Residence card documents in 2026: MOS checklist

The set of documents for a residence card (karta pobytu) consists of two layers: a core package, which is the same for almost every permit, and proof of the purpose of stay — work, business, family, studies or permanent residence. Since the procedure was moved into the MOS system in 2026, part of the documents is sent electronically with the application, and part is produced only at the voivode's office. Below is a checklist that lets you prepare for both stages and avoid calls to supplement missing documents.

Residence card and the permit — what is actually applied for

The residence card itself is an identity document issued only after the permit has been granted. The application therefore concerns the permit (for temporary stay, permanent stay or long-term EU resident), and the card follows. For this reason the list of documents depends on the type of permit, and there are two fees: stamp duty for the permit and a separate one for issuing the card.

Core package sent via MOS

The application is filled in in the Case Handling Module at mos.cudzoziemcy.gov.pl and signed through login.gov.pl — with a trusted profile, a personal signature or a qualified electronic signature. The following are attached to the electronic application:

• a scan of all pages of a valid passport in PDF format (another identity document only exceptionally, with an explanation why the passport cannot be obtained);
• a current photograph in JPG format, without headwear or dark glasses;
• proof of payment of the stamp duty for the permit;
• proof of payment of PLN 100 for issuing the residence card;
• for a permit for stay and work — annex no. 1 signed electronically by the person representing the employer.

Documents confirming the purpose of stay can be attached straight away as scans, but this is not mandatory at this stage. If they are missing, the voivode will call for them to be submitted. After the application is sent, the system generates an official confirmation of receipt (UPO), which is worth saving. Guidance on the electronic signature itself is given in the article on the trusted profile.

Fees in 2026

Stamp duty is paid in advance, when filing the application. Where it is missing, the office sets a 7 to 14 day deadline for payment; ignoring the summons ends with the application being returned. The card fee is paid to the account or at the cash desk of the voivode's office. The amounts for other purposes of stay are given on the page for the given procedure in MOS.

Documents on the purpose of stay — examples

Work on the basis of a contract

• employment contract (umowa o pracę) or mandate contract (umowa zlecenie) consistent with the terms of annex no. 1;
• employment certificate from the previous employer in Poland, if any;
• for a specific-task contract (umowa o dzieło) — proof of holding health insurance;
• in regulated professions — documents confirming qualifications.

Own firm or a function in a company management board

Here the key documents are the firm's financial papers: tax returns, certificates of no arrears in taxes and contributions, proof of employment or revenue achieved. This is described in detail in the article on the residence card based on business activity.

Permanent stay

The evidence depends on the basis: Pole's Card, birth certificate confirming Polish origin, marriage certificate to a Polish citizen together with decisions on previous stays, etc.

Visit to the voivode's office

Having received the application, the voivode calls the foreigner to appear in person, setting a date no shorter than 7 days from service of the summons. At the visit, you should bring:

1. the original passport — without it the proceedings will be discontinued;
2. proof of payment of stamp duty, if not attached electronically;
3. originals or certified copies of the documents whose scans were sent in MOS;
4. sworn translations into Polish of all documents in a foreign language.

During the visit, fingerprints and a specimen signature are taken (children under 6 are exempt from this). The second visit is to collect the ready card, after the permit has been granted.

Preparation plan step by step

1. Determine the right basis for the permit — the fee, form and list of evidence depend on it.
2. Set up a MOS account and check that the trusted profile or other signature works.
3. Order sworn translations and certificates with long waiting times (e.g. from the tax office or ZUS).
4. For work — agree the wording of annex no. 1 with the employer and compare it with the contract.
5. Pay the fees, scan the passport and prepare the photograph, then sign and send the application.
6. Save the UPO and the certificate, and after the summons appear at the office with the originals.

The documents must be current on the day the decision is issued, not only on the day the application is filed. In a long procedure, some certificates therefore have to be refreshed.

Most common mistakes and how to avoid them

• Incomplete scan of the passport — all pages, including blank ones, are required.
• Inconsistency between the contract and annex no. 1 — the terms of work must be current on the day the decision is issued, so every change of position or remuneration requires a reaction.
• Missing translations — a document without a sworn translation is treated by the office as not filed.
• Filing an application after legal stay has expired — only an application filed correctly during legal stay makes further stay lawful until the final decision. The voivode then issues a free certificate of the application having been filed, which however does not entitle to travel across the Schengen zone.
• A missed deadline from the summons — the office gives at least 14 days to submit documents; it is worth planning the translations and certificates straight away.

How Good Balance can help

We prepare the list of documents for the specific basis of stay, check their consistency before sending them in MOS and lead the case through to collection of the card. We assist with the permanent residence permit and the temporary stay and work permit.