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. Apply to the office for a civil status certificate. Forward it to the office together with the required documents. You can do this in several ways – details can be found in the Submission and Collection Location section.
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. Request for (choose the appropriate one for your case):
   • a certificate on data entered or not entered in the civil status register
   • a civil status certificate
   • a multilingual form
   • a certificate of not having a civil status book
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. IPower of attorney – if you are represented by an attorney in the case. If you wish to submit a copy of the power of attorney, it must be certified as a true copy by one of the following persons:
   • a notar,
   • an attorney or legal adviser who is an agent in the case,
   • 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 (490 kB).pdf.

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 5 – stamp duty for certifying a document's copy as a true copy of the original by an office employee. We charge a fee for certifying each page started. We will not charge this fee if you are submitting original copies or documents that have already been certified as true copies of the originals.
• PLN 17 - stamp duty for a multilingual form that you can obtain for a certificate of marital status.

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 XXX XXX" - put the name of the person to whom the certificate relates.
• cashless on-site – if there is a terminal, payment machine, etc. available where you submit the application,
• at the cash desk of one of the following the district offices: Białołęka, Praga-Południe, Targówek, Ursus, Ursynów, Wilanów.

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 XXX XXX" - 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,
• cashless on-site – if there is a terminal, payment machine, etc. available where you submit the application.

You can submit the application:

1. In person
   • at the chosen Civil Registry Officer's seat, 
     [!] You cannot submit a request at the seat on ul.T. Chałubińskiego 8(Foreign Civil Registry Department) or on ul. Falęcka 10.
2. via the Internet at mobywatel.gov.pl
3. by post to the address of the Civil Registry Officer of your choice.

[!] 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 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.

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 website of the Republic of Poland "Obtain a certificate of marital status".
2. Select the method of submitting documents – via the ePUAP or e-Delivery box. 
3. Prepare the request and the required documents. Attach them, enter the message and send it.

[!] E-Deliveries s the electronic equivalent of a registered letter. If you want to use this system, you must apply for an AED (address for electronic delivery). You can find out more about it at https://www.gov.pl/web/e-doreczenia.

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.

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.