Publication date: 02.02.2026
In Poland, most administrative and migration procedures are gradually moving to an online format. For Ukrainians, the key tools for accessing such processes are the PESEL and electronic signature (Profil Zaufany or other permitted forms of signature). They ensure correct identification of a person in state systems.
If the PESEL and electronic signature are not properly linked or contain discrepancies in data, electronic services Poland will not identify the applicant, and the submitted documents may be ignored or rejected.
ePUAP Poland: opportunities and real limitations
The ePUAP Poland system provides the opportunity to:
- submit applications and petitions online;
- send official letters to state institutions;
- receive answers and decisions in electronic form.
However, in practice, access to e-services in Poland is possible only if the PESEL, electronic signature and personal data fully match between all state registers. Even a minor technical or formal error can make it impossible to use ePUAP.
Why a refusal in a state institution occurs
The most common reasons why authorities do not accept electronic applications:
- incorrectly or partially linked PESEL and electronic signature;
- inactive or incorrectly confirmed trust profile;
- discrepancies in the spelling of the name, surname or date of birth;
- use of an invalid or incorrect electronic signature format.
In such situations, the application is formally considered not submitted, even if the applicant is sure that all steps were completed correctly.
What are the consequences of these errors
Problems with PESEL and electronic signature often lead to:
- missing procedural deadlines;
- delaying administrative and migration procedures;
- the need for personal presence in institutions;
- a real risk of a negative decision or refusal in a state institution.
This is especially dangerous in cases related to residence, legalization or extension of status.
How to avoid refusals and act correctly?
To minimize risks when using ePUAP Poland and other electronic systems, you should:
- check the correctness of all data in PESEL;
- correctly activate and confirm the electronic signature;
- test the profile before submitting important documents;
- submit applications strictly in accordance with the requirements of a specific institution.
Lawyer’s help at this stage allows you to avoid technical refusals and situations when the case actually “disappears” in the system.
PESEL and electronic signature in Poland are not just technical tools, but key elements of access to state procedures. Errors in their configuration often cause a refusal in a state institution, even if the grounds for the case are legitimate. Legal Marketplace Consultant helps Ukrainians correctly configure PESEL and electronic signature, check the operation of electronic services Poland, eliminate the causes of refusals and support cases in online systems. If you have already been refused or are not sure whether you submitted documents via ePUAP Poland correctly, contact us to receive legal assistance and avoid risks.
Question
Is it necessary to have a PESEL and an electronic signature to use ePUAP in Poland?
Answer
To fully use ePUAP Poland, you must have a correctly assigned PESEL and electronic signature, otherwise the system may not identify the applicant.
Question
Why can electronic applications be rejected by state institutions?
Answer
Most often, a refusal in a state institution is associated with discrepancies in PESEL data, an inactive trust profile or an incorrect electronic signature format.
Question
Is an application considered submitted if it is sent via ePUAP with errors?
Answer
No. If there are technical or formal errors, the application may be considered not submitted, which creates a risk of missing deadlines.
Question
What risks arise from improper use of electronic services?
Answer
Incorrect use of electronic services Poland can lead to delays in cases, the need for personal presence, or a negative decision in a migration case.
Question
Do you need legal assistance to set up PESEL and an electronic signature?
Answer
Formally no, but legal assistance significantly reduces the risk of rejections, technical errors, and missing important deadlines when submitting documents online.
