A zaproszenie is not a handwritten letter or a document printed at home. It is an entry in the official register of invitations, made by the wojewoda on the host's application. It costs PLN 27, takes up to a month, and confirms two things: the guest has somewhere to stay and someone to cover their costs.
The essential point first: an invitation is not a visa and does not guarantee one. The consul treats it as one document among several.
Who is entitled to invite
The law limits the circle:
| Who | Condition |
|---|---|
| Polish citizen | residing in Poland |
| EU, EEA or Swiss national | residing in Poland with a right of residence |
| Foreigner | legal, uninterrupted residence in Poland for at least 5 years, or a permanent residence card, or EU long-term resident status |
| Legal person | with its seat in Poland |
| Other organisational unit | with its seat in Poland |
Hence the most common refusal: a foreigner holding a two-year temporary residence card cannot invite a relative. They need either five years of uninterrupted residence or an indefinite status - a permanent residence card or EU long-term resident status.
A company may invite regardless of who owns it, which often makes it the faster route for business visits.
What the host commits to
This is real financial liability, not a formality. The host undertakes to cover:
- the guest's cost of stay, including accommodation;
- the cost of the return journey to their country of origin or residence;
- medical costs, should they arise.
The obligation survives the guest's departure: if the state incurs costs for their removal or treatment, it may recover them from the host.
The wojewoda examines two conditions: suitable accommodation and sufficient funds. The financial threshold is calculated per invited person per month of declared stay, tied to social assistance income criteria and periodically updated - confirm the current figure before filing.
The procedure step by step
- The host files the application - in person at the voivodeship office, by post or electronically.
- Host documents: identity document, title to the property (deed or lease), proof of income (tax return, salary certificate, bank statement).
- Guest details: full passport data, purpose and length of visit, relationship or connection.
- Stamp duty of PLN 27 for the register entry.
- Processing - up to 30 days, in practice two to four weeks depending on the voivodeship.
- Collection - the host receives the original and passes it to the guest; the consul verifies the register entry.
The host states the validity period, which cannot exceed one year.
When an invitation is needed and when it is not
Useful or required:
- for a type C visa for a private visit where the consul wants proof of purpose and funds;
- for a business visit on a Polish company's invitation;
- for family visits where the guest cannot evidence their own funds.
Not required:
- for EU nationals;
- for visa-free entry for 90 days, where the guest can show purpose and funds independently;
- for holders of a valid Schengen visa or residence card.
Separately: an invitation grants no right to work. A guest on a visit visa cannot work - that requires a work permit or a declaration, covered in our article on the new employment rules.
Common reasons for refusal
From our practice the wojewoda refuses registration for four reasons:
- The host does not qualify - most often a foreigner without five years of residence.
- Insufficient funds for the declared length of stay.
- No evidenced title to accommodation, or floor space out of proportion to the number of guests.
- Doubts about the purpose - inconsistencies in the data, or a history of refusals for the guest.
Refusals can be appealed to the Head of the Office for Foreigners within 14 days.
What we do
- Checking your entitlement to invite before you file and pay, so the fee is not wasted.
- Calculating the financial threshold for the specific period and number of guests.
- Preparing and filing the application, in person or electronically, including correspondence with the office.
- Company invitations for business visits, with a properly framed purpose.
- Meeting and assisting the guest on arrival: airport pickup.
- Onward legalisation where the visit turns into a move.
Scope and pricing sit on the service page.
Frequently asked questions
Does an invitation guarantee a visa? No. The consul decides, weighing purpose, funds, ties to the country of residence and travel history.
Can one application cover several people? Each invited person gets a separate entry and a separate fee, though the applications can be filed together.
I hold a three-year residence card. Can I invite? No. Five years of uninterrupted legal residence or an indefinite status is required.
How long is an invitation valid? Up to one year, as stated by the host. The visa itself is issued on the consul's terms.
Can a company where I am a director invite? Yes, provided it is registered in Poland. That is the standard route for partners and contractors.
What if the guest overstays? Costs connected with their stay and return fall on the host. Worth discussing with the guest before filing.
A zaproszenie is a cheap, quick procedure carrying real obligations and a narrow circle of eligible hosts. Check your entitlement before going to the office, not after a refusal.
Tell us who you are inviting and for how long - we will verify your status and calculate the financial threshold.
This material is informational. Voivodeship practice varies - consult a lawyer about your situation.