Poland has significantly changed how foreign workers are hired in the country. The new rules took effect on June 1, 2025, through the Act of 20 March 2025 on the Conditions for Employing Foreign Nationals. This legislation replaces outdated, complicated processes with a quicker, digital method. It aims to improve transparency and help both employers and foreign nationals follow the rules more easily.
It is important for businesses, HR leaders, and recruiters to grasp these changes as they impact most, if not all, facets of hiring, such as work permissions, employment contracts, and reporting requirements. In this piece, we will take you through the major elements of the revised regulations for foreign workers in Poland and share some handy compliance and optimisation pointers to enhance your recruitment process of foreign employees.
For companies looking at jobs in Poland, especially those hiring international talent, understanding these legal updates is now critical for compliance, workforce planning, and future hiring strategies.
Overview of the New Legal Framework
On 10 April 2025, the President of Poland signed into law the Act of 20 March 2025 on the conditions for employing foreign nationals. This new act is designed to consolidate and modernise foreign worker employment regulations that had been fragmented and outdated for over twenty years. This law came into effect on 1 June 2025 and sets out a dedicated legal regime governing how foreign citizens can be legally employed in Poland. Its overarching goals are to:
- Simplify and digitalise hiring procedures;
- Enhance compliance and transparency;
- Close loopholes that enabled abuse and unauthorised work;
- Protect both employers and workers through clear standards.
These changes directly affect businesses, HR teams, and every recruitment agency in Poland involved in foreign hiring.
Key Changes in the Rules for Employing Foreign Nationals
Digitalisation & Submission of Contracts
One of the biggest changes shaping the future of hiring in Poland is the fully digital permit process. Whether the foreign worker is hired under a traditional work permit or a declaration of entrusting work, the contract must be provided to the relevant authority before the employee starts.
This has significantly improved efficiency for companies trying to get a job in Poland as a foreigner through employer sponsorship. The goal is to make sure that authorities can check terms, wages, and compliance in real time instead of after the fact.
Elimination of the Labour Market Test
Under the new employment rules, employers must now submit a copy of the employment contract before the foreign employee begins work. Previously, employers had to demonstrate a lack of suitable candidates in Poland or the EU before sponsoring a foreign worker. This formal labour market test is no longer mandatory.
Instead, district authorities may publish lists of occupations excluded from work permit issuance in their areas, which helps protect local labour conditions without imposing a formal test for all roles.
Updated Permit & Declaration Rules
Under the new framework, declarations of entrusting work to foreign nationals remain possible but come with expanded obligations:
- Employers must notify the local district authority if the worker starts work within 7 days.
- If they don’t start or they leave early, employers must report within 14 days.
- Employers must also inform authorities of extended breaks or failure to begin work after a permit’s validity begins.
Employers should also make sure that remuneration meets or exceeds equivalent Polish wages and the statutory minimum wage, and that employment is at least 25% of a full-time role.
Full Digital Work Permit System
Poland’s work permit system has been fully digitalised. From submitting applications to receiving decisions, all processes occur through an online portal managed by government authorities. No more paper-based submissions or in-person visits. This modernised system boosts efficiency, reduces errors, enhances transparency, and strengthens compliance tracking.
Employee Benefits Under the New Rules
The reforms also improve employee benefits and worker protection.
Foreign workers now benefit from:
- clearer contract terms
- guaranteed wage compliance
- stronger legal documentation
- better labour law protection
- transparent work permit status
For businesses, this helps improve employer branding and workforce trust.
Administrative Changes & Responsibilities for Employers
With these new rules, employers take on greater administrative duties, including:
Reporting and Documentation
- Maintaining accurate records of foreign employees;
- Reporting changes in employment status quickly;
- Ensuring contracts reflect legal standards.
Wage & Working Time Requirements
- Work contracts must meet Polish wage standards.
- Work hours must correspond appropriately with the job type.
These obligations are designed to protect both employers and employees and encourage responsible hiring practices.
Penalties & Compliance
Poland has substantially increased the penalties for illegal employment and non-compliance. The new law states:
- Employers can be fined between PLN 3,000 and PLN 50,000 for each foreign worker illegally employed.
In addition, the State Labour Inspectorate and the Border Guard have also been given greater powers to carry out unannounced inspections, thus increasing supervision and enforcement. Failing to submit contracts, reports on time, or hire without proper permissions can result in fines and future restrictions on granting employment authorisations.
What This Means for Businesses
For employers, these changes mean that foreign worker recruitment has to be strategically planned:
- HR teams must update internal systems for digital submissions.
- Compliance with the law shall be checked, and measures of compliance put in place.
- Outsourcing or consultancy relationships should be reviewed to manage risk.
While the reforms simplify aspects like the labour market test, they also require a higher level of administrative discipline and more proactive HR processes.
How Dynamic Staffing Services Can Help
Dynamic Staffing Services was founded by Major S. P. Khosla, a former Indian Army officer who was instrumental in setting up the framework for overseas employment of Indian workers in the 1980s. Maj. Khosla, at the helm, DSS now has 24 recruitment offices and over 250 specialised teams. With this rich history and expertise, we help employers navigate complex regulations, ensuring compliance, efficiency, and strategic workforce solutions. When it comes to comprehending and implementing these regulatory changes, Dynamic Staffing Services is your trustworthy partner. With our knowledge, you will be able to:
- Submit all employment contracts on time to the right authorities.
- Be confident in your digital work permit application process.
- Manage documentation and reporting to authorities efficiently.
- Avoid compliance penalties with our proactive guidance.
Our team provides compliance-driven workforce solutions tailored to Poland’s evolving labour market, letting you focus on growth while we handle the details.
Client Testimonials
Anna Nowak – HR Director, Tech Innovators Ltd.
“One of our biggest challenges was to grasp the changes in Poland’s employment laws, especially around the digital contracts submission. Dynamic Staffing Services not only made the process easier but also helped us in cutting down the hiring time and ensuring compliance, which was very critical for our team expansion without any delay.”
Piotr Zielinski – COO, Global Solutions Group
“Changes in Poland’s regulations for foreign workers caused us quite a bit of trouble. We were able, through the help of Dynamic Staffing Services, not only meet all our compliance deadlines and avoid fines, but also we were able to understand and use the digital permit system without any difficulty. It was our expansion time, and we could not have done it without their support.”
Client FAQs
1. What are the key requirements for hiring foreign workers in Poland under the new 2025 law?
The Act on the Conditions for Employing Foreign Nationals, which came into force on 1 June 2025, determines a number of new employers’ duties. Among others, employers will be required to do the following things:
- Enter into employment contracts via a government portal electronically, and before the employee starts work. (Biznes.gov.pl)
- Keep proper documentation on all foreign workers and make sure that crucial documents are contract copies, which have been made in accordance with Polish labour laws (a translation may be required).
- Inform the authorities first if there is a change in the worker’s situation, e.g., if the worker has left employment before the contract is finished or has not reported to work.
- As part of the recruitment process, check the foreign worker’s status of residence and identity documents, including confirmation of the worker’s right to work in Poland.
2. Before employing a foreign worker, do I still have to perform a labour market test?
No. Most foreign workers are no longer subject to the labour market test, where employers had to prove that no suitable local candidate was available. Only here and there will limitations locally still be put on certain occupations, where local district authorities (county offices) may publish lists of job positions that foreign workers cannot occupy in their specific area.
What it means for you as an employer: It is advisable to check local restrictions regularly to make sure that the job you offer is eligible for a permit. This is how you comply with the law as it is changed and published in official documents.
3. What penalties apply if I fail to comply with the new rules?
The foreign employment law of 2025 brings stricter penalties for non-compliance than at present:
- Single violations may result in fines ranging from PLN 3,000 to PLN 50,000. Repeated misconduct of the same kind can lead to fines that are compounded
- Where the cases are grave (e.g., using falsified documents or providing misleading information), employers may be additionally fined up to PLN 6,000 per worker.
- Unannounced inspections by the State Labour Inspectorate and Border Guard will increase, with inspectors gaining more power to hold offenders accountable.
Client Tip: Reduce penalty risks by conducting regular internal audits and using compliance checklists for work permits, reporting, and document submission.
4. Can Dynamic Staffing Services assist with compliance and administrative obligations?
Dynamic Staffing Services helps companies comply with Poland’s new employment laws by offering:
- Work permit application preparation and employer declarations via our online portal.
- Contract review and advice for legal compliance.
- Documentation tracking and compliance auditing for reporting.
- Industry-specific HR consulting to optimise workforce strategies.
By working with Dynamic Staffing Services, you will help ensure that your company is in full compliance, reducing your potential risk of litigation and expediting the hiring process. Contact us today at clientservices@dss-hr.com to learn more about our services.
5. Will fees for permits or declarations change under the new system?
Yes, they will. As part of the ongoing 2025 labour law reforms, higher fees for work permits and employer declarations will come into effect on December 1, 2025. The main parts of the changes are:
- In general, work permit fees will depend on the length of the permit and the type (e.g., short-term, long-term, or secondment).
- Declaration fees for simplified hiring procedures have significantly increased.
Action Step: Employers should budget for these increases in their workforce planning and ensure they are prepared for updated fees related to hiring foreign workers.
