Work Permit vs. Visa in Poland: Decoding the Essential Differences for International Hires

When hiring international employees in Poland, it’s essential to understand the difference between a work permit and a work visa. While they’re often mentioned together, they serve distinct purposes — and both are usually required for legal employment.

Work Permit: The Right to Work in Poland

A work permit is an official authorization issued by the Polish government that grants a foreign national the legal right to perform specific work for a designated employer. It outlines details like:

• The type of work the employee will perform
  
• The employer’s name and registered business address
  
• The duration of employment
  
• The location of work in Poland

A work permit is typically arranged and submitted by the employer on behalf of the foreign national. It does not by itself grant entry into Poland — it only allows the person to work once legally present.

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Check also: Understanding Immigration Compliance in Poland: A 2023 Update for Remote Work

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Work Visa: Permission to Enter and Stay

A work visa (typically a Type D national visa) is issued by a Polish consulate or embassy in the employee’s country of residence. It allows the holder to enter Poland and reside legally for more than 90 days. Depending on the visa type, it may also grant permission to work — but only in combination with a valid work permit.

In short:

• The visa lets someone enter and stay in Poland.
  
• The permit gives them the right to work while they’re there.

How the Two Documents Work Together

For most non-EU citizens, both documents are required. The typical process looks like this:

1. Employer applies for a work permit in Poland.
   
2. Employee uses the work permit to apply for a work visa in their home country.
   
3. Once approved, the employee enters Poland using the visa and begins work under the terms of the permit.

There are exceptions — such as EU/EEA nationals or individuals on special residence cards — but for most international hires, this two-step process is mandatory.

Employer vs. Employee Responsibilities

While both parties play a role in securing legal work status, the burden of compliance falls primarily on the employer. Your responsibilities include:

• Applying for and maintaining valid work permits.
  
• Verifying the employee’s visa and residence status.
  
• Keeping records of all documentation.
  
• Notifying authorities if the employment status changes.
  

The employee is responsible for:

• Applying for the appropriate visa using the documents you provide.
  
• Ensuring their passport and travel documents remain valid.
  
• Following the legal conditions attached to their visa and permit.
  

How an Employer of Record (EOR) Can Simplify the Work Permit and Visa Process

The process of securing both a work permit and a visa can be complex and time-consuming. This is where an Employer of Record (EOR) can be extremely valuable. Partnering with an EOR can help simplify and expedite the entire process, reducing the administrative burden on both employers and employees. Here’s how an EOR can assist:

• Streamlined Application Process: An EOR is well-versed in local regulations and has experience handling the work permit and visa applications on behalf of your international hires. They manage the documentation and ensure the correct procedures are followed, helping to avoid delays or mistakes.
  
• Compliance Assurance: An EOR ensures that both the work permit and visa are processed correctly, which helps to maintain compliance with Polish immigration laws. This reduces the risk of fines or legal issues for both the employer and the employee.
  
• Quick Onboarding: With an EOR handling the necessary permits and visas, employees can begin work faster. The EOR ensures that all legal documentation is in place, allowing you to focus on integrating the employee into your team rather than worrying about the paperwork.
  
• Ongoing Compliance Management: Immigration laws are subject to change. An EOR continuously monitors any regulatory updates and ensures that your employees’ visas and work permits remain valid throughout their employment.
  

By working with an EOR in Poland, employers can save time, mitigate risk, and ensure smooth legal compliance for international hires, without the hassle of managing all the formalities themselves.