Registering a Foreign Certificate in Poland (Transkrypcja)

Legal notice: This article is for general information only and is not legal advice. It reflects the legal position as of June 2026. Every case is different — please consult a lawyer (adwokat or radca prawny) specialising in family or administrative law. TwojaSprawa.com is an information platform, not a law firm. 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.

If you were born abroad, got married abroad, or hold any other civil-status certificate issued outside Poland (for example a UK birth certificate or a German marriage certificate), you can choose to have that certificate entered into the Polish civil registry — a process called transkrypcja, also known as umiejscowienie ("placement" or registration of the foreign record). This is not compulsory, but it is often needed before you can obtain a PESEL number, a Polish ID card, deal with an inheritance case, or complete other official procedures in Poland.

What is transkrypcja (registration of a foreign certificate)?

Transkrypcja is the procedure by which a civil-status certificate issued abroad (for example a British birth certificate) is entered into the Polish civil registry (księgi stanu cywilnego, the register of births, marriages and deaths kept by the local urząd stanu cywilnego — USC). Once transcribed, the document carries the same legal weight as a certificate issued directly by a Polish USC.

Registering the certificate does not invalidate the original foreign document — it remains valid worldwide. Transcription simply adds a new entry to the Polish register — a Polish-held copy of the certificate, available directly from the local registry office.

When do you need to register a foreign certificate?

Transcription is often required, or strongly recommended, in the following situations:

• Applying for a PESEL number — people born abroad who live in Poland usually need an entry in the Polish register before they can be issued a PESEL;
• ID card / passport — registration in the population records system;
• Children born abroad — if the parents want the child registered in Poland (for example, where at least one parent is Polish);
• Probate/inheritance matters — where someone who died abroad held assets in Poland;
• Marriage or divorce — if you are marrying in Poland, or divorcing through a Polish court, it is convenient to have the foreign certificate registered there too;
• Church procedures — some churches require an entry in the Polish register before administering certain sacraments.

Note: not every authority insists on transcription — many procedures can be completed using the foreign certificate as it stands, provided it carries an apostille and a sworn (certified) translation.

Legal basis — the 2014 Civil Registration Act

The transcription procedure is governed by the Act of 28 November 2014 on Civil Status Records (Prawo o aktach stanu cywilnego, published in the Polish Journal of Laws, Dziennik Ustaw). The Act sets out:

• who may submit an application for transcription;
• what documents are required (the foreign certificate, its translation);
• which registry office has jurisdiction to make the entry;
• court fees payable for transcription, where a court is involved (see below).

Which registry office (USC) handles transcription?

An application for transcription can be lodged at any civil registry office (urząd stanu cywilnego, USC) in Poland, but transcription may also require approval by a regional court (sąd okręgowy) — particularly if the documentation is incomplete or the authenticity of the foreign certificate is in doubt.

Most people use either the USC for their place of residence, or the Warsaw USC (which handles cases where it is not clear which office should have jurisdiction).

The procedure typically runs as follows:

1. Prepare the foreign certificate (original or a certified copy).
2. Sworn (certified) translation into Polish, if the certificate is in another language.
3. Authentication of the certificate — an apostille (where the certificate comes from a country party to the 1961 Hague Convention; both Poland and the UK are parties).
4. Submit the application for transcription at the chosen USC (in person/by post, or electronically if the office offers that option).
5. The USC either makes the entry, or refers the case to a regional court if there are doubts.

Does transcription require a sworn (certified) translation?

Yes, as a general rule. A foreign certificate in a language other than Polish (for example, English — a UK certificate) requires a sworn translation into Polish before it can be transcribed at a Polish USC.

A sworn translation (tłumaczenie przysięgłe) is a translation prepared by a person entered on the register of sworn (certified) translators maintained by the Polish Minister of Justice, and authenticated with the translator's stamp and signature. Such a translation has the status of an official document.

Cost of translation — official rates (set by regulation of the Minister of Justice) apply only where a court or public authority itself requires the translation; for private commissions, a sworn translator sets the fee by agreement, usually per page (1,125 characters). Ask the translator to confirm the current rate before instructing them.

Are there exceptions — multilingual certificates that need no translation?

Yes. Under the CIEC Convention No. 16 (Vienna, 1976) on the issue of multilingual extracts of civil-status records, you can ask the British registry authority to issue a multilingual extract of the certificate. If that extract already includes a Polish-language version (or another version accepted by the Polish USC), it may not require a further sworn translation.

This can save time and money — but not every British authority offers this option, so it is worth asking your local UK registration authority whether a multilingual extract is available.

Do I need an apostille?

Yes. For a foreign certificate (for example, from the UK) to be recognised in Poland, it should carry an apostille — a certificate of authenticity issued by the competent authority in the country where the document was issued.

For UK certificates, the apostille is issued by the FCDO Legalisation Office (Foreign, Commonwealth & Development Office). Check the current procedure at gov.uk/get-document-legalised before applying.

Once you have the apostille, the certificate is ready to use in Poland — you simply submit it, together with the sworn translation, to the USC.

Can I apply through a representative?

Yes. If you cannot attend the USC in person, you can appoint a representative (a lawyer or a trusted person) to act on your behalf. The power of attorney should be notarised, or drawn up in a form the particular USC will accept — check the exact requirements with the office you intend to use.

If the power of attorney is drawn up abroad, it will need an apostille.

FAQ

Can I hold both the foreign certificate and a Polish transcription at the same time?

Yes. Transcription does not cancel the original foreign certificate — both documents remain valid. The Polish USC holds a copy (the transcription), while the original certificate continues to be valid abroad.

How long does transcription take?

It depends on the USC and on whether the case needs court approval. As a rough guide: straightforward cases, where the paperwork is complete, take a few weeks; cases that go through court proceedings can take several months. Ask your chosen USC for their current expected timescale.

Does transcription cost anything?

Fees may apply if the case is referred to a regional court. For details, contact the relevant USC or a lawyer.

What if the foreign certificate was issued under a different surname?

Sometimes people change their surname, either abroad or in Poland. Transcription may then need supporting documents evidencing the change (for example, a court order). Discuss this with the USC when you start planning the application.

Can I get a PESEL number without transcription?

This depends on the policy of the local council office (urząd gminy). In theory, a PESEL can be issued on the basis of the foreign certificate plus apostille plus translation — but many offices expect transcription to have taken place first. It is worth checking with your local council office.

Is transcription required in order to marry in Poland?

Not always — you can marry in Poland on the basis of a foreign birth certificate plus apostille plus translation. However, if you prefer, you can have the certificate transcribed beforehand.

Related articles

• Obtaining a birth/marriage certificate copy from Poland
• Translating UK documents for use in Poland

Legal basis

• Act of 28 November 2014 on Civil Status Records (Prawo o aktach stanu cywilnego, consolidated text, Journal of Laws)
• CIEC Convention No. 16 (Vienna, 1976) on the issue of multilingual extracts of civil-status records
• Convention Abolishing the Requirement of Legalisation for Foreign Public Documents (The Hague, 5 October 1961) — apostille — (Journal of Laws 2005 No. 112, item 938)
• Act of 25 November 2004 on the Profession of Sworn Translator (consolidated text, Journal of Laws)

Last verified: 30 June 2026.