Key Changes in Hiring Foreigners in Poland

Starting June 1, 2025, significant changes will take effect in the regulations governing the employment of foreigners in Poland. The new legislation aims to simplify procedures, strengthen employee protection, and better adapt the labor market to the growing number of foreigners seeking jobs.

Mandatory Written Employment Contracts

Employers will be required to sign written contracts with foreign workers. In addition, employees must receive written information in their native language about their right to join trade unions. If the contract is drawn up in a foreign language, a certified Polish translation must be provided and kept for the duration of employment plus two additional years. Alternatively, a bilingual contract can be used, which waives the translation requirement.

Digitalization of Employment Procedures

The entire employment process for foreigners—including applications, appeals, and contract submissions—will now take place exclusively through an online system. Foreign workers will gain access to personal online accounts with full visibility into their employment decisions and documentation.

Abolishment of the Labor Market Test

The requirement to perform a labor market test (checking for available Polish workers for a given job) will be eliminated. Instead, the government will publish shortage occupation lists. For these jobs, hiring foreigners may be restricted to protect local workers.

New Employer Reporting Obligations

Employers will face stricter reporting duties to administrative offices:

• For declarations of employment:
  
  • Notify of employment start within 7 days of the start date.
  • Notify if employment was not commenced within 14 days of the planned start date.
    
• For work permits:
  Employers must notify the office if:
  
  • The foreigner did not begin work within 2 months of the permit’s effective date.
  • There’s a work interruption longer than 2 months.
  • Employment ended at least 2 months earlier than the permit’s expiration.
    

Stricter Sanctions

Heavier financial penalties will be enforced for illegal employment of foreigners. Fines will range from PLN 3,000 to PLN 50,000 per violation, calculated per illegally employed person.

Enhanced Inspections

The State Labour Inspectorate and Border Guard will receive additional powers, including the right to conduct unannounced joint inspections, improving enforcement effectiveness.

Impact on Employers and Foreign Workers

These reforms require employers to:

• Update recruitment and employment procedures,
• Train HR departments
• Adapt all employment documents to meet new language and formal requirements.
  

For foreign employees, the reforms offer:

• Better transparency,
• Improved protection of labor rights,
• Digital access to employment documentation.
  

How to Prepare for the Changes?

For companies hiring foreign workers, it’s essential to:

• Update internal HR procedures,
• Adjust all documentation (language, structure, format),
• Implement IT systems for electronic submissions,
• Train HR and payroll staff accordingly.
  

A New Era of Employment Begins

These changes are designed to address challenges in Poland’s evolving labor market and rising foreign workforce. While they impose new duties on employers, they also help raise labor standards and curb abuse in employment practices.

Labor Market Reform – June 1, 2025

Under the Act of March 20, 2025, on the labor market and employment services, a broader reform of the professional activation system will be introduced. The changes aim to increase labor force participation and improve skill levels.

Key reforms include:

New Unemployment Duration Limits

• Unemployment status will last up to 3 years maximum.
• During this time, employment offices must implement active support measures.
• If they fail, their unemployment status will be suspended for 90 days.
  

Local Registration Flexibility

• Job seekers can now register based on place of residence, not place of official registration.
  

Elimination of Age Barriers

• Age limits will be removed for accessing labor market tools (e.g., relocation grants), allowing younger and older workers to benefit equally.
  

Modernized Digital Services

• A new IT system will allow:
  
  • Online registration,
  • Remote access to tailored job offers,
  • Receiving help from employment offices without physical visits.
    

More Efficient Training Fund

• More funding and simplified processes for access to vocational training and reskilling.
  

New Forms of Support

• Educational loans – up to 400% of average salary,
• Subsidies for hiring retirees – using the experience of senior workers,
• Full unemployment benefit payouts, regardless of work history length,
• Incentives for public employment service staff (PES) and OHP workers,
• Registration of farmers as unemployed in employment offices.
  

What Does This Mean for Businesses?

The upcoming reforms mean employers must act quickly to ensure compliance:

• Understand new administrative duties,
• Update internal policies and workflows,
• Train HR teams,
• Avoid costly penalties by aligning with new legal standards.
  

Why Are These Changes Important?

The changes to employment laws for foreigners aim to:

• Simplify hiring processes,
• Increase worker protection,
• Modernize Poland’s labor market to reflect today’s realities.
  

Need Help?

Migration Matters offers complete legal support for companies hiring foreigners. If you want to be sure your business complies with all new regulations:

We offer:

• Work permit assistance,
• Document audits,
• Reporting to offices,
• Legal advice and representation.
  

If you need support in legally employing foreigners and want to ensure your company meets all the new requirements, get in touch with our team of experts!
We offer comprehensive assistance with obtaining work permits, submitting reports to authorities, and auditing HR documentation.

Let our experts help you navigate the new employment landscape – quickly, legally, and stress-free.