Yes, someone else can get your Polish police clearance for you. Any adult with full legal capacity can submit your KRK request and collect the certificate, as long as they hold a valid power of attorney. The catch is that the National Criminal Register (Krajowy Rejestr Karny, KRK) applies strict formal rules to that document, and a relative who arrives with the wrong one is sent home.
The most common reasons are simple: the power of attorney was written only in English, it authorised the proxy to apply but not to collect, or it was a scan instead of a signed original. Each mistake costs your proxy another trip and you another week of waiting.
This article sets out what a KRK power of attorney must contain, gives a sample wording structure in Polish, explains the stamp-duty exemption for close family, and compares asking a relative with using a professional proxy.
Can someone else apply for your KRK certificate?
Yes. The Ministry of Justice confirms on its KRK power-of-attorney page that any natural person with full legal capacity (zdolność do czynności prawnych) can act as your proxy (pełnomocnik). The proxy does not need to be a lawyer, a Polish citizen or a family member.
The proxy files the standard request form, zapytanie o udzielenie informacji o osobie, at a KRK information point and attaches your power of attorney. When the request is made in person, the certificate is usually issued during the visit; the gov.pl service page notes it can take up to seven days in some cases. Checks involving another EU country’s register can take longer.
KRK power of attorney checklist: what the office checks
The requirements are spread across several official pages. Taken together, a KRK power of attorney is accepted when it meets all of these points:
- Written in Polish. The Ministry states that the power of attorney must be submitted in Polish (w języku polskim).
- Identifies you (the principal, mocodawca). Full name and an identifier such as your PESEL number. If you never had a PESEL, use your date of birth and passport number.
- Identifies the proxy. Full name and an identifier from their ID document.
- Includes an address. The address of at least one of the two people.
- States the scope. It must authorise the proxy to submit the request and collect the certificate (see below).
- Is signed by hand. The signature must be your own handwritten signature (własnoręcznie podpisane).
- Is the original. The original goes with the request. The Ministry states that scans are not accepted; an officially certified copy is the only alternative.
- Shows date and place. Recommended by the Ministry, along with a validity period.
- Has proof of stamp duty attached, unless the proxy is close family (see the exemption section).
No notarisation is listed among the KRK requirements. Requirements can still differ between information points, so your proxy should check with the specific KRK point before going.
Does the power of attorney have to be in Polish?
Yes. An English-only document is the most frequent reason a proxy is turned away. The practical answer is a bilingual document: Polish text in one column and an English translation in the other. You understand what you are signing, and the KRK officer reads the Polish version.
If you have already signed an English-only power of attorney, do not assume a translation will fix it. Ask the KRK point first. In most cases it is faster to sign a new bilingual document.
Why the power of attorney must cover both submitting and collecting
A power of attorney that only allows your relative to “apply for” the certificate may not let them take it home. The KRK information point at the District Court Warszawa-Praga states that the document must say the proxy may submit the request and receive the certificate (złożyć wniosek i odebrać zaświadczenie). The gov.pl service page uses the same wording.
This also answers a frequent forum question: can a family member collect a certificate you requested yourself? Only if they hold a power of attorney that covers collection. Being your parent or spouse does not by itself give anyone the right to receive your criminal-record information.
Sample KRK power of attorney wording structure
The Ministry of Justice publishes a short example on its page “What must a power of attorney contain?”. The structure below follows it and adds the collection wording. Replace the bracketed parts; keep the Polish text and add the English column beside it.
PEŁNOMOCNICTWO (Power of attorney)
Ja, niżej podpisany/a [full name], PESEL [number] (or: data urodzenia [date of birth], nr paszportu [passport number]), zamieszkały/a [full address],
upoważniam Pana/Panią [proxy’s full name], legitymującego/ą się [type and number of ID document], zamieszkałego/ą [address],
do złożenia w moim imieniu zapytania o udzielenie informacji o osobie z Krajowego Rejestru Karnego oraz do odbioru zaświadczenia (informacji z Krajowego Rejestru Karnego).
Pełnomocnictwo jest ważne do [date].
[place], [date] — [your handwritten signature]
In English, the core sentence reads: “I authorise [proxy] to submit, on my behalf, a request for information about a person from the National Criminal Register and to collect the certificate.”
This is a structure, not legal advice for your specific case. If you need the certificate for a particular foreign authority, check whether that authority needs anything beyond the standard certificate.
Stamp duty and the family exemption
Submitting a power of attorney to KRK normally triggers stamp duty (opłata skarbowa) under the Act of 16 November 2006 on stamp duty. According to the KRK fee page, the duty is paid to the Warsaw City Office account published there, and proof of payment must be attached to the power of attorney.
The duty does not apply when the proxy is your close family. The Ministry lists them as:
| Relationship | Exempt from stamp duty? |
|---|---|
| Spouse | Yes |
| Ascendants: parents, grandparents | Yes |
| Descendants: children, grandchildren | Yes |
| Siblings | Yes |
| Unmarried partner, in-laws, aunt, uncle, cousin, friend | No — proof of payment required |
The exemption covers only this stamp duty. It does not remove the language, scope or original-signature rules. A sensible precaution is for your relative to carry something showing the relationship, such as a birth or marriage certificate, in case the officer asks.
The apostille gap: what a KRK-only power of attorney does not cover
Most former residents need the certificate for a visa, immigration or employment process abroad. Many of those authorities want an apostille, and KRK does not issue one. The apostille comes from the Ministry of Foreign Affairs (MSZ), which is a separate office with its own rules.
Two points matter here:
- The proxy needs separate authorisation for MSZ. MSZ asks a third party whose details are not in the apostille application to bring a written authorisation with your handwritten signature. A power of attorney that mentions only KRK does not clearly cover this step. If your relative will also handle the apostille, add that authority to the document or sign a second one.
- Electronic certificates cannot be apostilled. MSZ does not place an apostille on photocopies or on printouts from the e-PUAP platform. If a paper certificate with an apostille is your end goal, the paper route through a proxy is usually the one that works.
The receiving country may also want a sworn translation. Order it after the apostille so that the translator covers the apostille page too. Lex Corporation’s apostille and legalisation services and sworn translation services in Warsaw cover both steps.
Can you skip the proxy and apply online?
Sometimes. You can request a KRK certificate online through e-KRK if you can log in with Profil Zaufany or sign with a qualified electronic signature. The result is an electronic document. The gov.pl service page warns that a printed copy is not an official document, and MSZ cannot apostille it.
Online works well when the foreign authority accepts an electronic Polish certificate. If it requires paper, an apostille or a translation of an original, use a proxy.
Family proxy vs professional proxy
A relative in Poland is the obvious first choice. A professional proxy makes more sense when the job goes beyond one visit to KRK.
| Factor | Relative or friend in Poland | Professional proxy (e.g. Lex Corporation) |
|---|---|---|
| Stamp duty on the power of attorney | Exempt only for spouse, ascendants, descendants, siblings | Payable; usually included in the service |
| Preparing a Polish/bilingual document | You draft it yourself | Template provided |
| Getting the signed original to Poland | You post it to them | You post it to the provider’s Warsaw office |
| Visit to KRK and collection | Their time, during office hours | Handled for you |
| Apostille at MSZ | Extra authorisation and a second appointment | Can be included |
| Sworn translation | Arranged separately | Can be included |
| International courier to you | Arranged and paid separately | Can be included |
| Risk of rejection on form | Higher if this is their first time | Lower; routine procedure |
If your only need is a plain certificate and a close relative lives near a KRK point, a family proxy is often enough. If you need the apostilled certificate delivered abroad, translated and on a deadline, a professional service removes several hand-offs.
Using Lex Corporation as your proxy
Lex Corporation is a Warsaw-based business consultancy that handles the Polish police clearance certificate process for foreigners remotely. We send you a power-of-attorney document to sign, you return the original to Warsaw, and our team submits the KRK request, collects the certificate and, where needed, arranges the MSZ apostille, sworn translation and international courier delivery. We work in English, Polish and several other languages. You can read more about Lex Corporation and our wider business consultancy services in Poland.
Requirements may depend on the applicant’s circumstances and on the KRK information point. This article explains the general procedure and is not legal advice.
Frequently asked questions
Can my power of attorney be signed electronically or sent as a PDF?
No. The KRK requires a handwritten signature and the original document. Scans, photos and e-mailed PDFs are not accepted. An officially certified copy is the only alternative to the original, so most people post the signed original to their proxy.
Does a KRK power of attorney need to be notarised?
Notarisation is not listed among the Ministry of Justice requirements. A handwritten signature on a Polish-language document is the stated standard. Check with the KRK information point your proxy will visit, as practice can differ.
How long is a KRK power of attorney valid?
The KRK pages do not set a fixed validity period. The Ministry recommends stating a validity date. Choose one that leaves time for postage and, if needed, a second visit for the apostille.
Can I use the same power of attorney more than once?
The original is handed in with the request, so in practice it is used once. If you expect to need certificates again, sign a new document each time.
Can my proxy get the certificate if I am an EU citizen who lived in Poland?
Yes. The proxy rules are the same for foreigners. When the request involves another EU country’s criminal register, the KRK may need extra time to complete the check.
Contact Lex Corporation
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