Insurance for a Residence Card 2026: How Not to Get a Refusal from the Urząd

Obtaining a Residence Card (Karta pobytu) in Poland requires careful attention to documents. Voivodeship Offices (Urzędy Wojewódzkie) strictly verify foreigners' cases, and according to the official requirements of Polish state services, one of the most common reasons for being summoned to provide additional documents or receiving a refusal is an incorrectly issued medical insurance policy.

What should the insurance for the Urząd look like?

According to the Act on Foreigners, every applicant is obliged to have valid medical insurance (within the National Health Fund — NFZ) or confirmation that a private insurer fully covers the costs of medical treatment in the territory of Poland.

A standard short-term travel policy (Travel) is not suitable for long-term legalization. The main criteria for proper insurance are:

• Type of coverage: the policy must explicitly provide for the coverage of medical expenses and treatment in the territory of the Republic of Poland (koszty leczenia na terytorium RP).
• Coverage amount: the recommended minimum is 30,000 euros (this complies with national visa standards and fully satisfies the inspectors' requirements).
• Validity period: the insurance must be valid at the time of submitting the application and cover the entire period of stay and waiting for the decision (decyzja).

State insurance (ZUS) or a private policy?

The choice of insurance format depends on your residency status in Poland:

1. For officially employed persons: If you work under an employment contract (Umowa o pracę) or a mandate contract (Umowa zlecenie), your employer automatically pays your insurance premiums. You do not need to buy an additional policy. For the Urząd, it is sufficient to provide an up-to-date ZUS RCA certificate with confirmation of submission.
2. For students and persons without official employment: If you do not work, you need individual medical insurance.

Important clarification: There is a common misconception that private insurance is the only option for students. In reality, Polish law allows students to conclude a voluntary insurance agreement (dobrowolne ubezpieczenie) directly with the NFZ, which guarantees full access to public healthcare. Furthermore, students under the age of 26 can be added to the state insurance of their working parents. A private policy is simply a quick and convenient alternative that can be arranged without visiting government offices.

What data is needed to issue a private policy?

If you choose commercial insurance, the agency will need the following for its correct issuance:

• surname and first name (in the Latin alphabet, exactly as in your foreign passport);
• PESEL number (or date of birth if a PESEL is not yet available);
• desired start date of the policy;
• a photo or clear scan of your passport for final data verification;
• your contact details (phone number, e-mail).

Insurance tips from Gremi Personal

• Monitor continuity: If you are applying for a Karta pobytu with a private policy, be sure to extend its validity throughout the entire case review process. A break in insurance is a violation of the legalization conditions and grounds for refusal.
• Verify the data: Always proofread the policy carefully upon receipt. Even a single mistake in the transliteration of your name or date of birth can result in the Urząd rejecting the document.
• Cooperate with the HR department: If you are officially employed, simply ask your employer to print out the ZUS RCA report. It is free, takes a few minutes, and is guaranteed to satisfy all the inspector's requirements.

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