OBTAINING DUPLICATE CERTIFICATES FROM REGISTRY OFFICES ✅ FAMILY LAW ✅ SERVICES

Stage 1: Submitting an Application for an Extract at the Civil Registry Office (USC)

Actions:

The person (or their representative) submits a written application to the relevant USC office.

Specifies which document is needed (e.g., birth, marriage, or death certificate) and what version is required (copy or extract).

Provides necessary details: name, date, place of event, and record number.

Stage 2: Verification and Issuance of the Extract

Actions:

The Civil Registry Office (USC) verifies the existence of the relevant record.
Issues an official extract or copy.
The extract may bear an original wet stamp and signature.

Stage 3: Certification (Apostille/Legal Translation or Notarial Certification)

Notary's actions:

Verifies that the extract (copy) matches the original - ensuring it's an exact copy.

Certifies the signature of the person submitting the document or confirms the copy's conformity with the original.

If required - arranges for an apostille (though usually done by USC or Ministry), or provides notarial certification depending on the document's purpose.

Processing time:

Certification typically takes 1-2 business days (often the same day if the notary works by appointment).

Estimated costs:

Copy certification: ~10-20 PLN

Signature certification: ~20-40 PLN

If apostille is done by USC - additional fee ~60-100 PLN (this is not a notarial service)

If the notary also handles apostille (less common): ~100-150 PLN

Stage 4: Delivery and Receipt of the Certified Document

Actions:

The notary delivers the certified document to the applicant or sends it to the specified address.
Or the applicant collects the document in person.

Estimated costs:

If the notary sends the document by mail: ~10-20 PLN;
Courier service: ~30-50 PLN.

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What is included in the service?

Our legal practice fully handles the procedure for obtaining a duplicate certificate (birth, marriage, divorce, name or surname change) from the Civil Registry Office (RAЦС) in Poland. The service includes: collecting and preparing applications, submitting documents, liaising with Polish Population Service Centers or consular institutions, and if necessary – apostille certification, sworn translation, and delivery of the final documents to the client.

Reasons to consult a notary when obtaining a duplicate certificate

Original documents are often lost, damaged, or stolen—then a duplicate is needed to maintain legal status. A duplicate may also be required in case of personal data changes or error corrections—a notary ensures the correct legal form and confirms the application (e.g., in a notarized format).

What the notary does when obtaining a duplicate certificate from the Civil Registry Office

The notary prepares a notarial application/power of attorney, certifies it, collects copies of required documents (passport, ID, additional proofs if changes were made), submits a request to the Civil Registry Office or consulate to obtain the duplicate, receives the document, and if needed—arranges apostille and translation.

Under what conditions can the service be provided?

A civil status record must exist (i.e., the original certificate was issued).
The person themselves or their legal representative with a notarized power of attorney may apply.
Duplicates are issued in the country where the archive is stored—in Poland, this is possible through Polish Population Service Centers or consulates.

Additional useful information—apostille, translations, delivery, and processing times

Usually, an apostille and sworn translation are required for the duplicate to be used in Poland—we provide these services as a complete package. The final documents can be delivered anywhere in Poland or to your location. Processing times and costs depend on the document type, place of application, and archive search complexity—typically ranging from 10 to 20 business days.

Contact us, and we will make the process of obtaining a duplicate Civil Registry Office certificate in Poland as fast, legal, and convenient as possible for you.