Submitting an application for a temporary residence permit is just the beginning of the procedure – but what does that mean?
Submitting an application for a temporary residence permit can be done in several ways. Regardless of whether the application was submitted in person at the office, sent by mail, or handed in at the reception desk, the applicant and their representative should know how to communicate with the authority handling the case.
According to the rules of the Code of Administrative Procedure, the office must thoroughly collect and evaluate all evidence and take the necessary actions to properly clarify the case, taking into account the public interest and the interests of the citizens. This means that in case of doubts regarding the collected evidence in the case, the applicant can expect to be summoned to supplement the case files, for example, with additional documents confirming the purpose of stay in Poland or other grounds allowing for the issuance of a decision. In cases of applying for permanent residence based on Polish origin, the office may summon the applicant for an interview to confirm their Polish roots and knowledge of Polish traditions, culture, and customs. In proceedings where the applicant requests a long-term EU resident permit, it is common practice to summon them to a meeting at the office to verify knowledge of the Polish language, which is one of the key criteria for this type of permit.
It is not always the office that initiates contact with the applicant or their representative first. Often, the applicant themselves provides additional documents to the case to complete missing information or present new facts that may help obtain a positive decision and the residence card.
Communication with the Office – What Rules Apply?
Every party in administrative proceedings must be aware of the principle of written communication for handling cases. This means that the method of contact with the office is written correspondence, usually by letter. Considering the development of digitalization, it should be emphasized that cases can also be handled electronically; however, this always requires special identity verification and the use of an electronic signature accepted by public administration, such as a Trusted Profile (Profil Zaufany). Not every foreigner has such a profile; therefore, correspondence with the office is generally conducted by sending a paper letter via postal operator – Poczta Polska (Polish Post).
To avoid negligence and missing receipt of letters, it is important to specify the person with whom the office may potentially communicate. If the applicant for a residence permit is the foreigner themselves, the letter from the voivodeship office will be delivered directly to them. However, if the case is handled by a representative, the office should send the letter to the representative. Therefore, it is crucial to remember the obligation to inform the office about every change of address during the proceedings. When moving or changing the delivery address, it is necessary to submit a letter to the office with the new correspondence address. Failure to fulfill this obligation can have negative consequences for the foreigner because if the office is not informed of the address change, a letter sent to the old address will be considered properly delivered. This situation poses the risk of missing deadlines required by the office and receiving a refusal to issue the permit, which every applicant would want to avoid.
What Should a Letter to the Office Contain? How to Respond to Official Letters?
When responding to letters from the voivodeship office or initiating contact with this authority, remember that each such document should contain several basic pieces of information. The letter should indicate the sender — the person from whom it originates — and the recipient. Because offices handle many cases, it is advisable to provide the name of the department and the name of the official handling the case (if known) – this will help the mail reach the right person faster and speed up case processing. It is also necessary to provide the case reference number (if assigned) and the full name of the foreigner applying for the residence permit. How to respond to official letters? In the letter’s content, explain the reason for writing, which may be, for example, a change in the purpose of stay, response to a summons, or the desire to supplement the evidence. Every letter must be sent by a person authorized to act in the matter — that is, the applicant or their representative. Also, do not forget the signature, which should be at the end of the letter’s content.
How to Send a Letter to the Office?
To correctly deliver correspondence to the voivodeship office, you should choose the appropriate method of sending the letter. The shipment can be sent via Poczta Polska (Polish Post). It is recommended to send a registered letter with acknowledgment of receipt; this way, the sender will receive confirmation that the office has accepted the letter and be assured it was properly delivered. Although many people use couriers, documents should not be sent to the office this way because the office may refuse to accept courier shipments.
Another way to deliver correspondence to the office is to submit the letter in person at the reception desk, which is located both at the main office and in its regional branches. Choosing this option allows obtaining a stamp confirming the document’s receipt by the office, which can serve as proof of timely submission.
Additional Communication Options – Is It Possible to Communicate with the Office During an Ongoing Residence Case?
Besides the official written correspondence channel, you can opt for an unofficial form of contact with the office. If you want to check the status of your residence case or whether your residence card is ready, you can use the hotlines or contact forms available at voivodeship offices. In some voivodeships, additional systems have been created to check case statuses, including Inpol in the Masovian Voivodeship or the ability to view the case status through a login and password provided when submitting an application in the Pomeranian Voivodeship. Every office has its own contact methods, so it is worth learning the rules of the office responsible for your case. Also, remember that the most common and official way the office communicates is by mail.
