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
Whether you need a Polish birth certificate for marriage, inheritance, or genealogical research, you can easily order an official copy through our service. While the ePUAP platform (Electronic Platform for Public Administration Services in Poland) is available, it requires user authentication via a Polish bank account, making it less accessible for international clients.
To simplify the process, you can use our form below to request an official copy of a Polish birth certificate with an official civil registry seal. Our team will handle the application on your behalf, ensuring a smooth and efficient process without the need for Polish residency. The cost depends on the place and year the document was created, and we’ll provide a personalized quote based on these details. We strive to respond within 24 hours; however, due to a high volume of requests, response time may occasionally extend to a few days.
Note: Birth records older than 100 years are subject to different regulations. We can order an authenticated copy through the State Archives and arrange an apostille if needed.
The waiting time for the requested birth certificate may vary depending on the availability of records and the year of registration, as some documents are stored in registry offices while others are held in state archives. We will be able to provide an estimated processing time once we receive your request through the contact form.
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:
Abridged Extract: This document provides the current data recorded in the civil status entry. It reflects any updates or changes made to the original record over time.
Full Extract: The full extract contains more detailed information than the abridged version. It is an exact copy of the original civil status entry, including all information recorded at the time of registration and any subsequent changes, such as name changes or other modifications.
Obtaining Polish Birth Certificates for International Use
A multilingual abridged extract of a Polish birth or marriage certificate is often required for legal use abroad, such as for marriage, citizenship, or inheritance purposes. This document simplifies the process, as it does not require translation or notarization in many countries. If you need a Polish birth or marriage certificate for international use, our service can assist you in obtaining an official, legally recognized copy.
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
Red – Acceded but not yet 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.
Finding Polish Birth Records from Before 1945
For those researching Polish birth records from before 1945, the process may differ from obtaining more recent records. Older records are often stored in state archives rather than local civil registry offices, as many registry offices no longer hold records from this period. Depending on the specific region and historical changes in Poland’s borders, these records might be located in archives within Poland or, in some cases, in neighboring countries.
Below, as an example, you’ll find a birth certificate from the Civil Registry Office in Leszno, issued in 1892 and written in German.
Key locations for pre-1945 records include:
- 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.
When searching for older records, it’s helpful to know the exact location and historical context of the area, as administrative boundaries have changed significantly. Our professional services can assist in navigating these archives and locating records crucial for tracing Polish ancestry from this period.