Polish Police Certificate Translation

Do You Need to Translate Your Polish Police Certificate?

You may be applying for UK Indefinite Leave to Remain (ILR), settlement, or British citizenship. If you have lived in Poland for 12 months or more during the relevant period, you must provide a police certificate from Poland. That certificate is the Zaświadczenie o niekaralności from the Krajowy Rejestr Karny (KRK). It is written entirely in Polish, so you need a certified English translation before UKVI will accept it.

Polish is one of the most common foreign languages in the UK. Hundreds of thousands of Polish nationals live here. Many are now reaching the five-year mark for ILR, so demand for certified Polish police certificate translation has grown a lot. This guide explains everything you need to know.

UKVI Requirement for Polish Police Certificates

For ILR applications (SET(O), SET(M), and similar), UKVI wants a police certificate from every country where you lived for 12 months or more during the qualifying period. A Polish KRK certificate must come with a certified English translation. A qualified translator must do the work and add a certification statement.

The KRK certificate must be recent. In most cases it must be no more than 3 months old on the day you apply. Leave enough time to get the certificate and have it translated before your ILR appointment.

Understanding the Polish Criminal Record System (KRK)

The Krajowy Rejestr Karny (KRK) is Poland's National Criminal Register. The Ministry of Justice of Poland (Ministerstwo Sprawiedliwości) runs it. It holds convictions and other court records for Polish citizens, and for foreigners with a Polish criminal record. Here is what you need to know:

What KRK Records

The KRK holds final criminal convictions from Polish courts. It also holds conditional dismissals (warunkowe umorzenie), penalties, suspended sentences, probation orders, and restrictions. It may also include records from other EU member states through the ECRIS system.

What the Certificate Shows

A certificate of no criminal record (zaświadczenie o niekaralności) says the named person is not listed in the register. A certificate that shows entries (zaświadczenie o karalności) lists every recorded conviction, with case details, penalties, and court references.

Types of KRK Query

There are different query types (zapytanie). One is for people asking about themselves (zapytanie o udzielenie informacji o osobie). Another is for official bodies. For a UK visa, you want the personal query, which gives you a zaświadczenie o niekaralności.

Spent Convictions (Zatarcie Skazania)

Polish law wipes a criminal record (zatarcie skazania) once a set period has passed after the sentence ends. A wiped conviction does not appear on the KRK certificate. The certificate shows exactly what the register holds on the day it is issued.

How to Obtain Your Polish KRK Certificate

Option 1: In Poland (Fastest)

You can apply in person at any District Court (Sąd Rejonowy) that handles KRK matters. You can also go straight to the KRK office of the Ministry of Justice in Warsaw. In-person applications are fast, often same day or within 1–3 days. The fee is PLN 30 for a certificate of no convictions.

Option 2: Online via e-KRK Portal (Recommended for UK Residents)

The e-KRK portal (ekrk.ms.gov.pl) lets Polish citizens apply online with a Trusted Profile (Profil Zaufany) or a qualified electronic signature. You get the certificate as a signed PDF. UK visa teams usually accept a printed electronic KRK certificate, as long as it has a valid QR code or electronic signature that can be checked.

Option 3: By Post

You can post your application to the Ministry of Justice KRK department. This is slower (2–4 weeks), but it works if you cannot use the e-KRK portal. Include a certified copy of your ID, the application form, and the PLN 30 fee.

Option 4: Through the Polish Embassy in London

The Polish Embassy and consulates in the UK can help Polish nationals with KRK applications. This route takes 3–6 weeks. It is the slowest option, so plan well ahead if you use it for an ILR application.

Format and Content of the Polish KRK Certificate

Knowing what is on your KRK certificate helps you check that the translation is complete and accurate:

Header Information

The Ministerstwo Sprawiedliwości (Ministry of Justice) header, the KRK reference number (sygnatura), the date of issue, and the query type (kategoria zapytania). All of these must be translated.

Personal Data Section

Full name, date of birth, place of birth, national ID number (PESEL), and parents' names as they appear on the query. These must match your passport. If anything differs, the translation should flag it.

Certificate Statement

For a clear record, it reads: "Nie figuruje w Kartotece Karnej Krajowego Rejestru Karnego" (Does not appear in the Criminal Records Register of the National Criminal Register). This key phrase must be translated exactly.

Conviction Entries (if applicable)

If the certificate records convictions, each entry shows the court name and location, the case number (sygnatura akt), the offence (czyn), the legal basis (podstawa prawna), the sentence (kara), the sentence date, and any notes on enforcement or expiry.

Official Seal and Signature

The certificate carries the official seal of the Ministry of Justice and the signature or stamp of the official who issued it. On electronic certificates, a QR code takes the place of the physical stamp.

ECRIS Information

Poland is linked to ECRIS (European Criminal Records Information System). So the certificate may include convictions from other EU member states. This cross-border section must be translated too.

EU Apostille on Polish Police Certificates

Poland has been part of the Hague Apostille Convention since 2005. The Ministry of Foreign Affairs (Ministerstwo Spraw Zagranicznych) issues apostilles on Polish documents. The relevant district court can also issue them.

Do you need an apostille for a UK visa?

For most UK visa and ILR applications, an apostille on the Polish KRK certificate is not required. A certified translation is enough. If your certificate already has an apostille, perhaps from another purpose, have the apostille text translated as well.

Electronic KRK certificates and apostilles

Electronic KRK certificates from e-KRK carry a qualified electronic signature and a QR code for checking. Poland does not issue apostilles for electronic documents. UKVI usually accepts printed electronic certificates. If in doubt, check with your solicitor.

Polish Language Challenges in Police Certificate Translation

Polish Legal Terminology

Polish criminal law uses exact terms for offences, sentences, and court steps. Each one needs a precise translation. "Warunkowe zawieszenie wykonania kary" (conditional suspension of sentence) is not the same as "warunkowe umorzenie postępowania" (conditional discontinuance of proceedings). The two have a different legal status when UKVI assesses your case.

Grammatical Cases Affecting Names

Polish changes the endings of names to fit the grammar of a sentence. So "Piotr Kowalski" can appear as "Piotra Kowalskiego" in a legal document. The translator must work out the base form of each name and match it to the spelling in your passport.

Special Polish Characters

Polish uses special letters: ą, ć, ę, ł, ń, ó, ś, ź, ż. They matter. Dropping them can change the meaning of a word or the spelling of a name. A UKVI translation must keep these letters, or add a note where a plain-letter version has been used.

Court Name Formats

Polish courts sit in a set order, and each level has its own name: Sąd Rejonowy = District Court, Sąd Okręgowy = Regional Court, Sąd Apelacyjny = Court of Appeal. Each court is also named after its town or city. Court names must be translated accurately, and the same way every time.

Step-by-Step: Translating Your Polish KRK Certificate

Obtain a Recent KRK Certificate

Apply for your Zaświadczenie o niekaralności no more than 3 months before the date of your ILR application. These routes work best:

e-KRK portal (ekrk.ms.gov.pl) — fastest if you have a Profil Zaufany
In person at a Polish District Court or Polish Embassy
By post to the Ministry of Justice KRK department

Scan or Print Your Certificate

For a paper certificate, scan at 300 DPI. Check that the official seal and signature are clearly visible. For an electronic e-KRK certificate, print the PDF and check the QR code is readable. Then upload the clearest version you have.

Upload for Instant Quote

Upload your KRK certificate. Our system spots that it is Polish and gives you a price at once. Most KRK certificates are 1–2 pages. Standard service is £17.99/page.

Choose Delivery Speed

Standard (24 hours)£17.99/page

Perfect for planned ILR applications

Rush (8 hours)£29.99/page

For urgent ILR or visa deadlines

Receive and Submit

You get your certified English translation by email as a professional PDF. Print it and add it to your ILR bundle next to the original Polish certificate.

Common Questions About Polish Police Certificate Translation

Do I need a KRK certificate for ILR if I've lived in the UK throughout?

You need a Polish KRK certificate if you spent 12 months or more in Poland during the ILR qualifying period. If you lived in the UK the whole time, with no long stays in Poland, you may not need one. Check the rules for your visa route in the ILR guidance that UKVI publishes.

How long is a Polish KRK certificate valid?

UKVI usually wants a police certificate issued in the last 3 months. Do not get your KRK certificate too early. If your application is delayed, you may need a fresh one. Allow at least 2–4 weeks to get the certificate, plus 24 hours for the translation.

My KRK certificate shows a caution or conviction. What should I do?

If your KRK certificate shows any criminal record, get specialist immigration legal advice before you apply. What the offence was, how serious it was, and how long ago it happened all affect whether it blocks your ILR. Translating a certificate with convictions follows the same process. We translate everything accurately, whatever it says.

Can I use my e-KRK electronic certificate or do I need a paper one?

Electronic e-KRK certificates are usually accepted for UK visas. Print the PDF and upload it for translation. Make sure the QR code is included and easy to read. If UKVI later questions whether the document is genuine, that QR code links to the official check.

Is a translation of the Polish KRK certificate different from other police certificate translations?

Yes. Polish KRK certificates contain items you will not see elsewhere: the official KRK statement, the PESEL number, and ECRIS entries. Reading them takes knowledge of Polish criminal law. Our translators know the KRK format and the legal terms it uses. A Thai police certificate, for example, comes from a completely different system.

Does the Polish police certificate need an apostille for UK ILR?

No. For UK ILR applications you need a certified translation of your KRK certificate, but not an apostille. You would only need an apostille if you were using the document in another country that asks for one. For the UK, the certified translation is enough.

Polish KRK Translation Checklist

Get your KRK certificate no more than 3 months before your ILR application
Check every page is clear, including the official seal and the QR code on electronic certificates
Check that your name on the KRK certificate matches your passport
Upload it to a UKVI-certified Polish translation service for an instant quote
Receive certified translation within 24 hours
Send both the original KRK certificate and the certified translation with your ILR application

Polish Police Certificate Translation for UK Settlement and ILR