How to Simplify the Recruitment Process for Foreigners and Quickly Fill Vacancies?

Hiring foreigners has become one of the key ways to fill staffing gaps in Polish companies, particularly in sectors such as manufacturing, logistics, and construction. In 2023, nearly 1.3 million foreigners were working in Poland, and this number grows year by year. While the recruitment of foreigners offers many benefits, it is not without challenges — both formal and operational. So how can you navigate this process effectively while minimising the risk of errors?

Key Formal Aspects of Hiring Foreigners

One of the first challenges is compliance with legal regulations. For many employers — especially given the large number of procedures involved — the formalities related to hiring foreigners can be complex. In general, the process requires obtaining the relevant work permits, including:

• A declaration of entrusting work (for employees from countries outside the European Union),
• A residence card or temporary residence permit (for workers from non-EU countries such as India, Nepal, or Bangladesh),
• A work permit (in specific cases for employees from third countries).

Employees from Ukraine, who can take advantage of simplified procedures, only need to notify the authorities of their intention to be entrusted with work in Poland, which significantly shortens the waiting time for a decision.

It is worth noting that failure to comply with regulations can lead to delays, financial penalties, and in the worst case — the loss of the right to hire foreigners. Employers should seek assistance from lawyers or recruitment agencies that specialise in handling the employment of foreign workers.

Partnering with Employment Agencies — When Is It Worth It?

In many cases, partnering with professional employment agencies proves to be essential. Agencies such as Gremi Personal offer comprehensive support in recruiting and handling the formalities related to hiring foreigners. Thanks to their experience with international candidates and knowledge of legal requirements, these agencies ensure that the entire process runs smoothly.

Partnering with employment agencies accelerates recruitment thanks to their extensive databases of qualified candidates. This ensures vacancies are filled more quickly, especially in demanding industries. Agencies also ensure full compliance with labour law, taking care of all documentation and formalities. In addition, they provide logistical support — helping with accommodation, transport arrangements, and the onboarding of new employees, which facilitates their faster integration into the company.

Why Is the Adaptation of Foreigners So Important?

The adaptation process for foreigners within a company is the second — but equally important — stage. A well-executed integration process affects not only work efficiency but also employee loyalty. In Poland, foreigners are increasingly becoming part of permanent teams, and their role in the economy is becoming invaluable — in 2023, foreigners spent as much as 44.3 billion zlotys in Poland, with the largest share going to purchases and services (such as accommodation and food).

What should an effective adaptation plan include?

• Onboarding training — familiarising employees with applicable procedures, workplace safety rules, and employer expectations,
• Support in daily life — assistance with finding accommodation, handling administrative matters, and translating documents,
• Team integration — organising team-building events that allow new employees to build relationships with their colleagues.

Research shows that companies that invest in the adaptation of foreign employees can expect a 25% lower staff turnover rate and a noticeably higher level of work productivity.

Seasonal Demand — How to Find Workers Quickly?

In industries such as logistics and manufacturing, the demand for seasonal workers fluctuates and often increases sharply during specific periods. In such cases, it is essential to fill vacancies quickly and efficiently.

To respond swiftly and effectively, it is worth planning ahead by building a staffing reserve for periods of increased production. Partnering with recruitment agencies provides rapid access to ready-to-hire candidates. Additionally, preparing the appropriate infrastructure — such as accommodation and transport — enables the smooth integration of new employees into the company. Hiring workers for seasonal periods makes it possible to maintain continuity of production and avoid delays in fulfilling orders.

Summary

Hiring workers from abroad is an effective method of filling staffing gaps, but the process requires proper preparation and attention at every stage — from legal formalities, through recruitment, to integration and adaptation. Drawing on the expertise of recruitment agencies such as Gremi Personal can greatly simplify this process, ensuring that the company complies with regulations and provides employees with adequate support. By investing in a solid adaptation process and training, organisations can look forward to long-term success and loyal employees who will contribute to the company's growth.

Do you also want to accelerate the recruitment of foreigners in your company? Contact us and find out what we can do for you!