Service for foreigners

Booking an appointment at the Voivodeship Office in Poland usually takes place online, through an electronic booking system available on the website of the relevant office. To book an appointment at the Voivodeship Office, you need to go to the website of the appropriate office, select the relevant department, and fill in the booking form or book the appointment in another way indicated on the website.

It is worth knowing that each Voivodeship Office has its own booking system, so you need to check how it works for each specific office. After making a reservation, the system automatically generates a confirmation along with the appointment number. Booking an appointment at the Voivodeship Office in advance helps avoid queues and ensures service on the scheduled date.

Online appointment booking for the office is currently the most common way of scheduling appointments at offices in Poland. Most Voivodeship Offices allow booking an appointment through the office’s website, which makes it possible to do so from any place, using a computer or a phone. Booking an appointment online at the office is free of charge and constitutes an official form of contact with the office. However, it is worth remembering that the method of booking an appointment depends on the specific voivodeship.

During one visit to the Voivodeship Office, only one matter can be handled, for example submitting an application for a residence permit, collecting a document, or providing missing attachments. Offices require that each matter has a separate appointment. If you want to submit several applications, you must book separate visits for each of them. In this way, the office ensures smooth service and avoids delays.

In the case of submitting documents at the office’s filing desk, it is sometimes possible to submit a larger number of matters. For example, at the Mazovian Voivodeship Office, with ticket “C”, you can submit up to 8 matters.

At the Mazovian Voivodeship Office, foreigners can handle most matters related to legal stay and work in Poland. The most commonly provided services include applications for the issuance of a residence card, registration of residence for EU citizens, obtaining permits for temporary residence, permanent residence, or EU long-term resident status, as well as collecting ready documents. Moreover, the office handles matters related to invitations for foreigners, legalization of work, or the replacement of a residence card. The Mazovian Voivodeship Office in Warsaw has several branches, so it is worth checking at which address a given service is provided.

The confirmation of an appointment booking at the Voivodeship Office usually takes place automatically after submitting the online form. The booking system sends an e-mail message with the date, time, and appointment number. In case you do not receive the e-mail message, it is worth checking the “spam” folder. If the confirmation does not arrive within 24 hours, you should go back to the office’s website and check the status of the booking. This way, you will avoid a situation in which the appointment date is lost.

To cancel an appointment at the Voivodeship Office, you need to use the link received in the e-mail message with the booking confirmation or use the online form. Most offices allow cancelling an appointment at the office without the need for a phone call. If you cannot cancel the appointment online, you can send an e-mail to the office requesting cancellation of the date, providing the booking number and personal data. Cancelling the appointment frees up the time slot for other people, so it is worth doing it as early as possible.

Trusted Profile (Profil Zaufany) is not required at this moment to book an appointment at the Voivodeship Office (Urząd Wojewódzki). Reservation systems usually operate independently of the ePUAP platform and do not require logging in through the Trusted Profile. An email address and a phone number are sufficient to book an appointment at the Voivodeship Office. However, in some voivodeships, having a Trusted Profile may speed up the process if you want to submit documents online later. It is worth setting one up, although booking an appointment at the Voivodeship Office with a Trusted Profile remains optional.

Changing the appointment date/time at the office is possible if other free slots are available in the reservation system. In most cases, there is no separate function for changing the date/time, so you have to cancel the previous reservation and book the appointment again. Some offices allow you to edit the appointment date/time via a special link in the confirmation email. However, if changing the reservation date/time for an office visit is not available, you should cancel the visit and make a new reservation. It is worth acting quickly, as free slots disappear very fast.

When there are no available appointment slots for reservation at the office, you should regularly check the reservation system until new spots appear. Offices add new appointment slots cyclically, depending on the workload of the specific institution. If you cannot book an appointment, you can submit your application by post or via ePUAP. It is also worth monitoring the office’s announcements, as they often inform about the dates when new slots are made available.

In most cases, you cannot book multiple appointment slots at the same Voivodeship Office simultaneously. The office appointment reservation system is designed so that each user can have only one active appointment for a given matter. This limits the blocking of slots by people who do not actually plan to show up at the office. However, if one person has several different matters to handle, it is possible to book 2 appointments at the office, provided they concern different categories of services. In practice, this means that a separate appointment reservation must be made at the office in the appropriate sections of the system.

From 07.11.2025, it is no longer possible to book an appointment at the Mazovian Voivodeship Office to submit applications for temporary residence, permanent residence, long-term EU resident status, and to provide fingerprints. Documents in these matters must be sent by post or submitted at the filing office. This procedure will remain in force until the launch of the central electronic application submission system.

The Office for Foreigners informs that the MOS 2.0 portal will not be launched on 01.01.2026. There is a possibility that it will be launched in 2026.

For some matters concerning foreigners at the Mazovian Voivodeship Office, it is still possible to book an appointment via the inPOL portal. To book an appointment for other matters, you must use the e-services reservation system.

Booking an appointment at the Mazovian Voivodeship Office in Warsaw is only possible online. After making the reservation, the system sends a confirmation to the e-mail address. The message contains a link allowing you to change or cancel the appointment. On the day of the appointment, you should arrive a few minutes earlier with a complete set of documents.

The method of booking appointments at Voivodeship Offices is not the same throughout Poland. Each Voivodeship Office uses its own system, which may differ in operating rules and the availability of appointments. Therefore, before the visit, it is worth checking which reservation system a specific office uses. For example, the reservation system of the Voivodeship Office in Warsaw operates differently than in Kraków, Poznań or Gdańsk. The differences may concern the method of logging in, required data, and even the number of matters that can be handled at one time. Booking appointments in different Voivodeship Offices requires an individual approach and knowledge of local procedures.

In many cases, it is possible to book an appointment at a Voivodeship Office other than the one corresponding to your place of registration. According to the applicable regulations, the place where a foreigner’s case is handled is often determined by the address of their actual residence, not their registered address. Therefore, if someone lives, for example, in Warsaw but is registered in Lublin, they may book an appointment in another voivodeship — in this case, at the Mazovian Voivodeship Office.

To book an appointment to collect a residence card, you need to go to the website of the relevant Voivodeship Office and use the appropriate section. In most cases, booking an appointment to collect the residence card is done through the same system used for registering appointments for submitting applications. After logging into the system, select the appropriate category and enter the decision number or case number. The office will confirm the availability of the date and send the appointment confirmation for collecting the residence card to your e-mail.

In some voivodeships, the date for collecting the decision and the card is set by the office, and the foreigner is informed about it through the indicated contact method (by post, SMS or e-mail).

It is important to remember that booking an appointment to collect the residence card at the office is mandatory; the document cannot be collected without a prior appointment.

If the validity of the residence card is approaching its expiry date and it was not possible to book an appointment, the foreigner may submit an application for extending the residence card via post or at the office’s filing desk. Sending the application before the card expires protects the right to continue staying in Poland until the decision is issued. If the expiry date of the residence card is approaching, it is also possible to send the documents electronically, if the office allows this form. The submission should include confirmation of the attempt to book an appointment or a screenshot from the system showing that no dates are available. Most offices accept such submissions to avoid a situation in which a foreigner loses legal stay for reasons beyond their control. It is important to remember that extending the residence card without a visit is possible only if the application is sent on time.

To check the available appointment dates at the office online, you need to go to the official website of the given Voivodeship Office and select the appropriate section. After clicking the relevant link, the system will display the available appointment dates at the office, which can be reserved immediately. In most voivodeships, you do not need to create an account to check available dates at the office — it is enough to choose the type of case, the location, and the date. If the system does not show any dates, it means that all slots are currently taken. In that case, you should visit the website daily, as the offices regularly add new dates.

First, you need to visit the website of the relevant Voivodeship Office. Usually, in the main menu there is a section such as “Foreigners’ Services”, “Appointment Booking”, or “e-services”. There you will find a link for booking an appointment at the voivodeship office, which leads to the system where you can make a reservation.

In different voivodeships, booking is not always required or possible, so it is always necessary to check the operating rules of the given office. Moreover, in some voivodeships it is still possible to book an appointment by telephone.

For the appointment booking itself at the Voivodeship Office, documents are usually not required; in the online form it is enough to provide personal data, an e-mail address, and a phone number. However, on the day of the appointment you must have an identity document with you, as well as all formal attachments required for the specific case, which is why it is worth checking what documents are needed when appearing at the office.

Usually, booking an appointment at the Voivodeship Office is free of charge; the reservation system does not collect any fee for the appointment itself. However, it is important to remember that fees may apply in connection with the matter being handled, for example for issuing a residence card or submitting an application.

After booking an appointment through the online system, the office usually sends the appointment confirmation to your e-mail. Such confirmation contains the date, time, and the reservation number. In some offices, there is also an option to send the confirmation via SMS. If you do not receive the SMS or e-mail confirmation, check the “spam” or “promotions” folder, and if necessary, contact the office to obtain assistance.

If the appointment booking system at the office is not working, it is first worth checking the official website of the Voivodeship Office, as announcements about technical interruptions are often published there. When there is a problem with booking an appointment at the office, you can try again after a few hours or in a different browser. In the case of a longer outage, it is recommended to contact the office by phone or e-mail to find out when the booking system will start working again and whether an alternative booking method is available. Some offices publish up-to-date information on their social media profiles.

In most cases, booking an appointment at the office through a representative is possible. The authorized person may schedule a date on behalf of the foreigner if they have documented power of attorney. For the representative to book an appointment at the office, the data of the person being represented must be provided during the booking process. On the day of the appointment, the representative must have the original document and an identity card with them. Some online systems require that the appointment be booked exclusively by the person to whom the matter relates.

If you are unable to book an appointment at the office due to a system error or lack of available dates, it is advisable to first try again at a different time of day. If the issue persists, you should contact the helpline of the relevant Voivodeship Office or send a request through the contact form. In your message, it is worth mentioning that the booking system does not allow you to schedule an appointment. When there are no available dates at the office, it is possible to submit the application by mail, which allows you to maintain the deadline in accordance with the regulations.