Publication date: 17.09.2025
What is an employment certificate and what is it used for?
An employment certificate is an official document issued by an employer that confirms that a given person is employed by a given company.
It may also include information about salary—in which case we refer to it as a certificate of employment and earnings or a certificate of employment and remuneration. This document is required for, among other things, when applying for a loan, apartment rental, visa, social benefits, or confirmation of work experience.
Where and how to submit an application for a certificate?
An application for an employment certificate is most often submitted to the employer's human resources department. In large companies, ready-made paper or electronic forms are available in HR systems. In smaller companies, a written request—via email or in hard copy—is sufficient. The application should include the employee's details, the purpose of issuing the document, and the date it is needed.
What information does the application contain and what should the document contain?
A correct employment certificate from the employer should include:
- Employee details (first name, last name, PESEL number).
Position, contract type, and date of employment.
Information about the salary amount (gross/net, if required).
Stamp and signature of the employer or HR department.
Document issue date.
The application should clearly indicate whether the certificate should include information about earnings—this is especially important for loan and bank applications.
Waiting time and cost of issuing a document
In most companies, a employment and earnings certificate is issued within 1-3 business days, and in large corporations even on the same day thanks to HR systems. The document is free of charge—the employer is obligated to issue it upon the employee's request. How long is an employment certificate valid? It is usually considered valid for 30 days, but some institutions may require a more recent document (e.g., no older than 14 days).
Employment certificate vs. employment certificate vs. other documents.
A certificate confirms current employment, while an employment certificate from an employer is issued after the contract is terminated and contains a full employment history. It should not be confused with the PIT-11 (tax information) or a pay slip—these documents serve different purposes.
Electronic applications and automation in companies
More and more employers allow you to download employment and earnings certificates online—without the involvement of the HR department. Simply log in to your HR system (e.g., Enova, SAP HR) and generate a PDF document with an electronic signature. This significantly speeds up the process and eliminates errors.
What should I do if I'm refused and what are my rights?
An employer cannot unreasonably refuse to issue a certificate—this is an obligation under the Labor Code. If you have any problems, you can contact the National Labor Inspectorate or ask a trade union for help.
Submit your application in advance, especially if you need a certificate for a bank.
Precisely specify what data should be included in the document (e.g., average salary for 3 or 6 months).
Check whether the document contains a signature and stamp -- the lack of formal elements may invalidate the certificate.
If possible, use electronic document generation systems to avoid queues at the post office.drach.
F.A.Q.
Question
Who can issue a certificate of employment?
Answer
The document is issued by the HR department or directly by the employer. It must be signed by an authorized representative of the company and dated and stamped to be valid in offices or banks.
Question
How long does it usually take to issue?
Answer
Normally, a certificate of employment is issued within 1-3 business days, although in large companies it may be available the same day. It's worth submitting the application in advance, especially if the document is needed for a bank or office.
Question
What should the application include?
Answer
The application should include the employee's details, the purpose of the document, whether earnings should be disclosed, and the date by which the document is needed. Clearly defining the purpose speeds up the preparation of the certificate.
Question
Can I submit the application online?
Answer
Yes, many companies allow you to submit the application electronically through their HR system or email. In this case, the document is usually generated automatically and signed electronically, which significantly shortens the waiting time.
Question
Can I receive a certificate immediately after being dismissed?
Answer
Yes, you are entitled to receive an employment certificate even after your contract is terminated. Simply submit an application to your former employer – they are required to confirm your employment period and working conditions at the time.
Question
What should I do if my employer refuses to issue it?
Answer
If your employer refuses to issue the document, you can contact the National Labor Inspectorate or submit a written request, citing the Labor Code. Failure to issue a certificate may constitute a violation of employee rights.
