A KLC electronic policy can be sent as an email attachment; however, before submitting it to the office, it is advisable to verify the document itself, not just the file name. The official should be able to read the insured person’s information, the coverage period and territory, and the information needed to identify the policy. It is also crucial that data consistency along with your travel document and residence application. Please note that the insurance policy, proof of payment, and the terms of coverage serve different purposes. The required set of documents and the acceptable method of submission depend on the type of proceeding and the relevant authority. Therefore, before sending a file or preparing a printout, you should check the current instructions for your specific case. A printout of an email alone does not constitute universal proof sufficient for all procedures.
Where to Start When Preparing a Policy
First, determine in which proceeding you are submitting the document and which agency is handling the case. The term „residence card” covers various grounds for residence, so you should not assume that everyone will receive the same list of required documents. The requirements depend on the specific proceeding and the information specified by the competent authority.
In official materials regarding selected permits, a private insurance policy is cited as an example of a document confirming that an insurer will cover medical expenses in Poland. However, this does not mean that any file named „policy.pdf” will automatically meet the requirements for every case. The document must allow for an unambiguous link between the insurance coverage and the specific person, as well as the period for which it was issued.
Before proceeding with the file, compare the information on the policy with that on your travel document and application. Pay attention to the spelling of the first and last names, date of birth, document number (if provided), and other identifying information. A typo, a missing part of the last name, or the use of an outdated document number may make it difficult to evaluate the attachment. If you notice a discrepancy, do not correct the file yourself in the editor. Request the correct document.
See also Policy Period for the Residence Card. The dates in the PDF should match the policy you are actually submitting as part of your case. Term of protection Read it directly from the document, rather than inferring it from the date the email was received.
What to Check in a PDF File
Open the PDF file on your computer or phone and review it from the first page to the last. Don’t limit yourself to just previewing the thumbnails of the attachments. First, check that the file opens without errors and that the text remains legible at standard zoom levels. Next, verify that the document does not contain blank pages, cropped sections, or rotated elements.
The on-site inspection should cover:
If you're printing the policy, review the printout one more time. Your printer settings may cut off the footer, the right edge, or the last line of the page. Printing at a scale that fits the page is only useful if the text remains legible. Completeness of the pages is more important than saving a single sheet of paper.
Don't submit just a single page simply because it contains a name and dates. The other pages may include the document number, version, coverage, or other information needed to properly interpret the policy. If the agency requests the policy, it's safer to prepare the complete document rather than selecting parts of it on your own.
Policy, Payment, and Coverage Terms
You may receive several attachments in a single message. They are not interchangeable. Policy Document It identifies the contract and includes the details specific to that particular insurance policy. Payment Confirmation It documents the execution of a wire transfer or other payment, but does not in itself describe the full scope of coverage. On the other hand, General Insurance Terms and Conditions They explain the product's terms, coverage, limitations, and how the protection works.
The 2020 UNIQA General Terms and Conditions of Insurance state that the sum insured, the coverage limit, and the sub-limits are specified in the policy and in the table of coverage options included in the General Terms and Conditions. These documents should therefore be analyzed together if the authority or the person preparing the application needs confirmation of specific parameters. Data should not be transferred from one option to another policy.
The same UNIQA terms and conditions stipulate that the policyholder must pay the premium in the amount and by the due date specified in the policy. This provision confirms the obligation to pay, but does not prove that the payment was made. If proof of premium payment is required for your case, please provide a separate confirmation rather than assuming that the policy itself is sufficient.
The scope of coverage is determined by the insurance documents, not by the name of the schedule. In Compensa’s clause regarding medical expenses in Poland, coverage—if this option has been selected—includes medically necessary costs for the treatment of an illness or the consequences of an accident that the insured must undergo immediately while staying in Poland. This statement applies to the specific clause in question and should not be generalized to every KLC product. The file name does not determine the scope of protection.
If you're just starting to look for insurance, check out insurance for residence card and keep the set of documents you receive exactly as is.
Electronic file, scan, and original
A document created electronically from the outset and a scan of a paper document are not the same thing. The Office for Foreigners explains that a digital reproduction, such as a scan or photograph, must be a faithful copy of the content and allow the content to be reviewed without the need to access the original. Therefore, a paper document intended for upload should be scanned or photographed clearly and in high quality. Detailed information on this topic can be found on the website Office for Foreigners.
If you're sending a scan, make sure it is a faithful digital representation the entire document. Do not crop the margins with the page numbers, do not cover the footer, and do not accidentally combine pages from different versions of the policy. If you received the document directly as a PDF, Save the file without changes submitted by the exhibitor. Printing it and then scanning it again usually does not add any information and may make it harder to read.
The Act amending the Act on Foreigners adds Article 106d(2), which allows documents substantiating the circumstances of a case to be submitted as electronic documents or digital copies of paper documents. In such a case, the newly added Article 106f requires the provincial governor to request the submission of the originals of these documents. These provisions take effect on the date specified in the minister’s announcement published in the Monitor Polski; however, the text of the Act as currently in force does not specify that date. Therefore, do not treat them as already in force without checking the announcement. The detailed text of the regulations can be found at the Act Amending the Act on Foreigners.
The official instructions for one of the proceedings specify that documents must be submitted either as originals or as copies certified by an authorized person. The same instructions require that foreign-language documents be translated into Polish by a certified translator. These are the rules described for a specific procedure, which is why Check the requirements of the relevant agency before submitting the attachments. The current list of documents is published Case Management Module.
A printout of the email content may show when you received the attachment, but It will not replace the policy. Prepare the appropriate document for the office, and keep the message only as a backup. If you are unsure whether the office expects a file, a printout, the original, or a certified copy, clarify this before the deadline for submitting the documents.
Frequently Asked Questions
Is it enough to print out the policy I received by email?
There is no universal rule stating that any printout would be sufficient in every procedure. You should always check what form of document the relevant authority requires and whether you will need to present the original or submit a certified copy at a later stage. A printout of an email alone does not automatically replace the attached policy.
Does the policy confirm that the premium has been paid?
You shouldn't assume that. The policy may specify the amount and due date of the premium, but it does not necessarily serve as proof of payment. When the agency requires proof of payment, treat it as a separate document.
Is it necessary to include the General Terms and Conditions?
It depends on the requirements of the specific case and the content of the policy itself. The General Terms and Conditions describe the product’s terms, and in some documents, the details regarding the option are spread across the policy and the option table. Do not include random terms and conditions from another product or version.
What should you do if a PDF has a missing or unreadable page?
Ask the issuer for the complete document. Do not fill in the missing information by hand, and do not compile the file from fragments of different versions.
Can the agency request the original?
Yes. The regulations and official guidelines provide for the possibility of being asked to present the original document. So be sure to keep the file you received and the original document, if the policy was issued on paper.
How should I describe the file before sending it?
You can give it a simple name that will help you identify the document, but do not change the content of the PDF file. The name helps you organize your attachments, but it does not replace the policy number or the information contained in the document. If needed, you may also find this guide helpful: the insurance attachment to the application.
How to Put Together a Complete Set
Before sending, open each attachment and perform a final check: verify the person’s information, the policy number, the dates, the coverage area, that all pages are included, and that the documents are legible. Separate the policy from the payment confirmation and the documents describing the terms of coverage.
Important
A complete and organized set minimizes the risk of losing important information due to truncated pages or mixed-up files.
Document Format and List of Attachments require verification for a specific proceeding. Before submitting your documents, read the current instructions from the relevant agency. Do not treat a printout of an email as a solution suitable for every situation, and keep the original files in case of a later review.
If you need a KLC policy and would like to find out the premium based on your information, please use the product form:
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