What to look for when hiring employees in Poland

There are several forms of employment in Poland. The most stable is the umowa o pracę (working arrangement). This is a full-fledged employment contract that provides the employee with all social benefits: paid vacation, sick leave, and pension contributions. It is mandatory if the employee is employed on a permanent basis.

A mandate agreement is a contract of agency. It's suitable for temporary tasks, but doesn't provide full protection. It's subject to taxes and social security contributions, but at a lower rate.

Umowa o dzieło — a performance-based contract. It's used for projects, such as website development. There are no insurance contributions, but there are no social guarantees either.

For example, with umowa o pracę, the employer pays contributions to ZUS (pension fund, health insurance, etc.) – approximately 20-21% from the salary. More details: zus.pl.

To hire an employee in Poland, you must collect from the candidate:

• passport;
• PESEL (identification number);
• if necessary, a work permit.

It's especially important to verify the legality of a person's stay if they are from outside the EU. If the employee is working illegally, the employer faces a fine of up to 30,000 zlotys.

Registration with ZUS is mandatory within 7 days of starting work. A practical example: one of our clients missed this deadline, and as a result, ZUS demanded additional payment of insurance contributions for 6 months plus a penalty.

In 2023, Poland issued over 500,000 work permits to foreigners.

Here are the most common places to look for staff:

• Pracuj.pl, OLX, Indeed are large classifieds websites.
• A recruitment agency is especially effective for mass recruitment.
• LinkedIn, Facebook groups - work in the fields of IT, marketing, sales.

Up to 251,000,000 vacancies in manufacturing are filled through agencies. If you need to quickly find workers for a warehouse or logistics position, recruiting tips in Poland include using an agency—this saves time and reduces risks.

Local employees value stability. They value a formal contract, guarantees, and a clear schedule. In large cities, hybrid work arrangements are often inquired about.

Salary expectations vary by region. According to GUS, the average salary in 2024 is approximately 7,800 zlotys gross. In Warsaw and Krakow, it can be 15–201 zlotys higher than in smaller cities.

Strong professional skills aren't everything. Also consider the candidate's motivation, desire to grow, and knowledge of Polish—especially important if the job requires communicating with clients or a team.

If you want to hire a citizen of Ukraine, Moldova, or Georgia, the process is simpler. However, in general, the employer must obtain a work permit.

Stages:

• Preparing the application.
• Submission to the uzhond (local administration).
• Waiting for a decision (on average 1–2 months).

Important: An error in your application will result in a refusal, and the candidate will end up working for a competitor. We've encountered situations more than once where the employer tried to process everything themselves, only to have to start over.

If the employee plans to stay for a long time, it can be arranged residence cardThis is more convenient than renewing your visa every year.

A Blue Card is suitable for highly qualified specialists. However, there are conditions: their salary must be at least 150% above the national average. In 2023, Poland issued over 80,000 residence cards.

The employer is obliged to:

• arrange vacations and sick leaves;
• comply with working hours standards (usually 40 hours per week);
• store personnel documentation.

A medical examination before starting work is mandatory. Failure to do so or any document violations will result in a fine of up to 30,000 zlotys.

A trial period can be arranged for up to three months. It is specified in the employment contract.

Dismissal requires compliance with the notice period: from 2 weeks to 3 months, depending on the length of service.

Particular attention is paid to protected categories: pregnant women and retirees. Their contracts cannot be simply terminated. In one case, an employer dismissed a woman without regard for her status; the court awarded compensation and reinstatement.

Recruiting staff in Poland requires a combination of knowledge of the law and an understanding of local realities. Documentation and respect for the work culture are both essential. Remember: the cost of a mistake is not only fines but also the loss of good employees.

If you're unsure how to hire an employee in Poland, please contact us for a consultation. We'll help with the paperwork, document verification, and communication with the authorities.

If you need help hiring and onboarding employees, contact us. It's better to get it right the first time than to deal with visa, tax, or legal issues later.