Local Residence Registration (Meldunek) in Poland: A 2026 Guide for Foreigners
In Poland, the obligation to register one’s place of residence is a legal requirement for both Polish citizens and foreign nationals. This process, commonly referred to as meldunek, involves notifying the local municipal or district office of the address where an individual is staying. As of 2026, the system integrates residence registration with the automatic assignment of a national identification number (PESEL), which is essential for interacting with the Polish administrative and financial systems.
Legal Obligation and Deadlines
The requirement to register depends on the individual's citizenship and the intended duration of their stay. Failure to comply with registration deadlines may result in administrative complications, particularly when applying for residence permits or social benefits.
| Category | Stay Duration Threshold | Registration Deadline |
|---|---|---|
| EU/EFTA Citizens | Exceeding 3 months | No later than the 30th day of stay |
| Non-EU/EFTA Citizens | Exceeding 30 days | No later than the 4th day of stay |
For short-term stays (less than 30 days for non-EU citizens or less than 3 months for EU citizens), the local registration is generally not required unless the individual intends to apply for specific local services that necessitate a documented address.
The Registration Process in 2026
Effective January 1, 2026, administrative regulations require foreigners to complete their initial residence registration in person at the municipal or township office (Urząd Gminy or Urząd Miasta) corresponding to their place of residence. The previous option to handle these formalities solely via a proxy has been discontinued to enhance data accuracy and residency verification.
Automatic PESEL Assignment
A significant feature of the meldunek process is the automatic assignment of a PESEL number (Universal Electronic System for Registration of the Population). If a foreigner registers their residence for a stay of more than 30 days and does not already possess a PESEL, the office will issue it ex officio during the registration procedure. This number serves as the primary identifier for taxes, healthcare, and banking.
Required Documentation
To complete the registration, the following documents must be presented at the office:
- Valid Travel Document: A passport for non-EU citizens or a national ID card for EU citizens.
- Legal Title to the Premises: A signed rental agreement (umowa najmu), a document proving ownership of the property, or a written statement from the property owner confirming the stay.
- Proof of Legal Stay: For non-EU citizens, a valid visa or residence card.
- Application Form: A completed "Temporary Residence Registration" (Zgłoszenie pobytu czasowego) or "Permanent Residence Registration" (Zgłoszenie pobytu stałego) form, available at the office or for download online.
Costs and Proof of Registration
The act of registering a residence is free of charge. Upon successful submission of the documents, the official performs the registration immediately in the electronic system. However, if an individual requires a physical document to prove their registration (e.g., for a bank or employer), they may request a formal certificate (zaświadczenie o zameldowaniu). The fee for issuing this certificate is 17 PLN.
Practical Handling and Preparation
When preparing for the meldunek, it is important to verify that the rental agreement includes the names of all individuals residing in the unit. Some municipal offices may require the property owner to be present or to provide a specific consent form if the rental agreement is not sufficiently detailed. In buildings managed by cooperatives (spółdzielnia), a certificate from the cooperative confirming the occupant's stay may also be used as a legal title.
For families, the registration of minors must be handled by a parent or legal guardian. If the parents are not registered at the same address, additional documents confirming the relationship (such as a birth certificate with a sworn translation into Polish) may be required.
Limitations and Exceptions
- Property Ownership: Registration does not grant any ownership rights to the property or protection against eviction beyond what is specified in the Polish Tenancy Act.
- EU Stay Registration: For EU citizens, meldunek at the local office is a separate process from the "Registration of Stay of an EU Citizen" conducted at the Voivodeship Office (Urząd Wojewódzki). Both are required for stays exceeding 3 months.
- Online Registration: While some registration updates can be performed online via the "Trusted Profile" (Profil Zaufany), first-time registrations for many categories of foreigners in 2026 still require a physical appearance at the municipal office for identity verification.
Official Resources
For the most current forms and local office locations, consult the following official platforms: