How to Obtain a Criminal Record Certificate (KRK) in Poland, Step‑by‑step

Understanding how to obtain a criminal record certificate in Poland is essential for anyone facing a job offer, visa application, professional licensing requirement or corporate background check that demands proof of a clean record. The certificate, officially called informacja z Krajowego Rejestru Karnego (KRK), and sometimes referred to as a police clearance certificate, is issued by Poland’s National Criminal Register, maintained by the Ministry of Justice. Applicants can apply through three channels: the e‑KRK electronic platform, in person at a KRK Information Point located in selected courts, or by post. This guide consolidates every procedural step, document, fee and deadline into a single reference for residents, foreign nationals, employers and lawyers practising in Poland.

Overview of the KRK process and who it applies to

The Krajowy Rejestr Karny (KRK) is Poland’s centralised database of criminal convictions, maintained under the Ustawa z dnia 24 maja 2000 r. o Krajowym Rejestrze Karnym (Act of 24 May 2000 on the National Criminal Register). The register records final convictions by Polish courts and, where applicable, conviction data received from other EU Member States through the European Criminal Records Information System (ECRIS).

A KRK certificate, formally an “informacja o osobie” (information on a person) or “informacja o podmiocie zbiorowym” (information on a collective entity), confirms whether the subject has any recorded convictions. Common scenarios that require a KRK include:

• Employment. Roles involving work with children, positions in banking and financial services, public procurement eligibility, and regulated professions.
• Immigration and residency. Applications for temporary or permanent residence permits, EU Blue Cards, and citizenship proceedings.
• Professional licensing. Admission to the bar, auditor registration, security sector licensing and other regulated occupations.
• Corporate compliance. Management board appointments, due diligence in M&A transactions, and anti‑money‑laundering checks on beneficial owners.

The issuing authority is the Biuro Informacyjne Krajowego Rejestru Karnego (KRK Information Bureau) at the Ministry of Justice, which operates both the paper‑based and electronic (e‑KRK) issuance channels.

Eligibility and prerequisites for obtaining a KRK certificate

Eligibility for Polish residents

Any natural person with legal capacity may request information about their own criminal record. Polish citizens and permanent residents typically identify themselves using a PESEL number and a valid national ID card (dowód osobisty) or passport. To use the e‑KRK portal, the applicant must hold one of three forms of electronic identification: a Profil Zaufany (Trusted Profile), a kwalifikowany podpis elektroniczny (qualified electronic signature), or a podpis osobisty (personal signature embedded in a new‑format ID card).

Eligibility for foreign nationals

Foreign nationals may apply for a KRK certificate concerning their own record in Poland. Because non‑residents rarely hold a PESEL or Profil Zaufany, they typically apply in person at a KRK Information Point or by post using a paper form. Identification is established through a valid passport; a residency card or registration certificate, where held, should also be presented to speed verification. Foreign nationals who do hold a Profil Zaufany, obtainable through selected Polish consulates or the login.gov.pl portal, may use the e‑KRK channel.

Employer checks and data‑protection requirements

Employers may request a KRK certificate only where a specific statutory provision authorises the check. The employee (or candidate) must provide explicit written consent, and the employer must comply with the GDPR and the Polish Act on the Protection of Personal Data. Collecting criminal‑record data without a lawful basis or proper consent exposes the employer to administrative fines and civil liability.

Step‑by‑step procedure to obtain a criminal record certificate in Poland

The procedure varies by application channel. Below are the five key steps, followed by a consolidated timeline table.

Step 1, Identify the certificate type and gather documents

Before submitting any application, determine which certificate you need. An informacja o osobie covers a natural person; an informacja o podmiocie zbiorowym covers a legal entity. Verify the purpose code required by the requesting institution, the application form asks you to cite the legal basis for the request (e.g., a specific article of the relevant statute). Assemble the documents listed in the Required Documents section below.

Step 2, Apply online via e‑KRK (recommended route for how to get KRK online)

The e‑KRK portal is the fastest channel for obtaining a Polish criminal record certificate online. The process works as follows:

1. Register or log in at the e‑KRK portal. Navigate to the official Ministry of Justice e‑platform. Authenticate using your Profil Zaufany, qualified electronic signature or podpis osobisty.
2. Complete the electronic application form. Select “Informacja o osobie” (for individuals) or “Informacja o podmiocie zbiorowym” (for entities). Enter your personal data, including PESEL, full name, parents’ names, date and place of birth, and specify the legal basis for the request.
3. Attach supporting documents. If you are applying on behalf of another person or an entity, upload a scanned power of attorney or corporate authorisation. Ensure scans are legible and in an accepted format (typically PDF).
4. Pay the fee electronically. The fee for an electronic KRK certificate is 20 PLN. Payment is processed through the platform’s integrated payment system; you will receive an electronic confirmation immediately.
5. Submit and await issuance. Once payment clears, the system processes the query. For straightforward requests, the electronic certificate is typically issued within 1–7 business days and delivered to your e‑KRK account as a signed electronic document.

Common errors at this stage include entering an incorrect PESEL, omitting the legal‑basis code, or attempting to use an expired Profil Zaufany. Verify all data before submission, corrections after filing require a fresh application and an additional fee.

Step 3, Apply in person at a KRK Information Point

KRK Information Points (Punkty Informacyjne KRK) operate at selected regional and district courts throughout Poland. To apply in person:

1. Locate your nearest Information Point. A full list is published on the official KRK pages at gov.pl.
2. Bring a valid ID document (national ID card or passport), a completed paper application form (available at the point or downloadable from gov.pl), and proof of payment or pay the fee at the court cashier.
3. Submit the form at the counter. Staff verify your identity and process the request. In many Information Points, a certificate can be issued the same day for straightforward queries. Where additional verification is needed, for example, when the applicant’s record involves entries requiring cross‑referencing, issuance may take up to 7 days.
4. Collect the paper certificate at the counter or request postal delivery to a specified address.

The fee for a paper KRK certificate issued in person is 30 PLN.

Step 4, Apply by post

Applicants who cannot visit an Information Point or use the e‑KRK portal may submit a paper application by post. The procedure is as follows:

1. Download and complete the official application form from the gov.pl KRK pages. Sign the form by hand.
2. Prepare proof of payment. Transfer 30 PLN to the designated bank account of the Ministry of Justice (details published on the gov.pl Opłaty page). Attach the payment confirmation to the application.
3. Post the application to the Biuro Informacyjne Krajowego Rejestru Karnego at the address published on gov.pl (located at the Ministry of Justice in Warsaw).
4. Await delivery. Processing typically takes 7–30 days from receipt, depending on postal times and whether additional verification is required. The certificate is returned by registered post.

Step 5, Apply by proxy or through an attorney

If you cannot apply personally, for instance, because you are abroad, an authorised representative may submit the application on your behalf. Requirements for applying by proxy:

• A signed power of attorney (POA). The POA must identify the principal (applicant) and the proxy, specify the scope of authorisation (i.e., to apply for and collect a KRK certificate), and be signed by the principal.
• Notarisation. Courts generally accept a simple signed POA for in‑person submission. However, if the POA is issued abroad, it may need to be notarised and, for countries party to the Hague Convention, apostilled, or, for non‑Convention states, legalised through the relevant consulate.
• Stamp duty. A POA submitted to a court or public authority attracts a stamp duty (opłata skarbowa) of 17 PLN.

The proxy then follows the in‑person or postal procedure described above, presenting the POA together with the application form, their own ID, and proof of payment.

Consolidated timeline table

Required documents to obtain a criminal record certificate in Poland

The documents needed depend on the application channel and whether you apply personally or through a proxy. The table below lists every document you may need to assemble.

Timeline and key deadlines for KRK certificate issuance

Processing times vary by method and the complexity of the applicant’s record. The table below summarises typical timeframes for each channel.

Applicants with an urgent need, for instance, an imminent employment start date or visa deadline, should use the e‑KRK platform or visit an Information Point in person to minimise waiting time. Industry observers expect the ongoing digitalisation of KRK processes to further reduce electronic turnaround times over the coming year.

Costs, fees and tax considerations for a KRK certificate

Fees for a criminal record certificate in Poland are set by regulation of the Minister of Justice. The cost differs depending on whether you apply electronically or on paper.

Certain applicants are exempt from the fee, for example, persons applying in connection with the exercise of the right to information about their own data under specific statutory provisions. The gov.pl Opłaty page lists all exemption categories.

What changes in 2026, statutory and procedural updates to the KRK

The Ustawa z dnia 13 lutego 2026 r. (Act of 13 February 2026), published in the Journal of Laws as item 421, introduced amendments to the Act on the National Criminal Register. The principal changes concern Poland’s alignment with the ECRIS‑TCN (European Criminal Records Information System – Third Country Nationals) framework and adjustments to the mechanisms for cross‑border exchange of criminal‑record data.

For applicants and employers, the likely practical effects include:

• Enhanced digital data exchange. The amendment expands the scope of automated data exchange with other EU Member States, particularly for third‑country nationals whose records are stored in the ECRIS‑TCN system. Early indications suggest this will improve the speed and completeness of cross‑border checks.
• Adjusted information‑flow triggers. New provisions specify additional circumstances under which the KRK Bureau must query or transmit data to other Member States, potentially extending processing times for applications that trigger a cross‑border check.
• Electronic‑issuance refinements. The amendment reinforces the legal standing of electronically issued certificates, which supports the continuing shift toward e‑KRK as the preferred application channel.

Applicants whose certificate is needed for use in another EU Member State, or whose record may include convictions registered abroad, should allow additional processing time while the ECRIS‑TCN system is fully operationalised.

Common pitfalls when applying for a KRK and how to avoid them

• Incorrect or missing PESEL / identification data. Entering the wrong PESEL or omitting parents’ names causes the application to fail at the verification stage. Double‑check all personal details against your ID document before submitting.
• Unsigned or improperly executed power of attorney. A POA that lacks the principal’s original signature, or that does not specify the scope of authorisation for KRK purposes, will be rejected. If the POA originates abroad, ensure it is notarised and, where applicable, apostilled before submission.
• Expecting an apostille on an electronic KRK certificate. Paper originals issued by an Information Point can be apostilled by the Ministry of Foreign Affairs or an authorised court. Electronic certificates issued through e‑KRK, however, generally cannot receive a traditional apostille. Applicants who need an apostilled certificate for use abroad should apply for a paper version from the outset.
• Wrong payment method or missing proof. Postal applications that arrive without a payment receipt or with payment to an incorrect account are not processed. Always transfer the fee to the account specified on the gov.pl Opłaty page and attach the confirmation to the application.
• Employer requesting a KRK without a lawful basis. Collecting criminal‑record data without an explicit statutory authorisation or without the individual’s written consent violates GDPR and Polish data‑protection law. Employers should confirm the legal basis before initiating any check and retain documented proof of consent.
• Omitting the legal‑basis code on the application form. The form requires the applicant to cite the specific legal provision under which the certificate is requested. Leaving this field blank or citing an incorrect provision can result in the application being returned.

Apostille and translation, using a Polish KRK certificate abroad

Foreign employers, immigration authorities and licensing bodies frequently require a Polish criminal record certificate to be apostilled and translated. The procedure differs depending on the format of the certificate.

Paper certificates issued by a KRK Information Point can be apostilled by the Ministry of Foreign Affairs (MSZ) or, in some cases, by a designated regional court. Poland is a party to the Hague Apostille Convention, so an apostille is sufficient for use in all Convention member states. For non‑Convention countries, full consular legalisation may be required.

Electronic certificates issued through e‑KRK carry a qualified electronic signature and are legally valid within Poland and for many EU‑internal purposes. However, they generally cannot receive a traditional paper apostille. Applicants who know in advance that an apostille will be needed should apply for a paper certificate via the in‑person or postal channel.

A certified (sworn) translation by a Polish sworn translator (tłumacz przysięgły) is typically required whenever the certificate will be used in a jurisdiction that does not accept documents in Polish. Some EU authorities accept a multilingual standard form as a substitute for a full translation, confirm the requirements of the receiving authority before commissioning a translation.

Sources

1. Gov.pl, Krajowy Rejestr Karny (KRK) information pages
2. e‑KRK / MS e‑Platform (official)
3. ELI, Official amendment text (Ustawa z dnia 13 lutego 2026 r.)
4. ISAP / Sejm legislative portal, Ustawa z dnia 24 maja 2000 r. o Krajowym Rejestrze Karnym
5. Gov.pl, Opłaty (fees)
6. Gov.pl, KRK FAQs / Apostille guidance (English)