Poland has digitised almost everything in a few short years: company register extracts, criminal record certificates, social security and tax documents, land registers, population register data. Domestically it works beautifully - a file bearing the authority's qualified seal has the force of a document.
The gap opens at the border. The MSZ issues an apostille only on a paper original with a genuine signature and seal. A file, however lawful, cannot be apostilled, and neither can a printout of it.
Below, each document type, plus two workarounds.
The decision table
| Document | How it is issued | What to do before the apostille |
|---|---|---|
| KRS company extract | electronically and on paper at court | order the paper extract from the registry court |
| CEIDG printout | electronically only | notarised printout |
| Criminal record certificate | e-KRK or paper at an information point | order the paper version from the start |
| Tax clearance certificate | e-tax office and paper | request the paper version |
| ZUS certificate | PUE ZUS and paper | request the paper version |
| Land register extract | electronically and at court | order from the land register division |
| Civil registry extract | electronically and on paper | order the paper version |
| Registration certificate | electronically and on paper | order the paper version |
| Financial statements | electronically only (KRS repository) | notarised printout |
The general rule: if a paper version exists, order it. Cheaper and faster than the notary route.
Route one: the paper original
The simplest and cheapest. You apply to the issuing body for a paper version with signature and seal.
The price gap is small:
- current KRS extract - PLN 30 on paper against a free printout;
- criminal record certificate - PLN 30 on paper against PLN 20 online;
- land register extract - PLN 30-60 depending on type;
- civil registry extract - PLN 22-33.
Timeline: one day to a week. From there the document follows the usual chain - an intermediate authority where needed, then the MSZ at PLN 60. How the chain is built.
Route two: the notary
For documents issued digitally only - CEIDG, financial statements, some extracts - the notarial route remains.
The notary certifies that the printout matches the electronic document. Then:
- Notary - certification, PLN 20-50 plus VAT.
- Regional court - certification of the notary's signature, PLN 26.
- MSZ - apostille, PLN 60.
Three authorities instead of one, five to ten working days instead of two. But it always works, including where the issuing body refuses paper on principle.
One nuance: what is certified is the conformity of the printout with the electronic document, not a "copy of the original". The wording of the notarial clause matters to the receiving side and is worth agreeing in advance.
Does e-Apostille exist?
The Hague Conference has promoted the e-APP programme for years, covering electronic apostilles and online registers. Some countries already issue them.
Poland does not issue electronic apostilles in 2026. The MSZ works on paper and affixes a physical clause. Two consequences follow:
- do not wait for a digital solution - plan the paper route;
- if a foreign counterparty sends you an e-apostille on their own document, that is fine: the issuing country may use the electronic format, and it is verified through that country's online register.
Three mistakes that cost a week
Printing it out and taking it to the MSZ. It comes straight back - no signature, no seal.
Certifying a copy instead of a printout. A notary either certifies a copy of a paper original or the conformity of a printout with an electronic document. Digital documents need the second one.
Translating before the apostille. The apostille goes on the original; the translation follows and includes the clause - the full list of refusal reasons.
What we do
- Reviewing your list and stating, per document, whether it is paper or notary.
- Ordering paper originals from the KRS, KRK, civil registry, ZUS, tax office and land register under a power of attorney.
- Running the notarial route where no paper exists.
- Clearing the regional court and the MSZ without your involvement.
- Sworn translation after the apostille, clause included.
Scope and pricing sit on the service page. For corporate packs see also our company document breakdown.
Frequently asked questions
Is an electronic KRS extract valid in Poland? Entirely. The problem only arises when the document travels abroad.
Can a document signed via ePUAP be apostilled? Not directly; through a notarised printout, yes.
What does the whole notarial route cost? Roughly PLN 110-140 in official fees per document - notary, court, MSZ - plus translation.
Do foreign banks accept Polish electronic documents without an apostille? Within the EU, often yes. Outside it, an apostilled paper document is almost always required.
Which is faster, a paper extract or the notary? Paper, if the authority issues it within one to three days. The notarial route wins when the court is backed up.
Can a representative handle all of it? Yes - ordering the documents, the notarial certification under a power of attorney, and filing at the MSZ.
Digitisation simplified life inside Poland and complicated it on the way out. The rule is simple: if the document is going abroad, start by asking whether a paper version exists, and only then head to the notary.
Send us the document list and destination country - we will map the route for each and quote the exact cost.
This material is informational. MSZ and notarial practice varies - consult a lawyer about your situation.