If a Polish certificate of no criminal record (zaświadczenie o niekaralności, an extract from the KRK) is going abroad - for a US visa, Canadian PR, a UK skilled worker route, or UAE residence - it has to be legalised with an apostille. The apostille is affixed by the Ministerstwo Spraw Zagranicznych (MSZ, the Ministry of Foreign Affairs): the fee is 60 PLN, the term usually 3-5 days. The order is strict: first a fresh KRK, then the apostille, and only then a sworn translation into the destination language. For EU countries, an apostille on the Polish KRK has not been needed at all since 2019.
Who needs an apostille on the KRK and why
Inside Poland an apostille on the certificate is not required - foreign authorities ask for it when you use a Polish document abroad. The apostille is affixed by the MSZ for 60 PLN, usually in 3-5 days. The correct order: obtain a fresh KRK, get the apostille at the MSZ, then do the sworn translation. For EU countries the apostille is unnecessary under Regulation 2016/1191.
Where an apostille on the KRK is most often required
A certificate of no criminal record with an apostille is a standard requirement for immigration and long-term visas. The most common destinations:
| Country / procedure | Apostille | Translation |
|---|---|---|
| USA - O-1, EB visas, green card | yes | sworn into English |
| Canada - PR, express entry | yes | certified into English/French |
| UK - skilled worker | yes | into English |
| UAE - residence, work permit | yes + consular legalisation | into English/Arabic |
| Australia - visas, registration | yes | into English |
| EU countries | no (Reg. 2016/1191) | multilingual form / translation |
For most non-European countries you need both an apostille and a translation. For the UAE, beyond the apostille, consular legalisation is often also required - a separate step.
The correct order: certificate - apostille - translation
This is where people lose money and time. The sequence is rigid:
- A fresh KRK. You obtain the certificate from the Krajowy Rejestr Karny for a specific date - the receiving side's validity window is often 3-6 months.
- Apostille at the MSZ. You affix the apostille on the certificate itself: 60 PLN, usually 3-5 days. The MSZ has no express tariff, but filed in person the apostille is issued on the day of the visit; urgent handling on our side costs +50%.
- Sworn translation. You translate the finished document together with the text of the apostille itself.
Why exactly this way: the apostille is a stamp with its own text and number. If you translate the certificate before the apostille, the stamp ends up without a translation and you will translate again. So the translation is always the last step.
How to physically obtain the KRK step by step - see how to get a certificate of no criminal record in Poland. A general guide to apostille in Poland - see apostille in Poland.
Electronic KRK or paper - which to apostille
The KRK comes in two formats, and for the apostille this matters. The electronic e-KRK is a file carrying the Ministry's qualified signature; its legal force lies in the signature inside the file. A paper certificate is an original with a stamp. The MSZ affixes the apostille on a paper document, so for foreign procedures you need a paper KRK - a printout of the e-KRK is not a document and cannot be apostilled. If you only have the e-KRK, we order a paper certificate for the apostille.
The EU exception - no apostille needed
If the certificate is going to another European Union country, an apostille on the Polish KRK has not been needed since February 2019 - under Regulation (EU) 2016/1191. The certificate itself is enough, accompanied by a multilingual standard form or a sworn translation. This saves both the 60 PLN and a few days. Important: the exception works only within the EU. For the USA, Canada, the UK and the UAE the apostille is mandatory.
Validity windows - apostille right after issuance
The KRK is valid for 6 months by default, but the receiving country often looks at the document's "age" more strictly - 3 months for immigration cases, for example. The apostille itself is open-ended, but it cannot "reset" the certificate's age. So the apostille is affixed right after obtaining a fresh KRK, not on a certificate that has been sitting for half a year. If the certificate has "aged", it is simpler to order a new one than to risk a refusal abroad.
How much it costs
| Item | Guideline |
|---|---|
| Apostille fee (MSZ) | 60 PLN |
| Urgent apostille handling (our fee) | +50% |
| Sworn translation | ~80 PLN per document |
| KRK + apostille + translation end to end (our fee) | from 720 PLN |
The end-to-end package covers obtaining a fresh KRK, the apostille at the MSZ, and a sworn translation into the required language. For the UAE and other countries with consular legalisation, a consular fee is added separately.
The most common mistakes
1. Translation before the apostille. You translated the certificate, then affixed the apostille - and the stamp text is left untranslated. Translate again. Order: apostille, then translation.
2. Apostille on an expired certificate. The receiving country looks at the KRK's issue date, not the apostille date. Take a fresh certificate for the filing date.
3. Apostille for an EU country. An extra step and extra money - within the EU it is not needed. Check the specific country's requirements in advance.
4. Mixing up the bodies. On the KRK the apostille is affixed by the MSZ. This is not a diploma (NAWA there) nor a school certificate (the kuratorium there).
5. Only the e-KRK for a paper procedure. A foreign body may require a paper original with an apostille. Match the format to the country in advance.
When you need a lawyer
For one simple certificate to one country, you can do much yourself. A lawyer makes sense when:
- you need several documents with apostilles and translations for one package (visa, immigration);
- the destination country also requires consular legalisation (UAE and others);
- deadlines are tight and you need an express apostille with a guarantee;
- you only have the e-KRK but the body abroad wants a paper original;
- you need to align the freshness of the certificate, the apostille and the translation to a filing deadline.
At LegalWin the apostille and legalisation service covers the apostille at the MSZ and the sworn translation, and the certificate of no criminal record service covers obtaining a fresh KRK for the apostille. The "KRK + apostille + translation" package - from 720 PLN.
Order an apostille on a KRK certificate →
This article is an overview. Legalisation and validity requirements depend on the destination country and the specific procedure. For an individual case, consult a lawyer.
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