Warsaw 19115 - City Contact Center

Here you can find out what you need to do to get the following certificates from the civil registrar’s office:

• about the marital status,
• about the data contained or not contained in that register concerning a designated person, 
• about not having a vital record.

1. Pay stamp duty - see the Fees section for details.
2. Submit an application for a certificate and the required documents to the office. You can do this in a number of ways - see section Place of submission and collection for details.
3. Once your application has been processed, we will issue the certificate you need or a decision to refuse it.

1. Application for a certificate.
2. Proof of payment of stamp duty, such as a transfer receipt or a receipt that you will receive at the office cashier's desk or the stamp duty machine.
3. A document that proves your legal interest if you have no statutory entitlement to a certificate. See the Notes section for details.
4. Identity document (identity card or passport) to be presented.
5. If you wish to handle the matter through an attorney, prepare an appropriate power of attorney. If you wish to submit a copy of such a power of attorney it must be certified as a true copy by:
   • a notary or
   • an attorney or legal adviser who is an agent in the case or
   • the authorised official in charge of the case. In such a case, you must also present the original document.

If you would like to check what rights you have in relation to the processing of your personal data in this case, please read our Information Clause.

The amount of stamp duty depends on the type of certificate:

• PLN 38 - for a certificate of marital status, 
• PLN 24 - for a certificate on data included or not included in the civil status register concerning a designated person,
• PLN 24 - for a certificate of not having a vital record.

Possible additional charges:

• PLN 17 - stamp duty for submitting a document that confirms the granting of a power of attorney. A power of attorney that you grant to a spouse, ascendant (parent, grandparent), descendant (child, grandchild, great-grandchild) or sibling is exempt from the fee.
• PLN 17 - stamp duty for a multilingual form that you can obtain for a certificate of marital status.

You can pay the fee:

• by transfer to the office's bank account:
  Urząd Miasta Stołecznego Warszawy
  Centrum Obsługi Podatnika
  21 1030 1508 0000 0005 5000 0070
  In the title of the transfer write what the fee is for, e.g.: "Stamp duty for the certificate of marital status of Jan Kowalski". - specify what kind of certificate you are paying for and the name of the person to whom the certificate relates.
• at any cash desk of the City Hall of Warsaw,
• at a stamp duty machine at any of the Civil Registrar’s Offices of Warsaw - if available.

You can pay for a multilingual form:

• by transfer to the bank account:
  Urząd Miasta Stołecznego Warszawy
  23 1030 1508 0000 0005 5000 1004
  In the title of the transfer write what the fee is for, e.g.: "Fee for the multilingual form of Jan Kowalski". - put the name of the person to whom the certificate relates.
• at any cash desk of the City Hall of Warsaw,
• at a stamp duty machine at any of the Civil Registrar’s Offices - if available.

You can submit the application:

1. at the Civil Registrar’s Office of your choice, 
2. [!] You will not be able to submit an application in the office on ul. T. Chałubińskiego 8 (Movement of Foreigners section) and at the office on ul. Falęcka 10 and in the office on al. Solidarności 90.
3. via the ePUAP website,
4. by post.

[!] An application for a certificate about not having a vital record should be submitted to the Civil Registrar’s Office where the record should be kept.
[!] You may submit an application for a certificate on the data entered or not entered in the civil status register concerning a designated person and an application for a certificate of marital status at any Civil Registrar’s Office in Poland.
I am applying online
You must have a "profil zaufany" (trusted profile) or a qualified signature to use this option. If you do not yet have a trusted profile - set one up online.

1. Visit the Electronic Platform for Public Administration Services (ePUAP) - epuap.gov.pl.
2. Fill in the application form and select the payment method.
3. Attach the required documents.
4. Choose how you would like to receive the certificate.
5. Submit the application.

You can obtain the certificates in the form of an electronic document. 
[!] The electronic certificate may only be used in the information systems of the institutions to which it is forwarded. A printout of such a certificate is not an official document.
I submit an application to the office

1. Find out exactly where you can submit the application.
2. Download and complete the relevant application form. Sign it.
   [!] Application forms can be found in the Downloads section. They are also available at the office.
3. Pay the stamp duty for the issue of the certificate (see the Fees section for details).
4. Attach the required documents to the application.
5. Submit an application at any Civil Registrar’s Office or send it by post to its address.

How we will provide you with the certificate
You will receive the certificate in the form you request: paper or electronic. We will forward them to you by the means specified in the application: in person at the office, by registered post or by e-mail.

Civil Registrar's Office of the City of Warsaw.

• Up to 7 working days from the date of application - if the record is in the electronic central register of civil status.
• Up to 10 working days - if the record was made at another registry office and has not yet been transferred to the register.

The head of the Civil Registrar’s Office may refuse to issue a certificate  if you are not entitled to receive it, e.g. the information you are requesting relates to another person and you do not demonstrate a legal interest in obtaining it. You will then receive an administrative decision to refuse to issue the certificate. You have 14 days from the date of receipt of such a decision to lodge an appeal. Address your appeal to the Voivode, Governor of Mazowieckie, but submit it to the head of the Civil Registrar’s Office who issued the negative decision.

1. The civil status certificate can only be obtained by the person concerned (art. 49 sec. 3 of the Registry Office Records Act).
2. Certificates on the data entered or not entered in the civil status register concerning a designated person may be obtained by: 
   • the person to whom the certificate relates and their spouse, 
   • ascendants: parents, grandparents, great-grandparents, 
   • descendants: children, grandchildren great-grandchildren and siblings, 
   • legal representative, 
   • legal guardian (must present a final court order),
   • other persons who demonstrate a legal interest on the basis of a document.
     
     [!] You have a legal interest if you need to present a certificate to handle your case, e.g. in court or administrative proceedings. In order to demonstrate such a legal interest, you must present a document to the Civil Registrar’s Office that proves such a need, e.g. a subpoena from the court for a certificate.
3. A certificate about not having a vital record can be obtained by a person:
   • to which the document confirming the event (e.g. birth) relates,
   • who demonstrates a legal interest,
   • who demonstrates a factual interest in the reconstitution of the death document.
4. A multilingual standard form for the official document (auxiliary translation) is issued for civil status certificates. The form is not a stand-alone document. It can only be presented with the document for which it was issued, such as a certificate of marital status.
5. You can apply for a form:
   • at the same time as the application for the document to which it is to be attached,
   • after the document to which it is to be attached has been issued, provided that it was issued at the Civil Registrar’s Office. In this situation, you must also submit this document with your form application.
     [!] In your application for the form, you must indicate the language of the Member State of the European Union in which the multilingual form is to be drawn up.

1. Act of 28 November 2014 - Registry Office Records Act.
2. The Stamp Duty Act of 16 November 2006.
3. Act of 4 April 2019 on the submission of certain official documents in the Member States of the European Union.

Version 1.0 of 18.03.2024.