Applying for a certificate of residence in Poland
If you live in Poland you may occasionally need to produce a certificate of residence. The Dutch embassy in Warsaw can draw up this document for you.
To apply for a certificate of residence by email, follow the steps below.
Step 1: Gather the documents that you need
To apply for a certificate of residence you will need:
- a valid Dutch passport or Dutch ID card.
- proof of address. This can be proof of registration with your municipality or, if this is not available in your country, a bank statement or utility bill from the past month bearing your name and address, or a rental contract bearing your name and address.
- proof that you are legally resident in the country in question, for example a residence permit, work permit or student visa.
When you have gathered all the documents, make a PDF of each document. Please note: photos of documents will not be accepted.
If you are applying for a certificate of residence for a child aged under 18, you will also need a copy of their birth certificate to prove you are their parent.
In addition to the previously mentioned documents, you must also bring proof that you have been deregistered from the Municipal Personal Records Database in the Netherlands. This proof of deregistration may not be older than 6 months at the time of applying for the certificate.
Step 2: Email the documents to the embassy
Send an email to the Dutch embassy in Warsaw:
In your email you should state:
- the type of document you need (in the subject line)
- your initials and surname (in the subject line)
- your phone number
- why you need the certificate. This will be included on the certificate.
Attach the required documents to your email as PDFs.
You may be asked to send extra documents if your application is not complete, if anything is unclear or we have questions.
You can use the smartphone app KopieID to make a secure copy of your identity document using your phone or tablet. Find out more about the KopieID app on Rijksoverheid.nl (information in Dutch).
If the attachments exceed the maximum size for 1 email, divide the documents over 2 or more emails.
Step 3: Pay the fee
Applying for a consular certificate costs money. Once we have established your application is complete, you will receive an email containing:
- Your reference number.
Give this number as the payment reference when you pay the fee. If you do not, it may take longer for your certificate to be issued. - Information about how to pay.
You will need to transfer the amount in euros to account of the Ministry of Foreign Affairs in The Hague.
Follow the payment instructions in the email.
The fee for a consular certificate is €30.
Step 4: Receive the certificate
Once your payment has been received and processed, it will take on average 10 working days to process your application. If you are asked to send extra documents because your application is not complete, it will take longer.
Once your payment has been received and processed, you will receive the certificate by email.
You will receive a multilingual standard form in Dutch, English, French and German. If you need the declaration/certificate in another language, you will need to have it translated by a sworn translator. Ask the organisation requesting the certificate whether you need to have it and/or the translation legalised.
Contact
If you have any questions, please do not hesitate to contact us.