The Office for Foreigners (UdSC) has confirmed that the new Case Handling Module (MOS) will go live nationwide on 27 April 2026, ending the paper-based filing of most long-term immigration applications in Poland. From that date, third-country nationals will have to submit requests for temporary residence, permanent residence and EU long-term-resident permits exclusively online via the MOS portal. Authorities say the switch will streamline processing, eliminate queues at voivodeship offices and give applicants 24/7 access to their files. The move caps a two-year digital-government programme led by the Ministry of the Interior and Administration (MSWiA) to clear chronic backlogs that lengthened wait times to six months or more in major cities. By integrating MOS with the national login.gov.pl system, officials will be able to verify identities in real time and exchange data with the Border Guard, labour offices and tax authorities.
![Poland announces 27 April launch of fully-digital MOS residence-permit portal]()
Companies and individual applicants who prefer expert guidance while adapting to these changes can enlist the services of VisaHQ, whose Poland team specialises in digital immigration filings. VisaHQ helps users create trusted profiles, convert and compress documents into MOS-approved formats, and keeps applicants updated on each step of the process—details are available at https://www.visahq.com/poland/
Employers will countersign work-related applications electronically, cutting courier costs and the risk of lost paperwork. Companies that rotate staff into Poland have been advised to start mapping new processes now. Internal HR teams will need to create MOS user accounts, obtain a "trusted profile" (Profil Zaufany) or qualified e-signature for their local representatives, and digitise supporting documents such as labour contracts and proof of accommodation. Immigration advisers warn that the portal will reject files larger than 50 MB and only accept PDF, JPG or PNG formats. Importantly, the UdSC stresses that anyone whose current legal stay expires before – or within two weeks after – 27 April must lodge a paper application no later than 26 April. Submissions stamped by the post office after that cut-off will be left without consideration, meaning the foreign national would become irregular overnight. Employers face fines of up to PLN 30,000 for permitting illegal work. For multinationals, the new system promises faster onboarding of non-EU talent, fewer business-trip interruptions caused by expiring stamps, and real-time visibility over case status. Yet the hard switch-over date leaves little margin for error; practitioners recommend double-checking renewal calendars and pre-loading draft applications this week.
Companies and individual applicants who prefer expert guidance while adapting to these changes can enlist the services of VisaHQ, whose Poland team specialises in digital immigration filings. VisaHQ helps users create trusted profiles, convert and compress documents into MOS-approved formats, and keeps applicants updated on each step of the process—details are available at https://www.visahq.com/poland/
Employers will countersign work-related applications electronically, cutting courier costs and the risk of lost paperwork. Companies that rotate staff into Poland have been advised to start mapping new processes now. Internal HR teams will need to create MOS user accounts, obtain a "trusted profile" (Profil Zaufany) or qualified e-signature for their local representatives, and digitise supporting documents such as labour contracts and proof of accommodation. Immigration advisers warn that the portal will reject files larger than 50 MB and only accept PDF, JPG or PNG formats. Importantly, the UdSC stresses that anyone whose current legal stay expires before – or within two weeks after – 27 April must lodge a paper application no later than 26 April. Submissions stamped by the post office after that cut-off will be left without consideration, meaning the foreign national would become irregular overnight. Employers face fines of up to PLN 30,000 for permitting illegal work. For multinationals, the new system promises faster onboarding of non-EU talent, fewer business-trip interruptions caused by expiring stamps, and real-time visibility over case status. Yet the hard switch-over date leaves little margin for error; practitioners recommend double-checking renewal calendars and pre-loading draft applications this week.
