For an apostille on Polish documents at MSZ, complete the official application form: enter the applicant’s details, list the documents, state their destination country and sign. Below you will find the current form and an explanation of every field using a Polish KRK certificate as an example.
Where to download the MSZ apostille application
Download the official MSZ application form (DOCX). The form has Polish field names with English translations. The same form is used for apostilles and legalisation; this guide covers apostilles.
The form link comes from the official MSZ page. If the direct download is unavailable, open the materials section at the bottom of the ministry’s page and find Wniosek — legalizacja/apostille.
This application is for documents accepted by MSZ. NAWA and OKE have their own rules and forms. If you have not identified the authority yet, see where to get an apostille for your document.
How to complete the fields
Copy the details from your documents into the form. The Polish labels below are the ones you will see on the official form. The English column explains what to write.
| Field | What to enter |
|---|---|
| Miejsce i data | Place and date of completion. For example: Warszawa, 08.11.2026. |
| Imię i nazwisko lub nazwa firmy | The applicant’s first name and surname or the company name. |
| Adres | A current address for contact and correspondence about your application. |
| Numer telefonu / e-mail | A contact telephone number and email address. |
| Wnoszę o legalizację / apostille | Indicate that you are requesting an apostille. Keep the two types of authentication distinct. |
| Rodzaj dokumentu | The document type, for example information about an individual from KRK. |
| Osoba, której dokument dotyczy | The first name and surname of the person the document concerns. |
| Numer dokumentu | The number on the document itself; do not use the appointment reference or payment number. |
| Razem sztuk | The total number of documents listed in the application. |
| Nazwa państwa | The country where the documents will be used. |
| Podpis | Your handwritten signature. |
| Załączniki | The enclosed documents and proof of payment of the state fee. |
The applicant and document holder may be different people, for example when a representative applies. Identify the person each document concerns and prepare evidence of the representative’s authority in accordance with MSZ rules.
If there is no number on the document, or you are unsure which number to copy, ask the Legalisation Section at legalizacja@msz.gov.pl. Do not substitute an arbitrary number.
Worked example for one KRK certificate
In this illustrative example, the applicant submits their own Polish KRK certificate. All personal details are fictional. Canada is shown as the destination country; in your application, enter the country where you will use the document.
The Rodzaj dokumentu field contains Informacja o osobie z Krajowego Rejestru Karnego. The next column identifies the certificate holder. The sample number PRZYKŁAD-001 is for illustration only: copy the number from your own certificate.
Razem sztuk contains 1 because the example covers one document. Space is left at the bottom for a handwritten signature. Check with the recipient whether your procedure requires an apostille before applying.
How to list several documents
Enter each document on a separate line: its type, the person it concerns and its number. Then enter the total in Razem sztuk and check the state fee.
The form has six numbered lines. This is not a limit on the number of documents per application. MSZ sets a separate daily service limit per person of ten documents. If there are more, the official will tell you when they can be collected.
If there are too few lines, or the documents are for different countries, ask the Legalisation Section how to complete the application in your circumstances. Do not alter the official form’s structure by guesswork.
What to attach to the application
The required set depends on how you apply. The apostille application and appointment confirmation are two separate documents.
| What to prepare | In-person appointment | Postal application |
|---|---|---|
| Documents for apostille | Originals with any required prior authentication. | Originals with any required prior authentication. |
| Application | Completed and signed form. | Completed and signed form. |
| Payment | Printed proof of payment or evidence of entitlement to a fee exemption. | Printed proof of payment or evidence of entitlement to a fee exemption. |
| Appointment confirmation | Print it and bring it to the appointment. | No appointment booking is required for a postal application. |
| Representative’s authority | Written authorisation signed by the applicant if a third party not named in the application submits the documents. | Enclose written authorisation signed by the applicant if a third party not named in the application submits the documents. |
Postal address: Referat ds. Legalizacji MSZ, al. Szucha 23, 00-580 Warszawa.
Send originals only to the MSZ postal address.
For an in-person application, see how to book an apostille appointment at MSZ. The guide covers the booking steps and appointment address. You do not need to book an appointment to apply by post.
If a document requires prior authentication, arrange it before applying: see the guide to authentication before an apostille.
For a postal application, decide the return address in advance. MSZ returns completed documents by registered post within Poland and to EU countries, Iceland, Liechtenstein, Norway and Switzerland. If the applicant has no residence, habitual residence or registered office in these countries and has not appointed a representative in Poland, a recipient for correspondence in Poland is required under the ministry’s rules.
Paying for the apostille and attaching proof
The state fee for an apostille at MSZ is 60 zł for each document authenticated, unless an exemption applies. Two documents cost 120 zł. Count the documents, not the pages in the application.
Before transferring money, check the payee, bank account and payment reference on the MSZ payment information page. Open Jak wnieść opłatę skarbową (How to pay stamp duty). Print the payment confirmation and attach it to the application.
You cannot pay the fee at your MSZ appointment. Do not enclose cash with a postal application. If you are exempt from the fee, have the documents showing your entitlement ready.
The state fee covers issuing the apostille. Agency preparation, translation, delivery and other services are charged separately under the terms of your order.
What to check before applying
- You have requested an apostille, not another type of authentication.
- You have copied the applicant’s details and document information correctly.
- You have entered the document type, holder and number on each line you used.
- The documents’ destination country is stated.
- The total matches the list, and payment is calculated by document count.
- The application is signed and the originals and attachments are ready.
- If a representative is acting, you have checked the requirements for their authority.
- For an appointment, the booking confirmation is printed; for post, a return address has been chosen.
If you need help with the application
If you are applying yourself, download the MSZ form and fill it in using your documents. Check the attachments for the way you plan to apply, and keep your payment confirmation and a copy of the completed form.
Translate Service can prepare and submit the application and collect your documents. When you contact us, show us the document and tell us where you will use it so we can agree what needs doing.
