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Hiring in Poland

Background checks in Poland

Employment options in Poland

Language requirements in Poland

Corporate payroll requirements and payroll setup in Poland

Easily hire employees in Poland with our EoR solution

Employer of record in Poland

Hiring employees in a foreign country usually means setting up a local legal entity. And, while the process is different in each country, it’s often time-consuming and expensive. If you only want to take on a handful of employees in Poland, it’s probably not worth the hassle.

One common alternative is to take on workers as independent contractors instead of employees. But this approach is risky, because, like many countries, the Polish government takes issues of employee misclassification seriously. Employers that are found to have misclassified employees as self-employed contractors can be fined up to PLN 30,000 (around EUR 7,000).

Thankfully, there is another solution: engage workers through an employer of record, or EoR.

What is an employer of record (EoR)?

An employer of record (EoR) is an organisation that hires employees on behalf of other businesses. When you engage workers through an EoR, the EoR acts as those workers’ legal employer and manages things like payroll, tax withholding, and benefits administration on your behalf. They may also provide additional HR services like onboarding and answering employee queries.

Using an employer of record in Poland

Using an employer of record in Poland allows you to compliantly hire Polish workers without the hassle of setting up a legal entity. You also won’t need to worry about the potential of employee misclassification that comes with taking on workers as independent contractors.

These days, there are many companies offering employer of record services in Poland, so it’s important to carefully choose your provider to ensure they can meet your needs. For example, at CXC, we have been providing EoR services around the world for more than 30 years.

Our team are experts in local and international employment law, which means we’ll ensure your Polish operations are smooth and compliant.

Hiring in Poland without an EoR

If you choose to hire employees without the help of an EoR service provider, you’ll need a thorough understanding of the rules and regulations that govern employment in Poland. You’ll also need to familiarise yourself with the norms and expectations of workers in Poland, so you can give your Polish team the positive employee experience they deserve. In this guide, we’ll take you through some of the main things you’ll need to know to hire employees in Poland.

Hiring in Poland

Each country has its own rules and regulations when it comes to hiring employees. In Poland, job hiring rules are mostly set out in the Labour Code Act of June 26, 1974, which defines the rights and obligations of employers and employees. This piece of legislation provides minimum conditions for things like working hours, minimum wage, and workplace health and safety. Generally speaking, employment law in Poland tends to be quite favourable to employees.

9 steps to hire in Poland

Companies that want to hire in Poland need to meet certain requirements in order to do so compliantly and legally. There may be more extensive requirements for foreign companies or companies hiring foreigners in Poland.

Here are the nine steps that make up the hiring process in Poland:

Prepare an employment contract: The first step in job hiring in Poland is to draft an employment contract. It’s best practice to provide a written contract, though verbal contracts are technically acceptable. The contract should also be in Polish, although you can choose to provide a bilingual contract.
Sign the employment contract: In Poland, employment contracts typically need to be signed on paper, using a ‘wet signature’. An exception is when both parties possess a ‘qualified electronic signature’, but this is rare for employees. Regular electronic signatures (like those created through DocuSign and other providers) are not acceptable.
Sign mandatory employment documents: There are certain mandatory documents that employers must provide to their employees in Poland. These include a questionnaire for employees, a personal data processing information clause, and a work terms and conditions statement.
Sign optional employment documents: Employers in Poland can also choose to have their employees sign additional documents, such as non-disclosure agreements, non-competition agreements, or remote work agreements.
Open employee files: Employers in Poland are required to create and maintain a personal file for each employee. This file should include all relevant employee documents, including those gathered during the recruitment process and those related to the employment relationship. Employers can choose whether to maintain this file in physical or electronic format.
Mandatory medical examination: Medical examinations are a key part of the hiring process in Poland. Each employee must obtain a medical certificate that confirms their ability to work in any given position. The employer has to organise and pay for this medical examination before the employee can start work.
Mandatory OHS training: All employers in Poland have to provide their employees with initial occupational health and safety (OHS) training before they start a job. They must also provide periodic training during their employment.
Register employees in ZUS: When you hire an employee in Poland, you have to register them with the Social Security Office (ZUS). Employers have to do this within 7 days of each new employee’s start date.
Enrolment to PPK: As of 2018, employers have to enrol employees between the ages of 18 and 55 in an Employee Capital Plan (PPK) once they have been employed for at least three months. This is a private long-term savings plan designed to help employees put money aside for the future. Employees can choose to opt out of the PPK if they want to.

Background checks in Poland

Background checks in Poland are legal, but they are quite limited. Employers must take care to adhere to data protection laws and must get the candidate’s consent before they carry out certain checks. Common background checks in Poland include criminal record checks, reference checks and employment history verification.

Permissible background checks in Poland

In Poland, background checks are not obligatory but are common in certain industries. For example, employees working in sensitive sectors like healthcare, education, law enforcement, or financial services are usually subject to background checks.

These checks might include criminal record checks, employment and education verification, and reference checks. For roles in financial services, employers may also perform a credit history check to assess the candidate’s financial integrity and reliability.

Criminal records checks in Poland

Employers in Poland can only request information on an employee’s previous convictions if it is required by law or to check if an employee has the right to work in a particular role. Personal data related to criminal convictions can only be processed by official authorities, so employers wishing to carry out a criminal background check in Poland have to make a request to the National Crime Register.

Limitations on background checks in Poland

Background checks in Poland are subject to strict limitations. Employers may only carry out background checks if the information they are seeking is laid out in the Labour Code or in other acts relating to specific roles or industries. Employers must also get candidates’ consent before carrying out any checks. If an employee withdraws their consent for a background check (including a criminal record check), this can’t be used against them as a reason for refusing employment.

Specific restrictions also apply to each type of employee background check in Poland. For example, employers can carry out verification of a potential employee’s work history, but they can only request a limited set of data that confirms the employee’s ability to perform the job they’re being hired for. Employers are not permitted to contact schools attended by candidates to confirm the authenticity of their certificates and qualifications.

Social media checks are also subject to strict limitations. Verifying candidates’ profiles on professional sites like LinkedIn is generally permissible, but browsing private profiles might constitute a breach of privacy under Polish law. Employers should be very wary of carrying out this type of background check in Poland.

Does Poland require a criminal background check for work visas?

The Polish government requires applicants for visas or residence permits to undergo a background check that includes a check for previous criminal convictions. Having a criminal record doesn’t necessarily mean that someone will be unable to obtain a Polish visa — the rules are different depending on the type of unlawful history.

Employment options in Poland

If you want to hire in Poland, it’s important to consider which employment option is most appropriate for your situation and the work you want the worker to complete. For example, you might take on a worker as an independent contractor if the work is of a short-term nature and is secondary to your main business activity. In other situations, it might be more appropriate to hire an employee, either on a full-time or part-time basis.

3 main employment options in Poland

Here are the three options businesses have available when hiring in Poland:

Employee: Employees in Poland are workers who have signed an employment contract with their employer. They might be hired on an open-ended or fixed-term basis, and they are usually subject to a probationary period. Polish law prohibits employers from discriminating against employees because they work part-time or on a fixed-term contract.
Independent contractor: An independent contractor in Poland is someone who is engaged under a civil law agreement, not an employment contract. However, a worker with a civil law agreement may be deemed an employee if they are subject to the supervision of the employer, and the employer controls the time and place of the work and how it is completed. Employers of independent contractors must still register them with the Social Insurance Institution (ZUS) within seven days of their start date.
Agency worker: Agency workers in Poland are commonly used to cover short-term needs, such as seasonal work or the temporary absence of a permanent employee. However, there are limitations on how companies can use this type of worker. For example, employers can only employ an agency worker for a total of 18 months within a 36-month period.

The importance of proper worker classification in Poland

If you hire employees in Poland, it’s important to ensure they’re correctly classified. In the eyes of the law, the contract you have signed with a worker doesn’t matter as much as the actual nature of your working relationship.

That means that, if you have taken on someone as an independent contractor when the nature of the work implies, they are really an employee, you could face fines and penalties. This can also be very damaging to a company’s reputation, as it means depriving workers of the rights, protections, and benefits they would be entitled to as employees.

Using an EoR: an alternative hiring option in Poland

Of course, there is also a fourth employment option in Poland: hiring employees through an employer of record (EoR). This is a particularly attractive solution for foreign businesses that want to hire employees in Poland without the hassle of setting up a legal entity, and without opening themselves up to potential employee misclassification claims.

Language requirements in Poland

Documents related to employment in Poland legally have to be written in Polish. However, it’s possible to provide employees with a bilingual version of these documents if they don’t speak the language. If there is any discrepancy between the two versions of an employment document in Poland, the Polish version prevails.

Language requirement for permanent residency in Poland

Applicants for long-term residence permits in Poland or Polish citizenship need to prove that they have a certain level of written and spoken Polish to have their application accepted. To meet this requirement, they must show either:

A state certificate of knowledge of Polish at least at level B1 on the Common European Framework of Reference for Languages (CEFR)
A diploma showing they have studied in Poland with Polish as the language of instruction
A degree certificate showing they have studied abroad with Polish as the language of instruction

Corporate payroll requirements and payroll setup in Poland

The corporate presence requirements for hiring employees in Poland depend on where your business is based. Businesses based in EU countries don’t necessarily need to have a local corporate presence, but they do need to meet certain compliance requirements for payroll. Companies based outside of the EU need to set up a local entity in order to hire in Poland.

In theory, all companies can hire independent contractors in Poland without the need for a local corporate presence. However, this is a risky approach, because it could open up your business to claims of employee misclassification. Businesses operating in Poland may also be deemed to have a ‘permanent establishment’ there, which means they are liable for corporate taxes. Permanent establishment can be triggered even if the company doesn’t have a legal entity in Poland.

Setting up payroll in Poland

To set up payroll in Poland, companies need to register with the Polish Tax Authority and be issued with a Polish tax identification number (NIP). They also need to register with the Polish Social Security Institution (ZUS). Employers must also register each new employee with the ZUS within seven days of their start date.

Foreign companies wanting to hire in Poland have to register at the National Court Register (KRS). In this case, there is no need to separately register with the local tax authority as foreign businesses are automatically registered as part of the incorporation process.

Businesses with more than 25 employees have to register for the State Fund for Rehabilitation of Disabled Persons (PFRON). Setting up a local bank account is not a legal requirement but is recommended to make running payroll easier.

Easily hire employees in Poland with our EoR solution

Hiring employees in Poland usually means setting up a legal entity, which can be costly and time-consuming. Employers can avoid this hassle by working with an Employer of Record (EoR), like CXC.

Through our EoR solution, you can confidently hire employees in Poland, without worrying about compliance issues. We’ll handle everything from payroll to benefits to employment contracts on your behalf — so all you have to think about is finding the right person for the job.

Read about EoR services

FAQ's

What are the steps for hiring employees in Poland?

To hire employees in Poland, companies need to follow a defined set of steps covering employment contracts, registration, payroll, and benefits. Here is how the process works from start to finish.

Step 1: Define the role and employment terms
Before anything else, employers in Poland need to confirm the job title, salary, working hours, and contract type of the worker. Polish law recognises indefinite-term contracts, fixed-term contracts, and probationary contracts, and the terms you set at this stage will shape the employment agreement.

Step 2: Draft a compliant employment contract
All employees in Poland must receive a written employment contract no later than on the commencement date of employment. The contract must be in Polish or accompanied by a Polish version where required and include details such as:

Job title and duties.

Start date and contract duration.

Agreed salary and payment schedule.

Working hours and location.

Holiday entitlement.

Notice periods and other mandatory employment terms required under the Polish Labour Code.

Step 3: Register the employee with the Social Insurance Institution (ZUS)
Employers in Poland must register new hires with ZUS within 7 days from the start date of the employment relationship. This covers pension, disability, sickness, and accident insurance contributions.

Step 4: Set up payroll and tax withholding
Polish employers are responsible for calculating and remitting income tax (PIT) on behalf of employees, along with social security contributions. Payroll must comply with Poland’s monthly reporting requirements and applicable Polish payroll and tax regulations.

Step 5: Provide mandatory benefits
Employees in Poland are entitled to statutory benefits including paid annual leave (20 to 26 days depending on total years of service), sick pay, and parental leave. These must be built into your employment setup from day one.

Step 6: Conduct pre-employment health checks
Before starting working, employees in Poland are required to complete mandatory pre-employment medical examinations and health and safety (BHP) training. Employers are responsible for arranging and covering the cost of this check.

If you want to hire employees in Poland without managing each of these steps yourself, using an employer of record in Poland can be a practical choice. With an EOR in Poland, the provider handles the administrative and employment-related tasks associated with hiring employees on your behalf, including employee onboarding, payroll, and compliance.

How long does it take to hire employees in Poland?

Hiring employees in Poland typically takes between 2 and 8 weeks, depending on how you structure the employment and whether you already have a legal entity in the country.

If you are setting up a new Polish entity from scratch, factor in an several weeks to a few months for company registration before you can legally employ anyone. This timeline may vary depending on the type of entity, notarisation requirements, banking setup, and registration timelines with the relevant authorities. It generally includes registering with the National Court Register (KRS), obtaining a tax identification number (NIP), and completing ZUS registration.

Using an EOR in Poland cuts this timeline significantly. Since the employer of record already has an established legal entity and compliance infrastructure in place, you can move from offer acceptance to a worker’s first day in as little as 1 to 2 weeks. There is no entity setup required on your end.

Here is a rough comparison of the two routes:

Hiring method	Estimated timeline
Setting up a local entity	Several weeks to a few months (entity setup + hiring)
Using an EOR in Poland	1 to 2 weeks

The speed advantage of EOR services in Poland is one of the main reasons companies choose this route when they need to hire quickly or test the Polish market before committing to a permanent presence.

Can a company hire employees in Poland without setting up a local entity?

Yes, a company can hire employees in Poland without setting up a local entity by using an employer of record in Poland. The EOR acts as the legal employer on your behalf, which means you get access to Polish talent without the cost or complexity of incorporating a subsidiary.

This is a commonly used arrangement. The EOR holds the employment contracts, manages payroll, handles tax filings, and ensures your hires are covered under Polish labour law. You retain full control over the day-to-day work, direction, and output of your team.

Setting up a legal entity in Poland involves registering with multiple government bodies, meeting ongoing corporate, tax, payroll, and accounting obligations,and maintaining ongoing statutory reporting obligations. For companies hiring a small number of people or exploring the Polish market for the first time, that level of commitment is often not worth it.

An EOR Poland solution gives you the ability to:

Hire employees in Poland legally within days or weeks.

Avoid the cost and admin of entity incorporation.

Stay compliant with Polish employment law without needing in-house legal expertise.

Scale your Polish headcount up or down as your business needs change.

If your hiring plans in Poland grow significantly over time, you can always transition to a fully owned entity later. Many companies use EOR services in Poland as a bridge while they assess long-term market potential.

When should businesses consider using EOR services in Poland?

Businesses should consider EOR services in Poland when they need to hire quickly, compliantly, and without the overhead of setting up a legal entity. There are several specific situations where this approach makes the most sense, including:

You are entering the Polish market for the first time
If Poland is a new market for your business, committing to a full subsidiary before you have proven the opportunity is a significant financial risk. EOR services in Poland let you place your first hires, test the market, and make an informed decision about permanent investment.

You need to hire fast
Competitive hiring situations do not wait for entity registration timelines. If you have identified strong candidates in Poland and need to move quickly, an employer of record in Poland can get contracts signed and payroll running in a matter of weeks.

You have a small or distributed team in Poland
Maintaining a local entity for two or three employees is rarely cost-efficient. The administrative overhead, local accounting requirements, and statutory filings add up. EOR Poland services absorb all of that, so you only pay for what you need.

Your workforce needs are project-based or temporary
If you are bringing in Polish talent for a defined project or on a fixed-term basis, an EOR gives you the flexibility to hire and offboard cleanly without leaving behind a dormant legal structure.

You want to reduce compliance risk
Polish employment law is detailed and getting it wrong is expensive. An EOR Poland provider keeps your employment arrangements compliant from day one, reducing the risk of penalties, disputes, or misclassification issues.

How much do companies pay for EOR services when hiring in Poland?

EOR services in Poland are typically priced in one of two ways: a flat monthly fee per employee or a percentage of the employee’s gross salary. Understanding both models helps you choose the right provider for your budget and headcount.

Flat monthly fee
Most EOR providers charge a fixed fee per employee per month, generally ranging from approximately USD 299 to USD 699depending on the provider, the level of service, and the complexity of the engagement. This model is predictable and works well when you have a stable headcount.

Percentage of salary
Some providers charge a percentage of the employee’s gross monthly salary, typically between 8% and 15%. This model can become expensive as salaries grow, so it is worth calculating the total cost over the contract period before committing.

What is included in the fee?
A well-structured EOR Poland service should cover:

Employment contract drafting and management.

ZUS (social insurance) registration and contributions.

Monthly payroll processing and tax remittance.

Statutory benefits administration (annual leave, sick pay, parental leave).

Ongoing compliance monitoring and HR support.

Offboarding when the engagement ends.

Additional costs to factor in when using EOR in Poland
Beyond the EOR fee, you will also need to account for employer-side social security contributions in Poland, which generally add approximately 20% or more on top of gross salary. These are statutory obligations and apply regardless of which provider you use.

For most companies, EOR services in Poland cost less than setting up and maintaining a local entity, especially when you factor in legal fees, accounting costs, and the time your internal team would spend managing compliance.

Why do companies choose an EOR provider in Poland?

Companies choose an EOR provider in Poland because it removes the biggest barriers to hiring in a new country: legal complexity, upfront cost, and time.

Poland has become one of Europe’s most attractive hiring destinations, with a highly skilled workforce, strong English proficiency in professional sectors, and competitive salary expectations compared to Western Europe. Getting access to that talent pool quickly and compliantly is where an employer of record in Poland delivers real value.

Here are the most common reasons businesses make the switch:

No entity required. Companies can hire employees in Poland without incorporating a subsidiary, which saves months of setup time and thousands in legal fees.

Faster time to hire. An EOR Poland provider already has the infrastructure in place, so new hires can be onboarded in days rather than months.

Built-in compliance. Polish labour law, ZUS contributions, PIT filings, and mandatory benefits are all managed by the EOR. Your team does not need to become experts in Polish employment regulations.

Reduced financial risk. If the Polish market does not perform as expected, you can wind down your workforce without the burden of dissolving a legal entity.

Scalability. Whether you are hiring one person or twenty, EOR services in Poland scale with your business. You are not locked into a fixed cost structure.

Local expertise on demand. A good EOR provider understands the nuances of hiring in Poland, from collective bargaining considerations to regional salary benchmarks, and can advise you before issues arise.

For companies with distributed teams across multiple countries, an EOR Poland arrangement also integrates cleanly with broader global workforce strategies, keeping everything under one compliance umbrella.

How does an Employer of Record support international expansion into Poland?

An employer of record in Poland supports international expansion by giving your business a compliant employment presence in the country without requiring you to build one from scratch. When a company decides to expand into Poland, the employment and payroll infrastructure is often the slowest and most complicated part of the process. An EOR removes that bottleneck entirely.

Faster market entry. Rather than spending months on entity setup, an EOR in Poland provider can support onboarding local hires more quickly. This means your team can start generating value in the Polish market while your competitors are still working through registration paperwork.

Compliance from day one. Expanding into a new country always carries compliance risk. Polish employment law has specific requirements around contracts, working hours, leave entitlements, and termination procedures. An employer of record in Poland helps support compliance with applicable local employment and payroll requirements from the start.
However, companies remain responsible for ensuring their operational practices and workforce management activities comply with applicable laws and regulations. A testing ground before full commitment. Many businesses use EOR services in Poland as a structured way to validate their expansion strategy. You can hire a local sales team, a delivery team, or a support function, assess performance, and make a fully informed decision about whether to invest in a permanent Polish entity. If the expansion works, you may later transition to your own entity structure. If it does not, you can scale down operations without maintaining a dormant entity.

Ongoing support as you grow. A reliable EOR like CXC does not just handle onboarding. As your Polish headcount grows, they manage payroll changes, contract amendments, benefits updates, and any HR issues that arise. This gives your internal team the bandwidth to focus on running the business rather than managing employment admin across borders.

Key takeaway: For companies expanding into Poland, an EOR acts as a strategic enabler that lets you move faster, spend less, and reduce risk during one of the most critical phases of international growth.

What is the difference between an Employer of Record and a PEO in Poland?

The key difference between an Employer of Record and a PEO in Poland comes down to who holds the legal employment relationship. An EOR is the legal employer of your Polish workforce. A PEO (Professional Employer Organisation) operates as a co-employer, which means your company must already have a registered legal entity in Poland for a PEO arrangement to work.

Here is how the two models compare:

	Employer of Record (EOR)	PEO
Legal entity required?	No	Usually, yes
Who is the legal employer?	The EOR	Typically, the client entity
Best for	Companies without a Polish entity	Companies with an existing Polish entity
Speed to hire	Generally faster	Slower (entity setup required first)
Compliance responsibility	Shared operational responsibility between client and EOR	Shared between PEO and client
Flexibility to exit	High	Lower (tied to your entity)

If you do not have a legal entity in Poland and want to hire employees in Poland compliantly, an employer of record in Poland is the right solution. A PEO is better suited to companies that already have a Polish presence and want to outsource HR and payroll administration.

For most companies exploring Poland for the first time, or those with a lean Polish headcount, EOR Poland services offer more flexibility, lower upfront cost, and a faster path to compliant employment.

What should companies look for in an Employer of Record provider in Poland?

When evaluating an employer of record in Poland, the right provider is one that combines genuine local expertise with reliable service delivery and transparent pricing. Not all EOR providers are built the same, and the differences matter when things get complicated.

Here is what to look for:

Proven local knowledge. Your EOR provider should have direct, on-the-ground experience with Polish employment law, ZUS registration, and PIT compliance. Ask how long they have been operating in Poland and whether they have a local team or rely entirely on third-party partners.

Clear and transparent pricing. Watch out for providers that advertise low headline fees but layer on additional charges for payroll runs, benefits administration, or offboarding. A trustworthy EOR Poland provider will give you a clear breakdown of all costs before you sign anything.

Fast onboarding capability. Speed matters when you are trying to hire employees in Poland ahead of a project deadline or business launch. Ask how quickly the provider can get a new hire onboarded from contract signing to first payroll run.

Responsive account management. When a payroll question comes up or an employee has a contract query, you need a real person to respond quickly. Avoid providers where support is limited to a ticketing system or chatbot.

Compliance track record. Ask whether the provider has experience managing employment disputes, redundancy processes, or regulatory audits in Poland. EOR services in Poland should include proactive compliance monitoring, not just reactive problem-solving.

Scalability across borders. If Poland is one of several countries in your expansion plan, look for an EOR provider that can support hiring across multiple markets under a single contract. Managing five separate EOR providers across five countries creates more admin, not less.

The best EOR Poland provider is not necessarily the cheapest. It is the one that keeps your workforce compliant, your employees paid accurately, and your team informed without you having to chase for updates.

Why partner with CXC for Employer of Record in Poland?

CXC brings over 30 years of experience in global workforce management, including employer of record services in Poland and across 100+ countries. Aside from our EOR services, we have a team of workforce and compliance experts who understands the local hiring nuances in Poland and across 100+ countries, helping businesses navigate employment, payroll, and compliance with confidence.

Here is what sets CXC apart as your EOR Poland partner:

Deep local compliance expertise. We know Polish employment law, ZUS requirements, and PIT obligations in detail. Our team stays current with regulatory changes, so you do not have to.

Human-led account management. You will have a dedicated contact who knows your account, understands your workforce, and responds when you need answers. Not a ticket queue.

Proven track record in Poland. We have supported global clients with hiring in Poland, including Jeppesen, which uses our direct sourcing capability in the Polish market. We understand the local talent landscape as well as the compliance one.

Global reach, single point of contact. If Poland is part of a broader international expansion, CXC can manage your EOR arrangements across multiple countries under one contract. No juggling multiple providers.

Payroll accuracy on which you can rely. Our payroll processes are built for precision. Clients like RELX Group have saved over £275,000 annually through our payroll management, with accuracy rates of approximately 99%.

Flexible engagement model. Whether you need EOR services in Poland for one employee or a growing distributed team, we scale with you without locking you into rigid structures.

When you partner with CXC as your employer of record in Poland, you get more than a compliant employment solution. You get a workforce partner with the experience, infrastructure, and people to support your business as it grows.

The availability of services, timelines, and solutions may vary depending on the engagement structure, worker category, and applicable local legal requirements.

Ready to hire employees in Poland?

Talk to our team and we will walk you through exactly how our EOR in Poland service works for your specific situation.

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