How to Obtain a PESEL Number for Foreigners: Step-by-Step Guide

When and to Whom is a PESEL Number Assigned?

Assigning a PESEL identification number applies to every foreigner who:

• Has registered for permanent or temporary residence exceeding 30 days – in such cases, the PESEL is assigned automatically;
• Doesn’t have a registered address but must use an identification number in contacts with government offices (e.g., for work, taxes, health benefits, family benefits) – then an application must be submitted to the municipality.

In practice, this means that a PESEL number is assigned both to people with a temporary or permanent residence permit and those staying in Poland based on a visa, visa-free travel, or international protection, provided there is a specific legal obligation to use this number.

Automatic PESEL Number Assignment for Foreigners When Registering an Address

A foreigner living in Poland receives a PESEL number automatically when registering for temporary residence exceeding 30 days or for permanent residence. The municipal authority, when processing the registration, officially applies for a PESEL number. This primarily applies to foreigners staying in Poland in connection with:

• Permanent residence right granted to citizens of EU, EFTA countries, and their family members;
• Permanent residence permit or EU long-term resident permit;
• Refugee status, subsidiary protection, asylum, or tolerated stay;
• Temporary protection and residence permit for humanitarian reasons.

Assigning a PESEL number to a person from another country takes place within several days of registering an address.

PESEL for Foreigners Without a Registered Address – When Must an Application for a PESEL Number be Submitted?

In the case of foreigners staying in Poland based on a visa or temporary residence permit, to receive a PESEL number, an application must be submitted - this is not done automatically. If the property owner doesn’t agree to register the address or if registration isn’t possible for other reasons, the foreigner can submit a PESEL number application at any municipality.

A key element of the application is indicating the legal basis that establishes the necessity of having a PESEL number. The most commonly used legal basis is Art. 3 sec. 1 point 1 of the Act on the Principles of Registration and Identification of Taxpayers and Payers in connection with Art. 7 sec. 2 and within the scope defined in Art. 9 sec. 4 of the Population Register Act. This legal basis relates to tax purposes.

The application can be submitted in person or through a proxy. However, when submitting an application via postal operator or a proxy, a notarized copy of the travel document must be attached.

How to Prepare for Submitting a PESEL Number Application?

Preparing to submit a PESEL number application requires gathering appropriate documents and correctly filling out the form. Proper preparation significantly speeds up the entire process.

PESEL Number Application – Where to Download and How to Fill Out

The process of obtaining a PESEL number begins with filling out the PESEL number application form. This can be downloaded from the gov.pl website or received directly at the municipal office. Remember that the form must be filled out carefully, in legible handwriting, and signed by hand – electronic signatures are not accepted.

Documents Confirming Identity

A foreigner’s application for a PESEL number must be supported by a document confirming identity and other data entered in the application. For foreigners, this is most often:

• Passport or ID card (for citizens of EU, EFTA, and Switzerland);
• Foreigner’s travel document.

When submitting a PESEL number application by mail, a notarized copy of the travel document must be attached to the application.

Indicating the Legal Basis in the Application

A key element of the application is indicating the legal basis from which the obligation to have a PESEL number arises. If some office (e.g., Social Insurance Institution or tax office) requires providing a PESEL number, they should also indicate the legal provision from which this obligation arises.

Who Can Submit a PESEL Number Application for a Foreigner?

A PESEL number application can be submitted personally by the foreigner whom the application concerns or by their proxy. When submitting an application through a proxy, the following must be presented:

• Written power of attorney to submit a PESEL number application;
• ID card or passport of the proxy - most offices will require a notarized copy;
• Proof of payment of a stamp duty of 17 zloty (for submitting a document confirming the granting of power of attorney).

It’s worth noting that an employer cannot independently apply for a PESEL number for an employed foreigner but can act as their proxy if the foreigner grants them appropriate power of attorney.

Step-by-Step Application Process

Submitting a PESEL number application for a foreigner is a procedure that can be carried out relatively quickly and without complications. The process is clearly defined by Polish law and consists of several simple steps.

Where Can a Foreigner Submit a PESEL Number Application?

A foreigner can submit a PESEL number application at any municipal office in Poland. There is no need to go to the place of registration or residence. In the absence of registration, a foreigner’s application can be submitted at the municipal office appropriate for the employer’s headquarters. If the foreigner doesn’t work or their employer has headquarters abroad, the appropriate place is the Śródmieście District Office of the Capital City of Warsaw. The application can be submitted in person, through a proxy, or via postal operator.

How Long Does It Take to Assign a PESEL Number?

After submitting a complete application, the waiting time for a PESEL can be several days. However, if there are no formal errors in the procedure, the foreigner usually receives the PESEL number after a moment.

How Much Does It Cost to Assign a PESEL Number to a Foreigner?

The service of assigning a PESEL number is completely free. No fees are charged for submitting an application and receiving a number. However, when acting through a proxy, the cost of obtaining a PESEL number will include a stamp duty of 17 PLN for submitting a power of attorney document. This fee is waived for powers of attorney granted to a spouse, parent, grandparent, great-grandparent, grandchild, great-grandchild, and adult child or sibling.

What’s Next After Obtaining a PESEL Number?

After positive consideration of the application, the foreigner receives access to the personal identification system in Poland. They can then proceed to the next stages of their integration with the Polish administrative system (e.g., create a Trusted Profile).

Where to Pick Up Confirmation of Number Assignment?

The document confirming the obtaining of a PESEL number is collected by the foreigner directly at the municipal or city office where they submitted the application. This service is completely free. In standard cases, the certificate is issued immediately, during the visit to the office.

How to Create a Trusted Profile with a PESEL Number?

Having a PESEL number allows a foreigner to create a Trusted Profile. It is a free method of confirming identity, necessary for using e-administration services. A Trusted Profile can be created in three ways:

• Through an online form on the Trusted Profile website, and then confirming identity at one of the offices indicated on the PZ website;
• Using electronic banking;
• Using an e-ID.

The data assigned to the profile are first name, last name, date of birth, and PESEL number. It is recommended to create a Trusted Profile by confirming identity at an office. This will save a lot of time in the future, as you will be able to log in to the Trusted Profile directly, not each time through your bank.

How Does Obtaining a PESEL by a Foreigner Help in Everyday Life?

A PESEL number enables a foreigner to access many public services and facilitates daily functioning in Poland. Above all, it enables:

• Access to healthcare;
• Establishing a company in Poland;
• Receiving social assistance;
• Identification in public administration systems;
• Using e-services offered by the Polish state;

PESEL is also necessary for the employer to properly complete annual tax settlements (PIT) with the Tax Office.

Additionally, having a Trusted Profile allows for handling official matters online without leaving home.

How to Obtain a PESEL Number for a Citizen of Another Country? - Summary

A PESEL number for a foreigner in Poland is necessary for work, tax settlements, using healthcare and public services. It can be obtained automatically upon registration of residence or by submitting an application to the municipality. Having a PESEL significantly facilitates life and legal work in Poland.

If you need a PESEL number and are looking for support in this process, our specialists are here to help! Contact us, and our team will take care of the rest.