the requirements of a competent authority |
Polish authorities must have sufficient grounds to issue a driving licence based on a foreign document. Therefore, when reviewing an application, they verify the necessary information, including the licence details and whether the document is eligible for exchange.
The legal framework for exchanging foreign driving licences is established by the Polish Act on Vehicle Drivers (Ustawa o kierujących pojazdami) and the relevant implementing regulations. General rules governing administrative proceedings, including processing times, are set out in the Code of Administrative Procedure (Kodeks postępowania administracyjnego, KPA).
However, official confirmation from Ukraine’s MIA obtained independently by the applicant does not always replace the verification carried out by the Polish authority. The office may consider the documents submitted, but it ultimately determines whether they are sufficient to process the application.
How Do Polish Authorities Verify a Driving Licence?
The verification method depends on the individual case, the document involved, and the procedures followed by the relevant authority. The Polish office may contact the competent Ukrainian authority directly or use another verification method permitted under the applicable procedure.
In some cases, applicants may be asked to provide additional documents, explanations, or consent to the processing of personal data required for verification.
For example, when exchanging a Ukrainian driving licence in Wrocław, applicants may need to complete a separate personal data processing consent form so that the document can be verified through Ukrainian institutions. The current list of required documents should always be confirmed with the relevant Department of Transport (Wydział Komunikacji).
Licence holders may also contact the Main Service Centre or a regional service centre of Ukraine’s MIA directly to obtain official confirmation that their driving licence was issued.
In practice, processing times can vary considerably. If the necessary information can be confirmed quickly, the exchange may proceed without significant delays. However, if an additional request must be sent to Ukrainian authorities, the process may take several weeks or longer.
That is why it is worth checking whether your driving licence requires additional confirmation before submitting your application and whether you can obtain it in advance.
How to Obtain Official Confirmation From Ukraine’s MIA Remotely
On 10 June 2026, the Main Service Centre of Ukraine’s Ministry of Internal Affairs, together with the Ministry of Foreign Affairs, published guidance on obtaining confirmation of driving licence details for Ukrainian citizens living abroad.
Ukrainian driving licence holders can submit a request remotely to the Main Service Centre or the relevant regional service centre of the MIA. There is no need to travel to Ukraine in person.
Follow these steps to submit your request:
- Visit the official website of the Main Service Centre of the MIA. Go to hsc.gov.ua and find the information on submitting electronic enquiries or the contact details of the relevant regional service centre.
- Prepare your electronic request. Provide your full name, including your patronymic where applicable, residential address, and contact details. Clearly state that you are requesting confirmation that your driving licence was issued.
- Include your driving licence details. Where possible, provide the licence series, number, date of issue, and any other information that may help identify the document.
- Attach the necessary documents. Include a copy of your driving licence if required. Check the selected service centre’s requirements regarding accepted file formats and maximum attachment sizes.
- Submit your request through an official channel. Use the email address or online enquiry form provided on the website of the relevant MIA service centre.
- Receive an official response. Once your request has been reviewed, the service centre will issue a response containing the necessary official details. It is advisable to clarify how the response will be delivered when submitting your request.
It is important to use the correct terminology when requesting this document. According to official guidance from the MIA, service centres do not issue a separate certificate specifically titled “Certificate Confirming the Issuance of a Driving Licence.” Instead, applicants receive an official written response to their enquiry.
This response is issued on the service centre’s official letterhead and includes the institution’s name, date, outgoing reference number, contact details, and the signature of an authorised official.
Is an Apostille Required for Confirmation Issued by Ukraine’s MIA?
Whether an apostille is required depends on the type of document, how it is submitted, and the requirements of the authority reviewing it.
Ukraine and Poland are both parties to the Hague Convention of 5 October 1961, which establishes a simplified procedure for authenticating foreign public documents through an apostille.
However, Ukraine and Poland are also parties to the Treaty on Legal Assistance and Legal Relations in Civil and Criminal Matters of 24 May 1993. Article 15 of this treaty provides for the recognition of certain official documents without additional legalisation.
Therefore, it would be incorrect to claim that an apostille is mandatory for every official response issued by Ukraine’s MIA and submitted to a Polish authority.
| Document | Is an Apostille Required? | What to Check |
|---|---|---|
| Official response from a Ukrainian MIA service centre issued on paper letterhead | Not always. This depends on the applicable rules and the authority’s requirements | Whether the Polish authority will accept the document without additional authentication |
| Official electronic response from the MIA | Acceptance requirements must be confirmed | Whether the office accepts electronic documents and how it verifies their authenticity |
| Personal data processing consent form | Generally not required | Which specific form the Polish authority requires |
If a Polish authority asks you to provide an apostille, it is worth clarifying the legal basis for that requirement and whether the provisions of the bilateral treaty between Ukraine and Poland may apply.
It is also important to understand that an apostille authenticates the origin of an official document, the signature, and the official capacity of the person who signed it. It does not automatically confirm the accuracy of all information contained in the document.
What to Do if You Have Already Received a Verification Request (Wezwanie)
A wezwanie is a formal notice or request issued by a Polish administrative authority requiring someone to submit specific documents, provide information or explanations, or complete another procedural action.
If you receive such a letter during the driving licence exchange process, the first step is to read it carefully. The authority should specify exactly what is required, the deadline for complying with the request, and the possible consequences of failing to respond.
Follow these steps after receiving a wezwanie:
- Review the request carefully. Determine whether the authority requires confirmation from Ukraine’s MIA, additional documents, a translation, or consent to the processing of personal data.
- Check the response deadline. The deadline will be stated in the letter. Make sure you do not miss it and take into account the permitted method of submitting the documents.
- Contact the Main or Regional Service Centre of Ukraine’s MIA if necessary. If confirmation of driving licence issuance is required, prepare an electronic request containing the necessary information.
- Inform the Polish authority of the steps you have taken. If you have already contacted the MIA but have not yet received a response, notify the Polish office and, if necessary, request an extension of the deadline for submitting the documents. Simply notifying the authority does not guarantee that an extension will be granted.
- Submit the confirmation once received. After obtaining the MIA’s response, provide it to the Polish authority in an accepted format. Include a translation if required.
The consequences of missing a deadline depend on the nature of the wezwanie and the legal basis for the request. In some cases, the application may be left unprocessed. In others, the authority may continue the proceedings and make a decision based on the available evidence.
For this reason, it is important not to ignore the letter or assume that every wezwanie automatically means your driving licence exchange application has been rejected.
Verification for Employers: When Confirmation Is Needed for Work Rather Than Licence Exchange
A different situation arises when confirmation of a driving licence’s validity is required for employment or professional duties rather than for exchanging the licence.
This is particularly relevant for professional drivers, including truck drivers, bus drivers, couriers, and employees who operate vehicles as part of their work.
Employers must ensure that their employees are legally entitled to drive vehicles in the relevant categories. Professional transport activities may also be subject to additional requirements concerning driver qualifications, medical examinations, and other documentation.
Poland has government-operated online services that allow certain information about Polish driving licences to be checked. The verification procedure for Ukrainian licences is different.
If an employer has doubts about the validity or authenticity of a Ukrainian driving licence, they may request additional confirmation. In such cases, the licence holder can contact a service centre of Ukraine’s MIA and request official confirmation that the licence was issued.
However, an official response from the MIA does not itself replace a driving licence, professional qualifications, or any other documents required to work legally as a driver in Poland.
How Work Permit Helps With Driving Licence Verification
Many people only discover that additional verification is required after submitting their documents, when they receive a wezwanie or a notification that their application has been delayed.
The Work Permit team helps clients understand the Polish authority’s requirements, prepare the necessary documents, and organise the next steps correctly.
Our assistance may include:
- checking the type of driving licence and whether its details are available through Ukraine’s MIA electronic services;
- preparing an electronic request to the Main or Regional Service Centre of Ukraine’s MIA;
- advising on the requirements of the relevant Polish authority regarding document verification;
- helping arrange a sworn translation of the MIA’s response, if necessary;
- preparing a response to a wezwanie within the specified deadline;
- monitoring application deadlines and communicating with the Polish authority;
- assessing possible next steps in the event of delays or refusal.
If your situation involves using a driving licence for employment or business activities in Poland, additional questions may arise. These could concern a residence permit based on employment, recognition of professional qualifications, or the documents required to perform your job legally.
In such cases, it is important to assess your circumstances as a whole rather than focusing solely on driving licence verification.
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