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From 27 April 2026, the procedure for submitting applications for temporary and permanent residence permits in Poland changed. The traditional red stamp in the passport, which was previously placed after submitting documents for a residence permit card, was replaced by electronic confirmation.

The changes are connected with the digitalisation of migration procedures and the launch of the updated MOS system — Moduł Obsługi Spraw.

Despite the new rules, some employers and HR departments may still require employees to show a red stamp in their passport. In such a situation, a foreign national can confirm the submission of the application and the legality of their stay using other official documents.

What replaced the red stamp?

1. Zaświadczenie from the MOS system

The main document that replaced the passport stamp is the official Zaświadczenie issued in connection with an application submitted through the MOS system.

If the application was submitted on time and meets the formal requirements, the document confirms that the foreign national’s stay in Poland is considered legal until the relevant administrative procedure is completed.

The Zaświadczenie may contain:

* the applicant’s first name and surname;
* details of the identity document;
* the date the application was submitted;
* the document number;
* a QR code;
* electronic confirmation of authenticity.

At the same time, it is important to remember that legal stay does not always automatically mean the right to work. The possibility of continuing employment depends on the legal basis of employment and the foreign national’s status before the application was submitted.

2. UPO — Urzędowe Poświadczenie Odbioru

After submitting the application through the MOS system, the applicant receives a UPO — Urzędowe Poświadczenie Odbioru, meaning an official confirmation of receipt of the electronic document.

The UPO confirms that the application was actually submitted to the relevant authority.

This is important because:

* a draft application does not confirm its submission;
* payment of the administrative fee alone is also not proof of submission;
* the UPO contains information confirming the electronic submission of the document.

Therefore, the UPO should be kept together with the other documents related to the case.

3. Copy of the submitted application — Wniosek

The employer can also be provided with a copy of the electronic application submitted through MOS.

It may show:

* the applicant’s personal details;
* the type of procedure;
* for example, zezwolenie na pobyt czasowy i pracę;
* the identifier or document number.

A copy of the application together with the UPO and Zaświadczenie forms a complete set of documents confirming that the legalisation procedure is in progress.

When submitting an application for temporary residence and work, the employer also takes part in the procedure. Through the MOS system, the employer may receive an electronic link allowing them to complete and sign the relevant attachment to the application.

Therefore, it is important for the employee to make sure that the employer has completed their part of the procedure. If the required document from the employer is not completed or signed, this may affect the ability to complete the application submission.