What are civil status records?
Civil status records confirm individual entries made in the civil registry. These include, for example, the registration of a birth, death, or marriage. Entries are made by an authorized civil officer.
Extracts from civil status records may take the form of:
- Short-form extract – contains the current content of a given record.
- Full extract – repeats the entire content of the record, including any amendments that have occurred, and provides more information than the short-form extract.
- Multilingual short-form extract – used mainly for presentation abroad.
Obtaining an extract usually involves paying an administrative fee, which varies depending on the type and form of the document (for example, a short-form extract costs PLN 22, while a full extract costs PLN 33).
Since March 1, 2015, it has been possible to request either a paper or electronic version of the record, depending on the need. However, most offices in Poland and abroad still require the original paper document — often additionally legalized.
Most common types of civil status documents
What is a birth certificate?
A birth certificate confirms the birth of a child. It is created and stored in the civil registry office of the area where the birth occurred. According to the law, it includes:
- Surname and given name(s),
- Gender of the child,
- Place and date of birth,
- Names (including maiden names, if applicable) and places of residence of both parents at the time of birth,
- Name and surname of the person reporting the birth (e.g. father, midwife, or mother if her health allows),
- If the report is made by a hospital, the details of that institution.
What is a marriage certificate?
This document confirms that a marriage has been concluded.
It is drawn up by the civil status officer and entered into the civil registry. The record must be issued promptly — no later than the next working day after all confirming documents have been received.
A marriage certificate includes:
Names and surnames of the spouses and their maiden names, marital status, dates and places of birth, places of residence, parents’ names and surnames (including maiden names), place and date of marriage, witnesses’ names, the surname(s) the spouses and their children will use, and the declaration of marriage made before the civil officer.
What is a death certificate?
A death certificate is part of the civil registry and confirms the registration of a person’s death.
The death is registered in the office relevant to the place of death. It may be reported by a spouse, children, close relatives, housemates, the building administrator, or anyone present at the time of death.
If the death occurred in a hospital or similar facility, it is reported by authorized personnel.
Documents required:
A death certificate issued by a doctor and the deceased person’s ID or passport.
It includes:
Name and surname, maiden name, marital status, place and date of birth, residence, date, time, and place of death or discovery of the body, details of the deceased’s spouse and parents, and information about the person reporting the death (name, address, or institution).
What is a certificate of no impediment to marriage?
This certificate confirms that a person is legally eligible to marry under Polish law.
It lists the names of both applicants and their intended spouse.
To obtain this document, you must provide:
- A valid passport or ID card (for inspection),
- An application form,
- A declaration that no legal obstacles to marriage exist,
- A copy of your birth certificate,
- If applicable, a copy of your previous marriage certificate with a note confirming its dissolution (divorce or spouse’s death).
The certificate is valid for six months from the date of issue.
Frequently Asked Questions
Where can I obtain a copy of a civil status record?
When an official registers a birth or marriage, the certificate is issued immediately and free of charge.
If you need another copy later, you must apply at the appropriate civil registry office.
Do I have to collect a birth certificate in person?
No. You can authorize another person (a relative, friend, or intermediary company) to collect it on your behalf with a written authorization.
What should I prepare to obtain the document?
You’ll need:
- An application form (available at the office or online),
- Proof of payment of the administrative fee,
- Authorization (if acting on behalf of someone else),
- ID card or passport.
How much does an extract cost?
- Short-form extract – PLN 22
- Full extract – PLN 33
If another person collects it for you – additional PLN 17.
Can I get a document free of charge?
Yes, in specific cases set by the Polish Act on Stamp Duty, e.g. when the document is needed for obtaining an ID or passport, social welfare, ZUS insurance, alimony, custody, adoption, or employment purposes.
Legalization and Apostille
Can a birth certificate be legalized?
Yes. It can be legalized at the Ministry of Foreign Affairs (MSZ) and then at the relevant embassy, or it can be certified with an Apostille stamp.
If I need the document within the European Union, is legalization still required?
It depends on the institution where you’ll present it.
If the destination country is a party to the Hague Convention, the document only needs an Apostille. Most EU countries meet this requirement.
How can I obtain an Apostille for a birth or marriage certificate?
The Apostille is issued directly on the document by the Polish Ministry of Foreign Affairs.
You can check the exact procedure here: https://legalizacje.com/apostille
How much does an Apostille cost?
The official fee is PLN 60 per stamp.
How long does the process take?
Usually, legalization is done on the spot.
However, if you submit more than 10 documents, expect delays.
Postal submissions may take several weeks.