What Is Meldunek and Why Do Ukrainians in Poland Need It?

Meldunek is sometimes described as "Polish residence registration" - and that's essentially what it is: the formal registration of your place of residence. All foreigners who arrive in Poland and plan to stay for more than 30 days are legally required to register. This article explains what meldunek is, when and why you need it, and how Ukrainians can complete the process step by step.

Why Do You Need Meldunek?

You've arrived in Poland and plan to stay for more than 30 days? Registering your place of residence - your meldunek - is a legal obligation. Your reason for coming doesn't matter - work, study, tourism, or visiting family. There are two types of meldunek:

• Zameldowanie stałe (permanent registration) - for Polish and EU citizens and those holding a permanent residence permit.
• Zameldowanie czasowe (temporary registration) - the most common type for Ukrainians (workers, students, refugees, tourists). It runs for the duration of your rental agreement and may be tied to the expiry date of your PESEL UKR (Polish national identification number for Ukrainian citizens), karta pobytu (residence permit), or visa.

Ukrainians must apply for meldunek within 30 days of crossing the Polish border. For Polish and EU citizens, the deadline is 3 months. In most cases, Polish authorities ask Ukrainians only for a PESEL UKR and a rental agreement. In certain situations, however, meldunek is also required.

You will need it for:

• registering a vehicle;
• obtaining a driving licence;
• taking up employment (umowa o pracę or umowa zlecenie);
• opening a bank account;
• applying for a loan;
• accessing medical care;
• dealing with Polish public institutions.

The list is substantial - so it's worth taking care of this simple formality right away.

Important: Changes for Ukrainians in 2026

From 5 March 2026, new rules on residence for Ukrainian citizens came into force in Poland. The special law on assistance for Ukrainians is gradually losing effect, replaced by the general provisions of the Foreigners Act. Key points:

• Temporary protection for Ukrainians remains in force until 4 March 2027.
• Those who obtained a PESEL UKR without presenting a valid identity document must confirm their details at a government office by 31 August 2026. Failure to do so means that from 1 September 2026 their status changes to NUP (nieuregulowany pobyt - irregular stay), which in practice means losing the right to legal residence in Poland.
• For those entering Poland after 5 March 2026, a 30-day deadline applies for submitting a PESEL UKR application.

How to Get Meldunek

If you have recently arrived in Poland, it's worth knowing that meldunek is issued automatically when you obtain a PESEL. The registration expires on the same date as your current documents. If you move, you must update your meldunek.

You can apply for meldunek independently from the age of 18. The application specifies your place of residence - a house, flat, or student dormitory. Renting a room or a bed space also qualifies you for registration.

One key point: your rental agreement must not contain a clause prohibiting registration. If it does, that agreement cannot be used for meldunek. For any rental lasting more than 30 days, such a clause is simply unacceptable.

If you plan to register, let your landlord know in advance - they will need to confirm your residency. The landlord does not need to be present when you submit your documents; your name simply needs to appear in the rental agreement. If you have arrived in Poland with your family, note that meldunek must be submitted separately for each family member. Everyone living with you must be named in the rental agreement.

Registering at the Urząd Gminy (Municipal Office)

To submit your meldunek application in person, visit the nearest Urząd Gminy (Municipal Office). The required documents include:

• a valid identity document (passport or other);
• the landlord's consent to your residence;
• proof of the landlord's ownership of the property;
• the rental agreement;
• a document confirming legal stay in Poland (karta pobytu or PESEL).

The process works as follows:

• go to the nearest Urząd Gminy;
• fill in the application form;
• submit the full document package;
• pay 17 PLN for the registration certificate (price as of July 2026).

A member of staff will process your application on the spot. The whole procedure usually takes no more than 15-20 minutes.

Registering Online

To apply for meldunek online, you need a Profil Zaufany (Trusted Profile) on the ePUAP platform (Electronic Platform of Public Administration Services). Prepare scans of all required documents and pay 17 PLN for the certificate (payment details are available on your local Urząd Gminy website).

Steps for online registration:

1. Log in to ePUAP.
2. Click "Zamelduj się" (Register).
3. Select the type of property you are registering at.
4. Enter the details of the person or people to be registered.
5. Upload scans of your documents.
6. Fill in the fields - personal details and registration address.
7. Attach a scan of the payment confirmation.
8. Check that all information is correct.
9. Sign the application electronically.

Once your application is successfully submitted, you will receive a confirmation document in your ePUAP inbox. In rare cases the office may ask you to come in person to clarify some information. Generally, though, the process goes through without any issues.

Advice from Gremi Personal

Tip 1: Register within your first month 30 days is the legal deadline - but not a reason to wait. You need meldunek to open a bank account, register with a doctor, and start a job. The sooner you have it, the fewer bureaucratic hurdles you'll face while settling in.

Tip 2: Check your rental agreement before signing Make sure the contract doesn't include a clause prohibiting registration. If it does, it cannot be used for meldunek. This is a standard requirement for any rental lasting more than 30 days - a landlord who bans registration is violating your rights.

Tip 3: Confirm your PESEL UKR details by 31 August 2026 If you didn't present a valid identity document when you obtained your PESEL UKR, visit a government office and confirm your details before the end of August. Otherwise, from 1 September 2026 your status changes to NUP (irregular stay) and you lose the right to legal residence in Poland.

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