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WroMigrant – Civil Registry Office

Information about the Civil Registry Office is particularly useful if you are planning civil or church marriage (called concordat marriage in Poland) or if you are having a baby. In the Civil Registry Office, the relevant entries are made in the State Register of Civil Status in the form of birth, marriage and death certificates. Civil Registry Office mainly requires a personal visit or your family members. Therefore, if you do not speak Polish, it is best to arrange a meeting with an official with a Polish-speaking friend or family member, otherwise the assistance of an interpreter may be necessary.

In this chapter of our guide you will find out:

  • how to register the birth of a new-born;
  • how to transcribe a foreign birth or marriage record;
  • how to obtain a death certificate.

Registry Office in Wrocław

Registry Office in Wrocław is located at ul. Włodkowica 20. In service room no. 2 on the ground floor there is an automatic queuing system. Select the appropriate letter on the ticket dispenser; in the marriage registration division it is the letter D (civil marriage/ concordat marriage/marriage abroad).

You can obtain the following things from the Registry Office in Wrocław:

  • full and abridged copies of civil-status documents;
  • summary copies of civil status records on multilingual forms;
  • a certificate of the details of the person indicated, whether or not entered in the register of civil status;
  • a certificate of no civil status;
  • a certificate of marital status;
  • a certificate necessary to enter into a church marriage with civil law effect;
  • a certificate confirming that a Polish citizen intending to get married abroad may marry in accordance with the Polish law.

If you are obliged to present documents drawn up in your country of origin, remember that they will be accepted by the Polish Registry Office only if you also submit attached certified translation of these documents. If a document issued by a foreign registry office, has been issued in an EU Member State, instead of providing a certified translation of this document, you may present a multilingual standard form in accordance with Regulation (EU) 2016/1191 of the European Parliament and of the Council of 6 July 2016. On the website of the Ministry of Justice you will find a list of sworn translators and interpreters operating throughout Poland and verified by Polish authorities and institutions: www.gov.pl/web/sprawiedliwosc/znajdz-tlumacza-przysieglego

Civil Registry Office clients are served in the order of ticket collection in the ticket machine of the queue system located in room no. 2.

Registry Office – Secretary’s office
Włodkowica 20 (2nd floor, room 25) 25
50-072 Wrocław
phone number: +48 71 777 91 50
fax number: +48 71 777 91 52
e-mail: usc@um.wroc.pl
Opening hours: Monday to Friday from 8:00 to 16:15

Birth Registration Department

Registration of the birth of a new-born child – drawing up a birth certificate for a child whose parents are married

The registration of the birth of a child shall be made at the Registry Office competent for the child’s place of birth. This means that if the parents are registered e.g. in Katowice, but the child was born in Wrocław, its birth must be registered with the Wrocław Registry Office.

The birth of a child can be registered in person or online. In order to register online, you need a trusted profile that allows you to deal with various official matters without leaving home. You can set up a Trusted Profile in two ways: through an account in the system of a bank or other entrepreneur who has permission to confirm the Trusted Profile, or through confirmation points. More information can be found here: epuap.gov.pl(PL/EN).

For more information on registering your child online, please visit the following website: www.gov.pl/cyfryzacja/rejestracja-narodzin-dziecka-online

Who reports the birth of a child

  • the child’s mother or father having full legal capacity;
  • the child’s mother or father having who are over 16 if they have a limited legal capacity;
  • in other cases, the legal representative or the mother’s guardian.

You can also report the birth of a child through an attorney. The power of attorney must be granted in writing, dated with indication on who authorises whom and for what action. Submission of the power of attorney to the office is connected with the necessity to pay stamp duty.

At the hospital you will receive information about the required documents and where and when you should report for the birth certificate. The child’s birth card is handed over to the Registry Office directly through the new-born infant hospital wards.

Registration of the birth of a child at a time other than that indicated in the information from the hospital may involve waiting in line.

New-born registration – drawing up a birth certificate for a child whose parents are not married

As the mother of a child, you will receive information at the hospital, after the birth of the child, where and when you can apply for a birth certificate.

Who reports the birth of a child

  • the mother of a child with full legal capacity;
  • the mother of a child who is over 16 if she has limited legal capacity;
  • the father of a child – if he acknowledged the child’s paternity after its conception and before its birth;
  • the child’s father – if he applies to the Civil Registry Office to register the child together with the child’s mother and at the same time submits a declaration of acknowledgment of paternity to the Head of the Civil Registry Office;
  • in other cases, the legal representative or the mother’s guardian.

A declaration of acknowledgement of paternity may be made even before the birth of the child, during pregnancy. The child’s parents may submit such statement to any Registry Office. In order to accept the declaration you will still need a medical certificate stating that you are pregnant.

The child’s parents who were unmarried at the time of the child’s birth may, at the time of the child’s registration, make statements to the Head of the Civil Registry Office about the child’s origin:

  • the father of the child shall make a declaration of acknowledgement of the child’s paternity;
  • the child’s mother confirms that the child’s father is the man who acknowledged his paternity.

A person who has reached the age of 16 and under the age of 18 may only make the declaration necessary to acknowledge paternity in a guardianship court.

Birth certificate – transcription of a foreign birth certificate

You can apply for a transcription of your foreign birth certificate at any Registry Office. An application for transcription of a foreign birth certificate may be submitted by:

  • the person concerned;
  • parents of a minor child;
  • a person who shows a legal interest in the transcription of another person’s birth certificate;

The applicant may act through an attorney.

A document which, in the State of issue, is recognised as a civil-status document and has the force of an authentic instrument, is issued by a competent authority and is not in doubt as to its authenticity shall be transcribed. Applications for the transcription of the birth certificate shall be handled promptly. If the handling of the case requires an investigation – no later than one month, and in particularly complex cases – no later than two months from the date of application. After the transcription of the birth certificate, a full copy of the birth certificate is issued.

What is the stamp duty cost

  • for a full copy of the birth certificate after the transcription – PLN 50;
  • for a full copy of the birth certificate issued as a result of a correction or supplement – PLN 39;
  • for the power of attorney – PLN 17 (however, the submission of a power of attorney granted to a spouse, ascendant, descendant or sibling is free of stamp duty).

Payments can be made in cash or by payment card at the automatic cash desks located on the ground floor of the Registry Office or by transfer to the account of the Municipality of Wroclaw.

What documents are required in order to transfer a foreign birth certificate to the Civil Registry Office

  • application;
  • if the applicant acts through a proxy – the proxy attaches the original or a certified copy of a power of attorney to the application; the power of attorney shall indicate who authorises whom and to what action, it must bear a date and the signature of the principal;
  • original foreign birth certificate or a certified copy of a birth certificate together with its translation into Polish (documents cannot be laminated);
  • civil status records ascertaining an earlier event together with their translation into Polish – if the applicant simultaneously applies for correction or supplementation of the transcribed birth certificate, and these documents have not been drawn up on the territory of the Republic of Poland;
  • stamp duty payment receipt or printout of bank transfer confirmation.

Documents in a foreign language shall be submitted with an official translation into Polish.

Short-form copies of birth, marriage and death certificates on multilingual standard forms that have been issued in accordance with Convention no. 16 on the issue of multilingual extracts from civil status records, drawn up in Vienna on 8 September 1976 or to which a multilingual standard form has been attached issued in accordance with Regulation (EU) 2016/1191 of the European Parliament and of the Council of 6 July 2016.

Persons residing outside the territory of the Republic of Poland may also ask the Consul of the Republic of Poland for a transcription of a birth certificate. They will then receive the necessary information and pay the applicable fees at the relevant consulate.

Assignment of the PESEL number

When drawing up a birth certificate, the Head of the Registry Office applies for the PESEL number to be assigned to children born on the territory of the Republic of Poland:

  • Polish citizens residing on the territory of the Republic of Poland;
  • foreigners residing on the territory of the Republic of Poland;

Registry Office – Birth Registration Division
Włodkowica 20, 1st floor, room 14, 15, 17
50-072 Wrocław
phone numbers: +48 71 777 99 64, +48 71 777 99 55, +48 71 777 99 65, +48 71 777 99 56

Wrocław baby starter kit

From 1 January 2019, all parents or legal guardians of children born in Wrocław will receive a special welcome package, the so-called Wrocław starter kit.

The leitmotif of the whole starter kit is the Wrocław dwarf, which appears on textile and graphic materials. The set contains: body, a dwarf-shaped mascot, a blanket, Wrocław Family Guide, a brochure „For a good start” with the library card of the Municipal Public Library, a children’s booklet and a congratulation letter from the President of Wrocław. The main element of the starter kit is the Wrocław Family Guide – a compendium of knowledge in which parents will find all the necessary information on city support, family benefits, nurseries and children’s clubs and Wrocław’s cultural offer. The guide contains the most important addresses and telephone numbers of night and holiday care, 24-hour pharmacies and family clinics. You can also find discount coupons to many Wroclaw institutions there.

Where can you pick up your Wroclaw baby starter kit

The parents or legal guardians receive the Wrocław baby starter kit when they pick up a copy of a child’s birth certificate from the Registry Office or at the Wrocław Centre for Social Development (1. if the child was born outside Wrocław and the parents submit their tax return to Wrocław tax offices 2. if the parents only have a copy of a birth certificate in electronic form after the child’s registration on the ePUAP platform).

Marriage Registration Division

Certificate of civil status of a foreigner

A certificate of civil status is issued to you when you have transferred all the civil status records relating to you to the register of civil status in Poland. We will send you back to the Registry Office for detailed guidance.

Marriage certificate – transcription of a foreign marriage certificate

You can apply for a transcription of a foreign entry of marriage at any Registry Office. In Wrocław, you can apply for it at:

Registry Office – Marriage Registration Division
Włodkowica 20, 2nd floor, room 24
50-72 Wrocław
phone numbers: +48 71 777 99 59, +48 71 777 99 68

Who may file an application/initiate a case

  • a person who got married abroad;
  • another person who shows a legal interest in it.

The applicant may act through an attorney. The proxy attaches the original or a certified copy of a power of attorney to the set of documents. The power of attorney shall indicate who authorises whom and to what action, it must bear a date and the signature of the principal. Submission of a document confirming the granting of a power of attorney and its excerpt or copy is subject to a stamp duty of PLN 17. However, the submission of a power of attorney granted to a spouse, ascendant, descendant or sibling is free of stamp duty.

A document which, in the State of issue, is recognised as a civil-status document and has the force of an authentic instrument, is issued by a competent authority and is not in doubt as to its authenticity shall be transcribed.

When transcribing a foreign entry of marriage which concerns a Polish citizen who also uses civil status records drawn up in the Republic of Poland, the Head of the Registry Office adjusts the spelling of the data contained in the foreign marriage record to the rules of Polish spelling, if such an application was filed with a request for transcription.

If your foreign entry of marriage does not contain an entry with the last names that each spouse will hold after contracting marriage, as spouses, you may attach such statements in your transcription application or at any time and enter them to the minutes before the Head of the Registry Office who carried out the transcription. In the same way you can make a statement about the last name of the children born of your marriage.

The act after transcription may need to be corrected or supplemented.

Applications for the transcription of the marriage record shall be dealt with immediately; however, if a case requires investigation, no later than one month and a particularly complex one no later than two months after the date of application. After the transcription of the marriage certificate, a full copy of the marriage certificate is issued.

What documents are required to transcribe a foreign marriage certificate

  • application;
  • the original of the foreign marriage certificate or copy of the marriage certificate together with its translation into Polish (the document cannot be laminated);
  • civil-status documents stating an earlier event, together with their translation into Polish (in case of a request to rectify/complete the record);
  • the original or an officially certified copy of the power of attorney, if the applicant acts through an agent;
  • stamp duty payment receipt or printout (scan) of bank transfer confirmation.

Documents in a foreign language shall be submitted with an official translation into Polish performed by:

  • a sworn translator entered on the list kept by the Minister of Justice;
  • a sworn translator authorised to make such translations in the Member States of the European Union or the European Economic Area (EEA);

The following documents are also considered to be translated by the consul:

  • documents in a foreign language translated into Polish by a translator in the host country and certified by the consul;
  • documents translated from a rare language into a language known to the Consul, and then translated by the Consul into Polish.

If there is no sworn translator of a foreign language on the territory of the Republic of Poland, a foreign document confirming marital status in a foreign language may be translated by a consul or an authorised employee of a diplomatic representation of a foreign country on the territory of the Republic of Poland.

Short-form copies of birth, marriage and death certificates on multilingual standard forms that have been issued in accordance with Convention no. 16 on the issue of multilingual extracts from civil status records, drawn up in Vienna on 8 September 1976.

Persons residing outside the territory of the Republic of Poland may also ask the Consul of the Republic of Poland for a transcription of a birth certificate. They will then receive the necessary information and pay the applicable fees at the relevant consulate.

An appeal procedure is available only if a decision is taken to refuse the transcription. The appeal shall be lodged with the Lower Silesian Voivode within 14 days from the date of delivery of the decision through the Head of the Civil Registry Office, who issued the decision.

Marriage at the Civil Registry Office

You can go to the Registry Office for detailed information about getting married.

The question of changing the name and/or surname in specific cases

A change of name and/or surname only applies to:

  • polish citizens;
  • foreigners who do not have the citizenship of any country, if they have a place of residence in the Republic of Poland;
  • foreigners not holding a citizenship of any country, if they have their place of residence in the Republic of Poland; foreigners who have obtained refugee status in the Republic of Poland subject to Article 4(2) of the Act on changing first names and surnames (a change of first name or surname of a foreigner who has obtained refugee status in the Republic of Poland may be performed only for particularly important reasons connected with a threat to their right to life, health, freedom or personal safety).

Documents that will remain in the Civil Registry collective file forever:

  • marriage certificate with a sworn translator’s translation,
  • birth certificate with a translation performed by a sworn translator.

Deaths Registration Department

Drawing up a death record

The registration of a person’s death is made at the Registry Office responsible for the area where the death took place. The registration of the death of the deceased in Wrocław should be made under the following address:

Civil Registry Office – Deaths Registration Department
Włodkowica 20, ground floor, room no. 2
50-072 Wrocław
phone number: +48 71 777 99 52, +48 71 777 99 53, +48 71 777 99 62

Persons obliged to report death:

  • the spouse or children of the deceased,
  • closest relatives or relatives with a family relationship.

Death can be reported by acting through an attorney.

The preparation of the death certificate and abridged copy of the death certificate issued after registration are free of charge. Death is reported by submitting a death card to the relevant Civil Registry Office within 3 days of its preparation. If death is caused by a contagious disease, the report of death shall be made within 24 hours of death.

Registration of a death that does not require an investigation shall take place immediately. The registration process takes about 30 minutes. In order to confirm the registration, the applicant receives a summary copy of the death certificate.

Applications and documents required:

  • a death card issued by a doctor;
  • the identity card of the deceased;
  • the passport of the deceased, if it was valid at the time of death;
  • the original or an officially certified copy of the power of attorney – if the person obliged to report death acts through an agent;

stamp duty payment receipt or printout of bank transfer confirmation.

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