Documents from Ukraine in Poland: which translations are accepted?

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Boiko Kateryna

Lawyer

Poland / Warsaw

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Publication date: 02.02.2026

For citizens of Ukraine, Ukrainian documents in Poland are the basis of most administrative, migration, educational, and civil procedures. It is on their basis that applications for a residence card are submitted, civil status is registered, education is recognized, or professional experience is confirmed. At the same time, Polish authorities evaluate not only the content of documents, but also the form of their submission, the correctness of the translation, and compliance with formal requirements. 

In practice, even minor violations in the translation or design can lead to the suspension of the case, a request for additions, or a negative decision. Most often, problems arise precisely because of a misunderstanding of which accepted translations are accepted by Polish authorities. 

Which translations are recognized by Polish authorities 

Polish legislation and administrative practice establish clear criteria for translations of foreign documents. Authorities accept only those official translations that meet formal requirements and do not raise doubts about authenticity. 

In particular, translations are recognized if they: 

• are made by a sworn translator registered in Poland; 
• contain the full text of the document without abbreviations; 
• include all seals, stamps, notes, and appendices; 
• have an official translation registration number. 

Any other forms of translation — even if they are accurate in content — are in most cases not accepted or require re-registration. 

When is a sworn translation required 

Not all procedures require the same approach; however, in cases where the document creates or confirms the legal rights of a person, a sworn translation is a mandatory requirement. 

It is most often required for: 

• cases related to the legalization of documents and stay; 
• procedures in voivodeship authorities; 
• judicial and administrative proceedings; 
• recognition of diplomas and educational documents; 
• civil and registration issues. 

Without a sworn translation in such cases, recognition of documents is impossible, regardless of how correct their content is. 

Typical errors of applicants when submitting documents 

In practice, most problems arise not because of the complexity of legislation, but because of typical errors that could have been avoided at the document preparation stage. 

The following errors most often occur: 

• the translation was performed by a translator without the necessary status; 
• the document was submitted with incomplete text or without attachments; 
• errors were made in names, dates, or numbers; 
• mandatory formal details are missing. 

Such shortcomings almost always lead to delays in the procedure, requests for correction, or outright refusal to consider the case. 

Practical consequences of incorrect translation 

Incorrectly prepared documents from Ukraine in Poland often cause additional costs and loss of time. The applicant is forced to order new translations, re-submit the package of documents, or wait for a new consideration of the case. 

The situation is especially problematic when the error is detected at a late stage of the procedure. In this case, the case may be closed, and the process must be started from the very beginning. 

How to avoid problems with document translations 

The most effective way to minimize risks is a professional approach to preparing documents before they are submitted. Legal help allows you to correctly determine what type of translation is needed in a particular case and avoid unnecessary or incorrect actions. 

Comprehensive support includes: 

1. analysis of the requirements of a specific authority; 
2. verification of compliance of translations with formal criteria; 
3. control of the correctness of personal data; 
4. preliminary verification of the document package; 
5. reducing the risk of delays and refusals. 

The role of a lawyer in the recognition of documents from Ukraine 

A lawyer coordinates interaction between the applicant, the translator, and the state authority. He determines which recognized translations are mandatory and where a standard approach is sufficient, and monitors compliance with procedural requirements. 

It is legal assistance that helps avoid situations where a formal error cancels the outcome of the entire case. 

FAQ — frequently asked questions

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