The issuing country, document type and signature determine the authority
Start with the document itself: where it was issued, its exact title, who signed it and which version you intend to present. Calling it a “diploma” or “certificate” is not enough. Two similar documents may follow different procedures.
Do not choose a procedure by the language of the text or your current address. An English-language document may come from different countries. Living in Poland does not, by itself, give a Polish authority competence over a foreign original.
Before looking for an authority, note:
- the country and full name of the issuing institution;
- the exact document title, including any supplement or duplicate;
- the signatory’s position and any existing authentications;
- the version: source document, notarised copy or translation;
- the destination country, receiving institution and purpose of submission.
If an answer is missing, record it as a question. It is better to identify the signatory before sending the original than to choose an authority by the appearance of a seal.
Translation does not turn a foreign original into a Polish document
For a foreign original, first check the competent authority in its country of origin. A Polish translation or notarial act may create a different subject for certification, but does not change where the original comes from.
Under Article 3 of the Hague Convention, the certificate is issued by the competent authority of the state from which the document emanates. The question “where can I get an apostille while I am in Warsaw?” therefore needs a second question: which signature or document must be certified?
For example, you have a foreign civil-status certificate and its Polish translation. Do not replace the task concerning the original with certification of the Polish translation. First ask the receiving institution to identify the required subject in writing: the certificate, certification of a copy or the certified translation.
Also establish whether an apostille is needed for your submission at all. A translation requirement and a requirement to authenticate the document’s origin are separate matters.
A Polish university diploma and an OKE document follow different guidance
The word “diploma” does not identify the authority: what matters is whether a Polish higher education institution or an examination commission issued it. Read the issuer’s full name first, then check its category.
NAWA, the Polish National Agency for Academic Exchange, states that it handles documents from Polish higher education institutions. A foreign diploma does not fall within this competence simply because it will be submitted in Poland.
Another example is OKE in Poznań, a regional examination commission. Its guidance covers documents issued by that commission. If another OKE appears on your document, start with that commission’s website rather than sending the papers to Poznań by analogy.
These are different routes to investigate, not a chain of “NAWA, then OKE, then the Ministry”. Check the recipient’s education-recognition requirements separately. Choosing an apostille authority does not itself determine recognition of a qualification.
Compare your case with the document category, rather than a list of addresses
This reference table helps identify the first official guidance to read, but does not replace checking your particular document. If the category or signatory differs from the example, ask the authority a separate question.
The division of responsibilities appears in the HCCH directory of competent authorities for Poland. Check current submission conditions on the authority’s own website. The examples below were checked on 22 October 2026.
| What you have | Where to start | What to check before submitting |
|---|---|---|
| Document from a Polish higher education institution | NAWA guidance | Whether that exact document type falls within its competence |
| Document from OKE in Poznań | OKE Poznań guidance | Whether that commission issued it and which version is required |
| Polish notarial document | Guidance for notarial documents and the relevant court | Who authenticates the signature before the apostille application |
| Foreign original | Competent authority in the country of origin | Whether an apostille is needed and what it must certify |
| Private document bearing a signature | Enquiry about the specific certification | Which official act is needed and whether its result suits the recipient |
Document from a Polish higher education institution
- Where to start
NAWA guidance
- What to check before submitting
Whether that exact document type falls within its competence
Document from OKE in Poznań
- Where to start
OKE Poznań guidance
- What to check before submitting
Whether that commission issued it and which version is required
Polish notarial document
- Where to start
Guidance for notarial documents and the relevant court
- What to check before submitting
Who authenticates the signature before the apostille application
Foreign original
- Where to start
Competent authority in the country of origin
- What to check before submitting
Whether an apostille is needed and what it must certify
Private document bearing a signature
- Where to start
Enquiry about the specific certification
- What to check before submitting
Which official act is needed and whether its result suits the recipient
For notarial and private documents, identify what must be certified first
A notarial endorsement, the underlying private document and a translation are different subjects for checking. The word “certified” or the number of stamps is not enough to choose the procedure.
Polish Ministry of Foreign Affairs guidance provides for preliminary authentication of notarial documents by the relevant regional court, a sąd okręgowy. Confirm territorial competence and the document form for your case. We discuss the preliminary-stage checks in a separate article.
If you have a private letter, contract or an organisation’s certificate, first describe the signature and any official acts already performed. Asking for “an apostille on a contract” does not yet explain exactly what must be certified.
For a court document, ask about the procedure with the exact court and document category specified. Do not automatically extend the notarial example to all court documents, including documents from appeal courts.
The receiving institution is not necessarily the authority issuing the apostille
Distinguish four roles: issuing an apostille, authenticating a signature beforehand, accepting an application and assessing a document for a procedure. Organisations may participate in the same case while performing different tasks.
Look for the action and result in the institution’s letter: “authenticate the signature”, “present the original”, “obtain an apostille” or “apply for recognition”. If it says only “legalise”, ask which result is intended.
An agency can help organise preparation and translation. Using an intermediary does not change a state authority’s competence or make the agency an issuing authority.
| Role | Question to ask |
|---|---|
| Issues the apostille | Is this authority empowered to issue it for my document? |
| Provides preliminary authentication | Whose signature or seal does this step authenticate? |
| Accepts documents | Is this an application-submission point or the decision-making authority? |
| Assesses education or the document set | What result is needed for my procedure? |
Confirm the document version and preliminary step before sending the original
Choosing the right authority does not yet confirm that your set is ready. Check the version, existing signatures and submission method against its current guidance.
Keep the guidance link and the reply to your enquiry. Make sure they refer to the same document, rather than a similar category or a previous application year.
- The exact document title matches the stated category.
- It is clear which version must be presented.
- You know whether a preliminary step is needed and who performs it.
- The submission and return methods have been agreed.
- The recipient’s requirements for document form and translation have been checked separately.
If the uncertainty concerns preliminary authentication, use the checklist in “Authentication before an apostille”. For a question about an existing translation, start with “Apostille before or after translation”.
We can help identify the authority to contact first
Identify the document’s origin and type, clarify what must be certified, then establish the authority and preparation required. The next step will follow your case rather than a general list of institutions.
If you are unsure, describe your task to Translate Service: which document you have, where it was issued and where you will submit it. We can help clarify the possible preparation process and arrange translation. An outline of the task or a single document is enough for the initial enquiry.
