Personnel in Poland

Maintaining personnel records in Poland

HR support for legal entities

Hiring employees in Poland. Peculiarities of the local labour market

When hiring employees, it is important to remember that different countries have different standards of legislation and business practices, especially when it comes to hiring employees from Poland and other European Union countries.

This means that cultural specifics, labour laws and employee expectations may differ significantly from the conditions familiar in the former Soviet Union. In particular, Poland has its own rules and regulations in the field of labour relations. They affect working hours, remuneration system, holidays, as well as paperwork requirements and employment procedures.

An understanding of local norms and cultural sensitivities will help to communicate effectively with staff and create a favourable working environment for all employees.

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How to employ an employee in Poland

Verification of the employee's compliance with the requirements of the profession

Before employing an employee, it is necessary to check whether he or she fulfils the requirements set by the Polish legislator for a number of professions.

IMPORTANT! A number of professions require experience, education and other conditions (e.g. language skills at a certain level, internships and so on).

Obtaining a work permit

If your potential employee is a foreigner without direct access to the labour market, you, as a future employer, need to obtain a work permit for him/her. Which type of work permit you need to obtain, as well as the length and complexity of the procedure for obtaining a permit, depends on the nationality of the foreigner and the position you plan to employ him or her for.

Authorisation is applied for by the hirer.

State duty - 100 PLN

Medical examination

Before concluding an employment contract, every employee is obliged to undergo a medical examination. The employer issues a special referral specifying the name of the position, its code, and special working conditions that may affect the employee's health. The costs of the medical examination are borne by the employer. We also provide relevant instructions on the procedure.

Safety precautions

Every new employee, regardless of their position, is required to undergo safety training. This cost is fully covered by the employer. There is also an option for supervisors to undergo a special briefing, which entitles them to conduct safety training for their subordinates themselves, bypassing the use of external organisations.

Contract conclusion

The employment contract is signed directly between the employer and the employee. The contract necessarily reflects all the essential terms and conditions of employment established by law. The employment contract is concluded in writing to ensure legal protection and clarity of obligations for both the employer and the employee.

Formation of a personal file

Once an employment contract has been concluded, a personnel file is prepared for each employee, which includes all legally required documents completed and signed by the employee. This ensures proper storage and access to the records required to be kept.

Social Insurance

No later than 7 days after employment, the employer is obliged to register the employee with the social insurance authorities

At the employee's request, his/her family members may also be registered


To determine the amount of remuneration, the employer keeps a timesheet.

The report card shall be kept in any form.