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  • Faithful to my Homeland, the Republic of Poland

     

  • FOREIGN VITAL RECORDS REGISTRATION IN POLAND

  • DOCUMENTS TO DOWNLOAD:

    - List of Polish translators

    - Apostille information

    - Birth application

    - Birth info

    - Marriage application

    - Marriage info

    - Death application

     

     

    If in doubt please email us at losangeles.legal@msz.gov.pl

     

     

     

    FOREIGN VITAL RECORDS REGISTRATION IN POLAND

    Application forms and instructions can be downloaded from the top of this page.

     

    A foreign vital statistics document serves as evidence of an event and its registration (birth of a child, marriage, death), and may be transferred to the records of vital statistics in Poland through transcription.

    Transcription involves the faithful and literal rendition, in terms of both language and formalities of the contents of the foreign document, without any additional changes in spelling to the names of the persons listed in the document.

    Transcription is used for documents which are considered to be vital statistics records in the country of issue and have the force of an official document therein, having been issued by a competent authority and therefore of unquestionable authenticity.

    The contents of the foreign document are transferred to the vital statistics register through a process known in Polish administrative procedure as ‘action-in-fact/technical activity.

    Transcription is mandatory for all cases in which a Polish citizen referred to in a foreign vital statistics document possesses a Polish vital statistics document confirming prior events and is requesting that it be registered in Poland, or is seeking to obtain a Polish identity card or Polish Resident Personal Number (PESEL). To receive a Polish passport through the Consulate, the applicant must provide a Polish birth certificate (also a marriage certificate for persons who changed their last name in the result of marriage).

    Transcription requests can be filed with the registrar (head of the vital statistics office) of one’s choice. The request can be filed by the individual who is personally involved in the event that is the subject of the transcription, or by another who is capable of providing legal or factual grounds for making such a request (this applies to the transcription of death certificates).

    When transcribing a foreign vital statistics document involving Polish citizens who also use vital statistics records issued in Poland, the registrar will adjust the spelling of personal information contained in the foreign document in order to conform to the rules of Polish spelling if it is requested by the applicant. Such a request must be submitted at the same time as the request for transcription.

     

    A request for transcription can also be filed through the Consulate.

    Transcription requires that the applicant submits the original version of the foreign vital statistics document, which will be forwarded to a vital statistics office in Poland where it will remain. If the applicant is unable to have the document reissued by the country that originally issued it, the document may be returned upon the applicant’s request after a certified copy has been made by the registrar.

     

    OFFICIAL TRANSLATION

    Foreign vital statistics records issued in a foreign language must be filed along with the official translation into Polish made by:

    1) A sworn translator (tłumacz przysięgły) accredited and listed by the Minister of Justice;

    2) A sworn translator qualified to make such translations in the European Union (EU) or European Economic Area (EEA) Member States;

    3) A translator in the USA and certified by the consul. List of Polish translators in Los Angeles consular region: https://www.msz.gov.pl/en/p/losangeles_us_k_en/consular_information/legal_affairs_and_citizenship/polishtranstators/

     

    Please submit the original documents along with any relevant translations. 

     

    FEES

    A consular fee applies for a transcription obtained via the Consulate. Additional fees apply for authenticating the translation. Please download instructions on the top of this page.

     

    BIRTH CERTIFICATE TRANSCRIPTION

    Transcription of a foreign birth certificate in Poland requires the following documents be filed:

    1. Application form to register a foreign birth certificate;

    2. The original birth certificate with Apostille certification;

    3. An official translation of the birth certificate;

    4. Birth certificates of parents of the person named on foreign birth certificate or Polish marriage certificate of parents named on foreign birth certificate.

    For detailed information, please download instructions on top of this page.

     

    TRANSCRIPTION OF A MARRIAGE CERTIFICATE

    Transcription of a foreign marriage certificate in Poland requires the following documents be filed:

    1. Application form to register a foreign marriage certificate;

    2. The original marriage certificate with Apostille certification;

    3. An official translation of the marriage certificate;

    4. The birth certificates of the spouses (if issued outside of Poland, with translation).

    For detailed information, please download instructions on top of this page.

      

    TRANSCRIPTION OF A DEATH CERTIFICATE

    Transcription of a foreign death certificate in Poland requires the following documents be filed:

    1. Application to register a foreign death certificate;

    2. The original death certificate with Apostille certification;

    3. An official translation of the death certificate.

    For detailed information, please download instructions on top of this page.

      

    Application forms and instructions can be downloaded from the top of this page.

    The legal basis for the issues discussed above can be found in the provisions of the Act of November 28, 2014—Vital Statistics Records Law (Journal of Laws 2014.1741 as it is amended).

     

     

     

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