How to renounce your residence permit in Poland: a step-by-step guide to canceling your Karta pobytu

Life doesn’t stand still, and sometimes our plans change drastically. Moving to another country, returning to your homeland, or changing the grounds for your stay are all common reasons why foreigners decide to renounce their Polish residence permit (Karta pobytu).

If you have decided to leave Poland permanently or you no longer need your current status, simply packing your bags is not enough. Under Polish law, you are obliged to officially notify the authorities and cancel your Karta pobytu. We have prepared a detailed guide on how to do this correctly to avoid bureaucratic problems in the future.

Why and when should you cancel your Karta pobytu?

According to the Act on Foreigners (Ustawa o cudzoziemcach), if the purpose of your stay in Poland is no longer valid (e.g., you quit your job, dropped out of university, or simply left the country), you are obliged to notify the Voivodeship Office (Urząd Wojewódzki) within 15 working days.

If you fail to do so, the Voivode will still cancel your residence permit as soon as the information reaches the office (e.g., from a former employer). However, submitting the declaration yourself guarantees that you part ways with the Polish migration system on good terms, which is critical if you plan to obtain visas or residence permits in the EU in the future.

How to write the declaration (Oświadczenie / Zawiadomienie)?

There is no single legally mandated form for renouncing a residence permit — the declaration is written in a free format in Polish. The main thing is to clearly state your intention and provide all the necessary details so the inspector can quickly identify your case.

The declaration must include the following information:

  • Your personal data: First and last name (as in your passport), date of birth, citizenship.

  • Contact details: Correspondence address (even if it’s an address outside Poland), phone number, email.

  • Identification numbers: PESEL number, passport series and number.

  • Your permit details: Series and number of the Karta pobytu, as well as the decision number (Decyzja) on the basis of which it was issued.

  • The core of the declaration: A clear statement that you are renouncing your temporary/permanent residence permit due to leaving the country or for another reason.

  • Date and your personal signature.

Example wording: “Niniejszym oświadczam, że zrzekam się zezwolenia na pobyt czasowy udzielonego mi decyzją Wojewody [Name of the Voivodeship] z dnia [Date the decision was issued] nr [Decision number] w związku z trwałym wyjazdem z Polski.” (I hereby declare that I renounce the temporary residence permit granted to me by the decision of the Voivode of… in connection with my permanent departure from Poland).

How and where to submit the documents?

The declaration should be addressed to the Voivode who issued your residence permit decision (even if you later moved to another city).

There are two main ways to submit the documents:

  1. In person at the registry office (Biuro Podawcze) of the Voivodeship Office. Be sure to take a copy of the declaration with you so that the office employee can stamp it with the date of receipt. This is your proof that you met the legal requirement on time.

  2. By mail (Poczta Polska). This is the most convenient option, especially if you have already left Poland. You must send the letter as a registered mail with a return receipt (list polecony za potwierdzeniem odbioru). The date on the postmark will be considered the date of submission.

What to do with the plastic card itself?

The plastic Karta pobytu is the property of the Polish state. When your status is canceled, you are required to return it.

  • You can attach the card itself to your declaration when sending it by mail or submitting it in person.

  • If you have already left Poland and you still have the card, you can send it by registered mail to the address of the Voivodeship Office or hand it over through the Polish consulate in your current country of residence.

Timely renunciation of your residence permit is a simple procedure that demonstrates your responsibility and saves you from potential questions at the borders of the Schengen area in the future.