Getting an Apostille in Poland for Use in the UK

Legal notice: This guide is general legal information, not legal advice. How the rules apply depends on your individual circumstances, and the matter should be assessed by a qualified Polish lawyer. Twoja Sprawa helps you organise the documents for that assessment. Correct as of June 2026 — procedures and fees may change, so verify exact details on gov.pl and with the relevant authority. TwojaSprawa.com is an information platform, not a law firm.

You've moved from Poland, and now in the UK you need a Polish document — a certificate, a diploma, an extract from a register, or a notarial deed. The problem is that UK institutions require proof that a Polish document is authentic before they'll rely on it. That's exactly what an apostille does: an internationally recognised certification issued by a Polish authority that replaces the old diplomatic chain of legalisation and is available to anyone.

This guide explains what an apostille actually is, where in Poland you get one, what you need to prepare, how long it takes, and what it costs.

What an apostille is and when you need one

An apostille is an official certificate, issued by a competent authority, that confirms the authenticity of a Polish document — the signature, the seal, and the authority of the official who issued it — so it can be used in another country without further diplomatic legalisation.

The apostille system comes from the Hague Convention of 5 October 1961 Abolishing the Requirement of Legalisation for Foreign Public Documents. Poland and the United Kingdom are both parties to this convention, which means a Polish document plus an apostille is fully recognised in the UK.

In practice, you'll need an apostille when: - You work in the UK and your employer asks for an education certificate or a certificate of no criminal record from Poland - You want to resume studies in the UK and need to submit a diploma or school-leaving certificate - You're setting up a company in the UK and need to prove your personal details (e.g. a birth certificate) - You're buying property in the UK and the bank requires financial documents from Poland - You're getting married in the UK and need to submit a Polish birth certificate or certificate of civil status - You need a notarial power of attorney issued at a consulate (which you'll often send on to the UK) — this sometimes requires an apostille too

If the document is in English (a certified translation), the apostille confirms the authenticity of the original Polish document and the translation together.

Which Polish documents can carry an apostille

Official and public documents can be apostilled, including in particular:

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(Editorial note: exact lists of which authority issues an apostille for each document type should be checked on gov.pl/MFA before relying on the categories above.)

Where in Poland you get an apostille

Apostilles for official documents are, as a general rule, issued by the Ministry of Foreign Affairs (MFA) — Legalisation Division (the name and internal structure of this division may have changed since; verify the current arrangement).

However, specific document types may need an apostille from a different authority:

(Editorial note: the exact register of authorities entitled to issue apostilles, and their respective scopes, is published on gov.pl → Ministry of Foreign Affairs → Document Legalisation.)

How to apply for an apostille from the UK

You have several options:

1. In person in Poland

If you're travelling to Poland, you can go directly to the relevant authority (USC, court, school, MFA, or notary) with the original document or a certified copy. Turnaround is usually a few days to a week, depending on the authority.

2. Through a representative (someone based in Poland)

You can grant power of attorney to someone you trust in Poland — family, a friend, or a legal adviser — in the form of a signed statement, so they can submit the application on your behalf. The document can be sent by post or courier, and your representative acts for you at the counter.

3. Through the Polish consulate in the UK

The Polish consulates in London and Manchester can act as intermediaries for apostilles that would normally be issued by the MFA, though not necessarily for every document category — check with the consulate which categories they actually handle. You can contact them by email or in person.

4. By post or courier direct to the authority

Many authorities (USC offices, courts) accept applications sent by post or courier — typically a completed form plus a notarially certified copy of the document — and the apostilled document is then returned the same way.

(Editorial note: the exact procedures, application forms, and addresses for each authority are published on gov.pl and on the individual websites of the relevant offices and courts.)

What to prepare — documents and forms

  1. The original document or a certified copy — an original, or a certified copy (e.g. notarially certified, if sending by post)
  2. An application form (where the authority requires one) — usually available on the authority's website (gov.pl, or the USC/court site)
  3. Your contact details — full name, email address, and UK phone number
  4. A statement of purpose — some authorities ask for a brief written statement of why you need the apostille (e.g. "for use by a UK employer")
  5. A fee, where applicable (see the costs section below)

If you're posting from the UK, arrange for the return leg too: - A self-addressed envelope with UK stamps, or - Cover for return postage costs (some authorities accept a card payment or bank transfer instead)

How long it takes and what it costs

Timing

Cost

An apostille is, in many cases, free or very cheap: - USC civil registry extracts — the apostille is usually free of charge - Court documents — the apostille may be free or cost around 10–30 PLN, depending on the court (check the current court fee schedule) - Diplomas and certificates — indicatively free to around 50 PLN (school/university) - Notarial documents — the notary may charge a fee, typically around 10–50 PLN (check the current notarial fee schedule)

On top of that, budget for: - Copying/certification costs (if sending a copy) — indicatively 10–30 PLN - Postage/courier costs (both ways) — around 15–100 PLN, depending on the service and courier

Always confirm exact fees and conditions with the specific authority via its website or by email.

Frequently asked questions

Is an apostille the same thing as legalisation? No. Consular legalisation (the traditional route) requires the document to pass through the consulates of both countries. An apostille — under the 1961 Hague Convention — is a simpler certificate that replaces legalisation where both countries are parties to the convention, as Poland and the UK are. An apostille is all you need; there's no separate diplomatic legalisation step to chase.

Do I need an apostille on a document that's in English? If the document was originally issued in English (e.g. by a UK authority), an apostille doesn't apply — you'd instead need certification from the FCDO, the UK's equivalent body. But if it's a Polish document translated into English, the apostille confirms the authenticity of both the Polish original and the translation together.

Can I get an apostille through the consulate in London instead of travelling to Poland? The consulate can act as an intermediary in some cases, but it doesn't handle every document category. Applying directly to the relevant Polish authority (USC, court, school) is often faster and more reliable. Contact the consulate first to check whether they can handle your specific document.

Does an apostille expire? No — an apostilled document remains valid indefinitely, unless the UK institution relying on it (an employer, bank, or school) sets its own time limit on how recent the underlying document must be.

How long should I expect to wait if I post the application from the UK? Roughly 2–4 weeks, depending on postal speed (Poczta Polska, InPost, and the UK carrier) and how quickly the authority processes it. If you're in a hurry, contact the authority by email and ask whether the request can be expedited.

What if the authority refuses to issue an apostille? There are two options: (1) contact the authority directly — a refusal sometimes comes down to missing information or the wrong document format, which can be fixed; or (2) consult a lawyer in Poland — there are situations where a document needs a different kind of certification altogether, or the underlying document needs to be reissued first.

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