Does the KLC policy for a residence card need to be translated into Polish?

The answer depends on the language of the document, the type of proceeding, and the requirements of the agency handling the specific case. If the KLC policy was issued exclusively in a foreign language, the agency may require a Polish translation. However, this does not mean that in every case the entire set of documents—the insurance policy, the General Terms and Conditions, and the supplementary certificate—must automatically be translated. First, you must determine which document is intended to confirm the required circumstance. It's not worth ordering a translation without knowing what you're getting into, especially if the agency has already sent a notice. In that case, the most important thing is the text of a specific summons, the specified deadline, and the procedure for submitting additional documents. Clarifying the scope in advance helps avoid the cost of translating pages that the agency does not need, as well as the risk of omitting the correct attachment.

Does a KLC policy need to be translated?

As a general rule, official proceedings are conducted in Polish. This rule also applies to applications and other documents submitted to the competent authorities performing public functions, unless specific provisions provide otherwise. In practice, it is also important to consider what the agency handling the case requires and which documents are to be included in the file.

The Mazovia Provincial Office instructs that documents in a foreign language be submitted along with translated into Polish by a Polish certified translator. This notice serves as an important point of reference, but it pertains to the procedure described by this agency. It does not automatically follow from this, ...that every government agency will require a translation of the exact same set of insurance documents for every case.

If you have received a request, carefully check which documents are listed, by when they must be submitted, and whether the agency has specified the form of translation. The agency may request that you provide additional information needed to verify the details stated in your application. Your response should therefore address the specific points in the request, rather than relying on a general checklist found online.

Insurance policy, General Terms and Conditions, and certificate—three different documents

Insurance documentation may consist of several parts, each of which serves a distinct purpose. These terms should not be used interchangeably.

Insurance Document

Insurance Document It confirms the conclusion of a specific contract and contains information regarding the insured person and the selected coverage. The scope of the information depends on the product and the document template. For example, the Compensa Cudzoziemiec General Insurance Terms and Conditions of 2026 state that the insurance period is specified in the insurance contract.

General Insurance Terms and Conditions

Additional Certificate

What should be clear to the person evaluating the document?

The evaluator should be able to link the document to the insured person and clearly identify, among other things:

Before submitting your documents, be sure to also check Surname matches the one on the passport and other identifying information.

Do not add any information on your own that is not included in the policy. If the agency needs information that is not included in the document, ask the insurer if they can confirm it. This also applies to situations where the agency wants to verify territorial scope or linking the document to a specific option, but this cannot be clearly determined from the policy itself.

If you're just starting to choose a document for your residency case, here's how to order it Online Insurance for Foreigners, will help you navigate the purchasing process. Be sure to check the language requirements with the appropriate agency.

It is also worth comparing the dates on the document with the planned timeframe outlined in the case. A guide on the required policy term for a residence card and a discussion insurance coverage amounts and scope for the residence card.

How do you determine the appropriate scope of a translation?

The safest sequence of steps is simple: First, determine what document the agency wants to receive, then check the language of the document, and only then order a translation. If the case is already underway, start by responding to the summons. You must complete the documents in accordance with the scope, rules, and deadline specified in the summons.

If the request is unclear, ask the agency to clarify it by specifying a particular document: the insurance policy, the General Terms and Conditions, or a certificate.

Questions for the office

• In my case, is a translated insurance document sufficient, or do I also need to submit the General Terms and Conditions of Insurance?
• Does the agency require the entire General Terms and Conditions, or just the section relating to the information specified in the request?
• Can an additional certificate from the insurer confirm the required information?
• Does a document in a foreign language have to be translated by a certified translator?
• Will an electronic translation be accepted, or is a document in another format required?
• Does the agency require the original document or another form of verification?

Questions for a broker or insurer

• In what language will the policy be issued?
• Is all the information needed to identify the contract included in a single document?
• Where are the coverage period and other terms of the contract specified?
• Is it possible to obtain an additional certificate, and what information will it contain?
• Which version of the General Terms and Conditions applies to the contract that was entered into?

Final Decision on Ordering a Translation It cannot be based on conjecture neither through an intermediary nor based on a practice established in another case. The procedural requirements must be confirmed with the appropriate authority.

Checklist Before Ordering a Translation

If you're just buying insurance for residence card, before signing the contract, check what documents you will receive and in what language. If you are applying for a visa, there will be a separate page regarding Insurance for a visa to Poland. Selecting a product and determining the required translation are two separate steps.

FAQ

If you need a KLC policy for your residency application, please use our online purchase form. Before purchasing, check the information you enter into the document and confirm the translation requirements with the appropriate government office.