As of June 1, 2025, a new law regulating the employment of foreigners in Poland came into force. The law (Dz.U. 2025 poz. 621, Sejm draft no. 949) introduced a number of significant changes that strongly affect the rules of hiring citizens of other countries. The changes concern not only administrative procedures but also employer responsibilities and the conditions under which employment is considered legal.
Key changes include: digitalization of procedures, mandatory submission of employment contract copies, stricter inspections, and the possibility of restricting foreigners’ access to certain professions. Special emphasis is placed on eliminating illegal practices, increasing transparency in employment, and strengthening the position of legally operating companies.
For employers, this means the need for continuous monitoring of legislation and precise record-keeping. For employment agencies — greater responsibility and compliance with the new requirements. Foreigners must ensure that their permits meet the new labor market conditions.
New Conditions of Legality — What Counts as Legal Employment of a Foreigner?
Under the new law, employing a foreigner in Poland is legal only if specific conditions are met. The employer must hold the appropriate document — a declaration of intent to employ a foreigner (oświadczenie o powierzeniu pracy cudzoziemcowi) or a work permit (zezwolenie na pracę) — and must also conclude an official employment contract in Polish.
As of June 1, 2025, employers are required to submit an electronic copy of the contract to the relevant authority before work begins. The contract must exactly reflect the conditions stated in the documents legalizing the foreigner’s stay and work — position, salary, working hours, etc. Any discrepancies without prior updates are considered a violation.
The foreigner must also hold a valid document allowing employment in Poland — a tourist visa or unlawful stay does not grant the right to work and entails heavy fines.
Digitalization of Procedures and Mandatory Submission of Documents
One of the main changes is the mandatory use of the praca.gov.pl platform. Employers must use it to submit declarations, request work permits, and upload copies of signed contracts. If the contract is not uploaded, the legalization procedure is deemed invalid, even if other documents exist.
This innovation aims to strengthen control, transparency, and inspection access to information.
Additionally, from 2025, contracts must be written in a language understandable to the foreigner. The employer is responsible for providing a translation into the worker’s native language or one they fully understand. If the contract is drawn up in a foreign language, a sworn translation into Polish is required. Lack of translation also counts as a violation.
Lists of Restricted Professions — New Powers for District Governors (Starosta)
The new law grants district governors the right to establish lists of professions that are temporarily or permanently restricted for foreigners. This measure aims to protect local jobs, especially in regions with high unemployment.
Even if an employer holds a work permit, they may be refused permission to hire in a restricted profession. These lists are published as official ordinances and regularly updated depending on labor market conditions. Employers must therefore track not only national but also local regulations.
Restrictions usually concern trade, gastronomy, and certain services.
Seasonal Sectors — Common Employment of Foreigners
In agriculture, horticulture, gastronomy, and tourism, many employers widely hire foreigners. In some rural municipalities, up to 60% of seasonal workers are foreigners, especially from Ukraine, Georgia, Moldova, and Asian countries. In the hotel and restaurant industries, the figure reaches up to 40%, particularly in resort regions.
The law does not prohibit seasonal employment but increases employer responsibility for proper compliance with all formalities. Each worker must have legal stay, a properly drafted contract, and be registered with the relevant authority.
For each violation, the fine is from 3,000 PLN per illegally employed worker.
Notification Duties and Deadlines — Greater Pressure on Employers
Under the new law, deadlines for notifying authorities about any changes in a foreigner’s employment have been shortened.
If the foreigner does not start work, resigns before the permit expires (earlier than two months), or terminates cooperation, the employer must notify the authority within no more than 2 months, and in the case of a temporary residence and work permit — within 15 days.
Notifications must be submitted exclusively in electronic form. Employers must continuously monitor employee status and maintain precise documentation. Any omission poses a risk of fines or bans on further employment of foreigners.
This also applies to agencies and intermediaries — their involvement does not exempt them from responsibility.
Inspections Without Notice — Strengthening Powers of Authorities
As of June 2025, the State Labor Inspectorate and Border Guard gained the right to conduct unannounced inspections without prior notification. Inspections may take place at any time — including weekends or nights, if justified by the nature of work.
Inspectors check not only documents but also actual working conditions. Identified violations may lead not only to fines but also to administrative measures — such as bans on hiring foreigners.
The purpose of these stricter rules is to combat shadow employment, underpayment, and unfair treatment of workers.
For every employer, it is in their best interest to comply with the law, formalize employment correctly, provide full documentation, insurance, and clear job descriptions.