When moving to Poland, most foreigners are faced with the need to complete basic administrative formalities. One of the first steps is to register with the state systems, without which it is impossible to legally work, use social services, and officially reside in the country. That is why the questions of what PESEL is, what it is needed for, and how to obtain it are key for those who plan to live, work, or stay in the country for a long time.
PESEL is a universal identification number for individuals in Poland, which is used for the official registration of a person in state systems. The name comes from the Polish Powszechny Elektroniczny System Ewidencji Ludności, which means the universal electronic population registration system. In simple terms, PESEL is a personal code by which the state identifies a person in all areas of life.
It is not just a set of numbers, but a key to access almost all administrative services. It is necessary for employment, opening a bank account, receiving medical services, applying for social assistance, registering a place of residence, and filing tax returns. Without this number, life in Poland becomes much more difficult, as most government agencies operate exclusively through the PESEL system.
For foreigners, especially those planning to work in Europe, the identification number is the basis for legal residence. PESEL allows you to confirm your residence status, use medical services, sign employment contracts, and freely cross the border within the rules. That is why obtaining a PESEL is considered the first mandatory step after arriving in Poland.
A PESEL number consists of 11 digits that contain coded information about a person. Each digit has a specific meaning, and the entire combination is formed according to a clear algorithm. The first six digits are the date of birth in the format of year, month, and day. This is followed by four digits of the serial number, and the last digit is a check digit used to verify the correctness of the entry.
The digits in the number also indicate gender: one of the digits will always be even for women and odd for men. A special feature of the system is that a special number is added to the month of birth depending on the century in which the person was born. That is why the number can be used to immediately determine not only the date but also the period of birth.
The identification code remains unchanged throughout a person’s life, regardless of changes in place of residence, work, or citizenship. Even if a person temporarily leaves Poland, the number remains active and can be reused upon return.
All persons who are legally present in Poland and have grounds for residence can obtain a PESEL. This applies to both citizens of the country and foreigners. The number is automatically assigned at birth to Polish citizens, while foreigners must apply for it themselves.
PESEL can be obtained by students, employees, entrepreneurs, family members, as well as those who use medical or social programs. For many foreigners who plan to work in Europe, Poland is the first country where they must undergo the identification procedure through the PESEL system.
Without this number, it is impossible to fully use most services, as state registers are combined into a single system where each person is identified by their identification code.
PESEL for Ukrainians is issued under special rules introduced after the start of the full-scale war. Ukrainian citizens who entered Poland after February 24, 2022, can obtain a number with UKR status, which confirms their right to temporary protection, legal residence, and access to certain state programs.
Even if you are eligible for the simplified procedure, you must personally apply to the local authorities and submit an application with the relevant documents to obtain a number. Without such an application, an identification number will not be assigned.
Having a PESEL number allows Ukrainians to officially find employment, use the healthcare system, apply for social benefits, and register a trusted profile to access electronic government services.
At the same time, UKR status may be lost in the event of a prolonged departure from Poland. Therefore, it is important to monitor the length of your stay abroad and to update your residence details in the state registers in a timely manner.
The application is submitted to the municipal office at your place of residence. This may be the urząd gminy or urząd miasta. In large cities, there are special service centers for foreigners, where the process is much simpler and often requires prior online registration to avoid queues.
For those who do not have a permanent address, it is possible to submit an application at the place of work or temporary residence. In some cases, you can contact the central offices in Warsaw, which provide advice and help in filling out applications. It is important to remember that each municipality may have its own internal rules and opening hours, so it is advisable to check the latest information on official websites before visiting.
To obtain a PESEL identification number, it is important to prepare a complete set of documents in advance. The basic list includes:
Ukrainians applying for a PESEL with the UKR mark may additionally need:
All documents must be valid, with up-to-date personal data, otherwise the application for a PESEL number will not be accepted. It is important to check the validity of passports, visas, or other documents in advance, as even minor discrepancies can delay the issuance of the number.
In some cases, the government may require additional confirmation, for example, for students, employed persons, or persons starting a business in Poland. Therefore, it is recommended to check the full list of documents at the local Urząd Gminy or city administration before submitting the application.
When filling out the application, be sure to indicate:
Particular attention should be paid to numbers and data: date of birth, passport series and number, other numbers must fully match the documents. Any inaccuracy may result in the refusal or delay of PESEL issuance.
After completing the application:
There are simplified procedures for Ukrainians with temporary protection: in many cities, administration employees can help with translation or filling out forms, as well as explain how to correctly indicate your address and contact details.
Obtaining a PESEL in Poland is completely free of charge, regardless of whether the applicant is a Polish citizen or a foreigner. No additional fees or commissions are charged when submitting an application, so you can obtain an identification number at no cost.
The processing time depends on the local government of the municipality and the current workload of the administration. In most cases, the number is issued on the same day the application is submitted or within a few business days. In large cities, where the number of applications is significant, the waiting time can be up to one week, but rarely exceeds this period.
It is important to remember that the timeframes may vary slightly depending on the season, holidays, or increased refugee flow at the border. Therefore, Ukrainians are advised to check the information on the official websites of the municipalities in advance and plan the submission of documents in advance in order to start working in Europe on time, use free medical care, and other rights provided by PESEL.
There are several ways to find out your PESEL. The most common is to personally visit the municipal office (urzęd gminy) where you registered your identification number. The employees of the institution will provide confirmation of your number and, if necessary, issue an extract from the register.
For those who use Poland’s electronic government services, PESEL is available through a trusted profile (profil zaufany). After authorization, you can view your number online, obtain confirmation for work, medical care, and social programs, and apply for other services without visiting the office in person.
If the number is lost or an error is found, it can be easily restored by contacting the same institution where the initial registration took place. To do this, you need to submit an application and provide documents confirming your identity, such as a passport or residence card. In most cases, the number is restored quickly – within one or two business days.
In addition to municipal offices, information about PESEL can be obtained through the tax authorities (Krajowa Administracja Skarbowa) or through the e-health system, where the number serves as the primary identification key. This allows you to verify the accuracy of your data when making an appointment with a doctor, registering for medical services, or applying for social assistance.
PESEL and NIP are different identification codes with separate purposes. PESEL is used for personal needs, paperwork, medical care, and social programs, while NIP is required for tax accounting for entrepreneurs and financial activities. For most people who live in Poland, work, or use public services, it is sufficient to have a PESEL, and a NIP is only required if you are running a business or registering as a taxpayer.
Thus, PESEL is a basic tool for legalizing life in Poland for foreigners, especially Ukrainians who seek stability, access to services, and the opportunity to build a new life in Europe.
