Residence Card Renewal and Replacement in Poland — What to Do When Your Karta Pobytu Expires or Needs Updating

Your karta pobytu (residence card) does not renew itself. If you want to stay in Poland after it expires — or if your personal details have changed and the card no longer reflects them — you need to file the right application. This guide explains when to file, what documents you need, and what it costs.

Note for Ukrainian nationals: If your stay in Poland is based on temporary protection (PESEL UKR / the special act), different rules may apply to your situation. Under-the-law extensions may already cover your stay — check the current status at migrant.wsc.mazowieckie.pl or ask the Dopomo assistant.

Two Different Applications — Don't Confuse Them

Before you do anything, it is important to understand that there are two separate procedures:

Mixing up these two procedures can delay your case or result in a refusal. Both are explained below.

When Your Permit Is Expiring — Apply for a New One

The karta pobytu is issued for the duration of your permit. You cannot "renew the card" without applying for a new residence permit.

When to apply?

You must file your application for a new residence permit before your current permit expires. An application submitted too early — when the only reason is the approaching expiry — may be refused. The guidance from the Polish authorities (UDSC) is to submit the application no sooner than approximately one month before expiry (source: gov.pl/udsc, r5-wymiana-dokumentow).

What happens to your legal stay after you apply?

Filing a new permit application before your current permit expires keeps your stay legal while the case is processed — you will receive a passport stamp or a certificate confirming this. You do not need to leave Poland during the proceedings, as long as you filed on time.

If you file after your permit has expired, your stay is unlawful from the day it expired until the day you filed. This can trigger a return order and an entry in the foreigners' register.

How to apply for a new permit (via MOS)

Since 27 April 2026, residence permit applications are submitted through the MOS portal (Moduł Obsługi Spraw) at mos.cudzoziemcy.gov.pl. The process:

1. Log in to MOS and select the purpose of stay matching your situation (work, family, studies, etc.).
2. Complete the application form and attach supporting documents.
3. Pay both fees — see the fee table below.
4. Attend biometric data collection at the voivodeship office in person (fingerprints and signature).
5. Wait for the decision. Processing times vary significantly by voivodeship.

Exchanging the Card — When Your Permit Is Still Valid

If your permit is still valid but the physical card needs replacing, you file a separate application to exchange the card. This applies when:

• the card has been damaged
• your personal data changed (e.g. surname change, change of address)
• the card has expired, but it was issued for a permanent residence permit, long-term EU resident permit, or humanitarian residence consent (which are themselves indefinite — only the card has an expiry date)
• the card has been lost or stolen

Source: mos.cudzoziemcy.gov.pl (mos2-opcje-pobyt-w-pl-polska-karta-pobytu-wymiana-lub-nowa-karta-pl).

Deadline for submitting a card exchange application

When the reason is expiry of the card, submit the application approximately one month before the card expires. An application filed too early — when there is no other reason than approaching expiry — will be refused (source: gov.pl/udsc r4-exchange-of-documents).

For data changes or physical damage, there is no minimum waiting period — file as soon as the reason arises.

How the card exchange procedure works

1. Complete the appropriate card exchange application.
2. Attach required documents and proof of payment.
3. Submit in person at the voivodeship registry office, or send by post to the Office.
4. After verification, you will receive a summons by post to attend biometric data collection.
5. The estimated time to produce the new card is approximately two weeks from the date fingerprints are taken and any formal deficiencies are resolved.
6. Card collection is in person — you will receive an SMS with the collection date.

Source: gov.pl/udsc-en/exchange-of-documents (udsc-en-r4-exchange-of-documents).

Fees

Fees for issuing and exchanging a residence card (Mazowieckie Voivodeship, April 2026):

Source: migrant.wsc.mazowieckie.pl/wskazowki/oplaty (wojewodzki-mazowieckie-oplaty); also confirmed in udsc-en/stamp-duties.

Note: the card fee is separate from the permit application fee (opłata skarbowa). When applying for a new permit, you pay both — the permit fee (PLN 340–640 depending on the permit category) and the card issuance fee (PLN 100).

What Happens if Your Card Expires Without a Filed Application?

Letting your permit expire without filing a new application means:

• Your stay becomes unlawful from the day after expiry.
• You may receive a return order.
• Time spent with an unlawful stay may not count toward the qualifying period for permanent residence or long-term EU resident status.
• Your bank account, health insurance, and employment may be at risk — employers and institutions typically require a valid residence title.

The key rule: file before, not after. If you have already missed the deadline, contact your voivodeship office or a migrant support organisation as quickly as possible — some situations allow for late applications with justification.

Documents Required for a New Permit Application

The core document set for most temporary residence categories:

• Biometric photo — 35×45 mm, taken within the last 6 months, light background, face uncovered, neutral expression
• Valid passport — plus a copy of every used page
• Proof of housing — rental contract, ownership deed, or a certified statement from the property owner
• Proof of stable income — employment contract, recent payslips, or income certificate
• Health insurance — NFZ confirmation or a private policy covering the intended stay

Each permit category requires additional category-specific documents (employment contract for work-based permits, university admission letter for study permits, etc.). Always verify the checklist with your own voivodeship office.

Voivodeship Variation

Although the law is national, voivodeship offices vary in practical sub-procedures: appointment booking systems, acceptable proof formats, and biometric scheduling. Before filing, always check your voivodeship's website — search for urząd wojewódzki + your city + cudzoziemcy. Mazowieckie (Warsaw) uses the Portal Cudzoziemca inPOL; other voivodeships have their own systems.

Quick Reference: What to File and When

• Permit expiring and you want to stay → file a new permit application via MOS, no sooner than one month before expiry, and always before the expiry date.
• Card damaged or data changed → file a card exchange application promptly.
• Card expiring but permit is indefinite (permanent, long-term EU) → file a card exchange application around one month before the card expires.
• Ukrainian national with PESEL UKR → your stay may be extended automatically by law; verify your current status.

Do not wait until the last moment. Voivodeship offices are busy, and the wait for a biometric appointment can run to several weeks.

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