Polish Birth Certificates: How to Obtain Official Copies
Polish birth certificates are invaluable for individuals tracing their family roots or handling official matters. These records, typically stored in state archives and civil registry offices across Poland, provide key details about where and when an ancestor was born, their parentage, and family origins. Accessing these documents can open up a richer understanding of your family’s past, helping you piece together the unique story of where you come from.
This guide explains how to access Polish birth certificates from both present-day and historical territories of Poland, including records dating back to the 19th century. Below, you’ll find detailed information about the types of birth records available and the steps to obtain them. You’ll also find a convenient order form to request an official copy of a Polish birth certificate.
Whether you’re looking for recent documents or older archival records, our professional team can help you locate, order, and obtain Polish birth certificates quickly and easily—saving you time and taking care of each step for you.
How to Order a Polish Birth Certificate Online
In Poland, birth certificates can be ordered online through the government platform ePUAP (Electronic Platform for Public Administration Services). However, this system requires user authentication via a Polish bank account or national ID, along with a registered address in Poland, which makes it inaccessible to most people living abroad.
Our service offers a simple and reliable alternative for those who need a Polish birth certificate for citizenship by descent, genealogical research, marriage paperwork, or inheritance matters – without the need for Polish login credentials, a local bank account, or an address in Poland.
Just fill out the form below to request an official, certified copy. We handle the entire process on your behalf – from submitting the application and contacting the appropriate registry office or archive, to shipping the document securely anywhere in the world via registered priority mail.
The cost depends on the year and location of the record. The average cost of a single document typically falls between US$105 and 135, depending on the specifics of the case. Once we receive your request, we’ll provide a personalized quote. Most inquiries are answered within 24 hours; during busy periods, responses may take 1–3 business days.
Final pricing depends on where and when the record was registered. On average, the cost of a single document ranges from 105 to 135 USD, though this may vary based on specific case details. After you submit your request, we’ll review the information and send you an individual quote. Most requests are reviewed within 24 hours, but during high-demand periods, our response time may extend to 1–3 business days.
Types of Polish Birth Certificates Available
An extract from the civil status register is an official document that confirms a vital event registered in a civil registry office, such as a birth, marriage, or death. Since March 1, 2015, extracts can be issued in either electronic or paper form. There are two main types of extracts available:
Abbreviated copy of the birth certificate: This document contains up-to-date basic data about a person’s birth, recorded in the civil act. It reflects any updates or changes made to the original record over time. If you wish to obtain complete information relating to a person’s birth and details about their parents, this type of copy may not be the best option.
Full copy of the birth certificate: The full copy contains more detailed information than the abridged version. It is an exact copy of the original civil registration, including all the information recorded at the time of registration and any subsequent changes, such as a change of name or other modifications. If you want to obtain more details about your ancestors that may be useful in genealogical research, this type of copy may be the best option. This version of the birth certificate is recommended if you want to confirm your Polish citizenship on the basis of ancestry.
Obtaining Polish Birth Certificates for International Use
The international (multilingual) Polish birth certificate is often required for official purposes abroad, such as marriage, inheritance issues and naturalization. Poland’s international birth certificate can speed up administrative processes, as in many countries it does not require additional translation or notarization. However, it is important to remember that the international birth certificate contains the same data as the abridged copy of the Polish birth certificate. If you need a Polish birth certificate for international use, our service can help you obtain an official, legally recognized copy of the Polish birth certificate.
For countries outside of the multilingual document agreement, we also provide support with obtaining an apostille to ensure the document meets international legal standards.
How to Find and Order Polish Birth Records
To obtain a Polish birth certificate, applications can be submitted in person, in writing, or through an authorized representative. When applying, be prepared to provide essential details such as the full name, exact date and place of birth, and the parents’ names.
Ways to Submit Your Application for Polish Birth Records:
- Registry Office Based on Birth Registration Date: If you know the date and place of birth, submit the application directly to the registry office responsible for the location where the birth was initially registered.
- Any Registry Office in Poland: For births recorded in Poland’s national registry database, you may submit your application at any registry office without specifying the original registration location. This option provides flexibility if the exact registry office isn’t known.
- Online Submission: For added convenience, applications can be submitted through the ePUAP electronic platform (Electronic Platform for Public Administration Services). Note that ePUAP requires user authentication, typically through a Polish bank or other verified methods.
- State Archives for Records Over 100 Years Old: Polish birth records older than 100 years are often transferred from local civil registry offices to the State Archives. These archives store historical records, which can be accessed for genealogical research or legal purposes. We can assist in locating and retrieving these older documents if they are no longer available in local registry offices.
Who Can Access Polish Birth Certificates
A Polish birth certificate can be obtained by the person to whom the record pertains or by specific individuals related to that person. Eligible applicants include:
- The person’s spouse, direct descendants (children, grandchildren), and ancestors (parents, grandparents).
- Siblings and legal representatives (e.g., parents or guardians).
- Individuals with a legal interest in obtaining the document, provided they justify their request with a legitimate reason and submit supporting documentation (e.g., a court order).
- Courts and public prosecutors for official purposes.
- Social organizations when aligned with their statutory goals and justified by public interest.
- Public administration institutions (e.g., municipal offices) when required for fulfilling statutory duties.
Direct descendants (also known as “zstępni”) include children, grandchildren, and great-grandchildren, while ancestors (or “wstępni”) include parents, grandparents, and great-grandparents. Requests for a certified copy of a civil status record can be submitted in person or by an authorized representative.
Apostille and Legalization of Documents from Poland
For anyone needing to use Polish documents abroad, an apostille or full legalization may be required. An apostille from Poland is a simplified form of document legalization used in countries that are signatories to the 1961 Hague Convention. This official certification, attached to documents like Polish birth certificates, marriage records, and other civil documents, verifies their authenticity and allows them to be legally recognized in other member countries.
To obtain an apostille for a Polish document, such as a birth certificate, you must submit the original document to the Polish Ministry of Foreign Affairs (MSZ) in Warsaw. This can be done in person, by mail, or through an authorized representative. The Ministry will attach the apostille certification to confirm the document’s authenticity. Once affixed, the apostille allows the document to be legally recognized in other Hague Convention countries without further legalization steps. Fees and processing times may vary, so it’s advisable to check the Ministry’s official website for up-to-date details.
Countries Covered by the Hague Apostille Convention
An apostille certification is accepted in over 120 countries that are signatories to the 1961 Hague Convention. Here are some of the most frequently requested countries for apostille use:
- Europe: United Kingdom, Germany, France, Italy, Spain, Netherlands, Switzerland, Austria, Belgium, Portugal, Greece, Poland, Norway, Sweden, Denmark
- North America: United States, Mexico
- South America: Argentina, Brazil, Chile, Colombia, Peru, Uruguay
- Asia: Japan, India, South Korea, Israel, Hong Kong
- Oceania: Australia, New Zealand
- Africa: South Africa, Botswana
Blue – In force
If your destination country is not part of the Hague Convention, a full legalization of Polish documents is necessary. This process requires verification by the Polish Ministry of Foreign Affairs, followed by authentication from the consulate or embassy of the country where the document will be used. Full legalization ensures that Polish documents, including civil status records, educational diplomas, and court documents, meet all legal requirements for international use.
Authentication of certificates over 100 years old
Birth certificates that are over 100 years old and stored in Poland’s state archives are considered historical documents, but they can often still be used for official purposes – such as applying for Polish citizenship by descent. In such cases, it is essential that the document is properly authenticated. We offer the possibility of obtaining certified copies with official stamps from the archive, and, if necessary, we can arrange for legalization via apostille. This version can be used in foreign government agencies without the need for further verification of authenticity.
If you have any doubts about which type of authentication is necessary for your case, please contact us – we will help you identify the appropriate procedure depending on the use and the country where the document will be presented.
Birth certificates from Poland during the Partition period
During the period of the Partitions of Poland (1772-1918), Polish territory was divided between three foreign powers: Prussia, Austria and Russia. During this period, birth registrations were carried out according to the laws and language of the occupying administration, meaning that the documents could be written in German, Russian or Latin – depending on the region of origin. In many cases, these records were kept by Catholic or Protestant parishes, or by local civil bodies. Today, the location of these documents can vary: they may be kept in archives in Poland or even outside its current borders, depending on the history of the region.
Below, as an example, we present a birth certificate from the Civil Registry Office in Leszno, issued in 1892. At the time, the city was part of Prussian rule, which means that civil registrations in Leszno at that time were written in German and followed Prussian civil law.
The main places where documents from the Partition period can be found:
- Polish State Archives: These archives maintain a vast collection of civil and church records from various regions, including areas that were once part of Prussia, Austria, and Russia.
- Regional and Diocesan Archives: Church records, particularly for Catholic and Protestant communities, may be stored in diocesan archives, which often cover areas not documented in civil registry offices.
- International Archives: For regions that were historically part of other nations, such as East Prussia or areas now within Lithuania, records may also be found in German or Lithuanian archives.
For research into older documents, it is essential to have accurate knowledge of the original geographical location and historical context of the region, as Poland’s administrative and national borders have changed many times over the centuries. With our professional services, you can count on complete support in researching, locating and interpreting the records that are essential for reconstructing your family history and proving your Polish roots.