Get Birth Certificates in Poland

A birth certificate (akt urodzenia) in Poland is a fundamental legal document required for obtaining a PESEL number, enrolling in school, applying for a Polish passport, and many other official purposes. This guide explains how to get birth certificates in Poland, with specific information for Warsaw and Kraków.

How Birth Registration Works in Poland

In Poland, birth registration is handled by the Urząd Stanu Cywilnego (USC — Civil Registry Office) in each municipality (gmina). Births must be registered within 21 days of delivery. When a baby is born in a hospital, the hospital sends a birth notification to the USC electronically. Parents then visit the USC to complete the formal registration and receive the akt urodzenia. The USC issues the birth certificate and assigns the child a PESEL number (national identification number).

Poland has been digitalizing its civil registration services. The mObywatel app and ePUAP portal allow Polish citizens to access some civil documents digitally, including abbreviated birth certificate extracts.

Documents Required for Birth Certificate in Poland

Hospital birth notification (sent electronically by the hospital to the USC)
Both parents’ Polish ID cards (dowód osobisty) or passports
Parents’ marriage certificate (if married and registered in Poland)
For unmarried parents: acknowledgment of paternity (uznanie ojcostwa) can be done at the USC at the time of registration

For foreign nationals, additional documentation such as a residence permit may be required. Contact the local USC for specific requirements for non-Polish parents.

Getting a Birth Certificate in Warsaw

Warsaw is the capital of Poland and is divided into 18 districts (dzielnice), each with a local USC office. Parents in Warsaw should visit the USC office in the district where the birth occurred. The USC Warsaw has well-organized processes for birth registration, and appointments can often be made online or by phone.

The Warsaw USC issues the akt urodzenia and assigns the PESEL number on the day of registration in most cases. Warsaw also provides information about civil registration services through the Warszawa.pl city portal. After the initial registration, abbreviated (skrócony) and complete (pełny) copies of the birth certificate can be requested at any USC in Poland.

Getting a Birth Certificate in Kraków

Kraków is Poland’s second-most visited city and the capital of Lesser Poland (Małopolska). Civil registration in Kraków is handled by the Kraków USC offices. The main USC Kraków office handles birth registrations for the city, with district offices also available across Kraków’s 18 districts.

The process in Kraków is the same as in Warsaw. After receiving the hospital birth notification and visiting the USC with required documents, the akt urodzenia is issued promptly. Kraków residents can also access some civil registration services through Kraków’s city portal and digital platforms.

Birth Registration for Foreign Nationals in Poland

Foreign nationals who give birth in Poland must register the birth at the local USC. They should also contact their home country’s embassy or consulate in Poland to register the birth according to home country requirements. Poland has many embassies in Warsaw and consulates in other major cities offering these services.

Frequently Asked Questions

How long does it take to get a birth certificate in Poland?

The akt urodzenia is typically issued on the same day as the registration at the USC. The PESEL number is also assigned at this time. Additional certified copies can be obtained immediately or requested later from any USC in Poland.

Can I get a Polish birth certificate online?

Poland’s mObywatel app and ePUAP portal offer access to abbreviated birth certificate extracts (odpis skrócony) digitally. Full certified copies may still require an in-person or mail request to the USC.

What is the difference between an odpis skrócony and an odpis zupełny?

An odpis skrócony is an abbreviated certified copy containing the most essential information. An odpis zupełny is a complete certified copy of the full original birth registration entry. Some official purposes require the odpis zupełny.

Can a Polish birth certificate be used internationally?

Yes. Poland is a member of the Hague Apostille Convention. Polish birth certificates can be apostilled by the competent authority for use in other Hague Convention countries. For other countries, full legalization through the Ministry of Foreign Affairs may be needed.

Conclusion

Getting a birth certificate in Poland is a well-organized process managed by the USC in each municipality. Whether in Warsaw or Kraków, the USC handles registrations efficiently and issues certificates promptly. Poland’s digital services are also expanding access to civil documents online. A Polish birth certificate (akt urodzenia) is the most important document for your child’s legal identity and future in Poland.