Poland Digitalizes Immigration Procedures with New Foreigners Law Amendments

Digital-First Approach to Residence Applications

The most significant change introduces mandatory electronic submission for three key types of residence permits:

• Temporary residence permits

• Permanent residence permits

• EU long-term resident permits

Under the new system, foreigners will submit applications through the Module for Case Management (MOS), an online platform operated by the Head of the Office for Foreigners. This replaces the previous requirement for paper applications submitted in person at regional offices.

The government noted that current procedures do not align with digitalization expectations, particularly after the COVID-19 pandemic highlighted the urgent need for accelerated digitalization of public services.

Streamlined Process with Security Measures

The digital system maintains security protocols while improving efficiency. Applicants will:

• Submit applications online with advanced electronic signatures

• Use Poland's existing "login.gov.pl" trusted profile system or qualified electronic signatures

• Still appear in person for identity verification and biometric data collection

• Receive electronic confirmation instead of passport stamps

The system will automatically transfer verified applications to Poland's national register of foreign affairs, eliminating manual data entry and reducing processing delays.

Addressing Growing Demand

The reforms respond to steadily increasing application volumes that have overwhelmed regional offices despite staff reinforcements. The government noted that maintaining multiple submission methods would create additional complexity rather than solutions.

Officials explained that adding electronic submission while maintaining existing methods would force authorities to handle applications in three ways – in-person, electronic, and by mail – which would not achieve the intended effect and would only create additional organizational complications.

Family Reunification Improvements

The legislation introduces new procedures for family reunification cases where the applicant resides outside Poland while family members are already in the country. Changes include:

• New definition of "separated family member"

• Specialized application forms for cross-border family situations

• Adapted procedures for these specific circumstances

Enhanced Data Processing and EU Compliance

The amendments expand data collection capabilities to comply with EU Regulation 862/2007 on community statistics on migration and international protection. This includes broader data processing powers for registers and procedures under three key laws governing foreigners, international protection, and EU citizens' rights.

European Travel Document Implementation

Poland will implement EU Regulation 2016/1953 establishing European travel documents for return purposes for illegally staying third-country nationals. The changes specify:

• Conditions for issuing these documents

• Procedures and responsible authorities

• Integration with existing return policies

Additional Administrative Improvements

The legislation introduces several efficiency measures:

Return Procedures: New notification system for foreigners about immediate departure obligations, creating a register to prevent duplication of return decisions between EU member states.

Electronic Communication: Email delivery options for voluntary return procedures, addressing tight implementation timelines.

Court Jurisdiction: Simplified court procedures for unaccompanied minor foreigners, basing jurisdiction on current location rather than detention site to reduce costs and administrative burden.

International Protection: Streamlined assistance systems for international protection seekers, including improved document delivery and temporary identity certification.

Implementation Timeline

The Council of Ministers adopted the bill on August 5, 2025, completing the second quarter target date. The legislation now moves to parliamentary consideration, with implementation expected to follow legislative approval.

The reforms represent Poland's most comprehensive immigration system modernization in recent years, balancing digital efficiency with security requirements while addressing practical challenges faced by both applicants and administrative authorities.

This legislation affects all foreigners seeking residence permits in Poland and represents a fundamental shift towards digital-first immigration procedures in line with broader European Union digitalization initiatives.