Required Documents
A comprehensive guide to all documents needed for international students applying to Polish universities.
Preparing and submitting the correct documents is a crucial part of your application to Polish universities. This guide provides detailed information about all required documents, their format, authentication requirements, and translation guidelines.
Document requirements may vary slightly between universities and programs, so always check the specific requirements for your chosen institutions.
Important Note:
Always submit high-quality copies of your documents. Keep your original documents safe and only present them when specifically requested for verification.
Essential Educational Documents
High School Diploma/Certificate
Your secondary education certificate that shows you've completed high school education.
Requirements:
- Original document or certified copy
- Certified translation to Polish or English
- Authentication (apostille or legalization, depending on your country)
- For undergraduate applications only
Transcript of Records/Mark Sheets
Complete record of all courses taken and grades obtained during your previous education.
Requirements:
- Original document or certified copy
- Certified translation to Polish or English
- Must include a grading scale explanation
- Required for all levels of study
Bachelor's/Master's Degree Certificate
Your previous degree certificate from an accredited institution.
Requirements:
- Original document or certified copy
- Certified translation to Polish or English
- Authentication (apostille or legalization)
- For master's or doctoral applications only
- If you haven't yet received your degree, a provisional certificate or letter from your university may be accepted initially
Language Proficiency Certificate
Proof of proficiency in the language of instruction (English or Polish).
Requirements:
- For English programs: IELTS (typically 6.0+), TOEFL (typically 80+ iBT), or other accepted certificates
- For Polish programs: Certificate of Polish language proficiency (typically B1/B2 level)
- Original certificate or certified copy
- The certificate should not be older than 2 years
- Some universities may exempt you if your previous education was conducted in English or Polish
Personal and Supporting Documents
Passport
Valid international passport that serves as your primary identification document.
Requirements:
- Must be valid for at least 3 months beyond your planned stay in Poland
- Color copy of the biographical page
- Include copies of any previous visas if applicable
- No translation necessary if in Latin alphabet
Photographs
Recent passport-sized photographs for your application and identification purposes.
Requirements:
- Typically 35mm x 45mm in size
- Color photographs with white background
- Taken within the last 6 months
- Professional quality (not selfies)
- Usually 2-4 copies required
Motivation Letter
A personal statement explaining your motivation for choosing the program and university.
Requirements:
- In English or Polish
- Typically 1-2 pages in length
- Should be personalized for each program
- Required for most master's and doctoral programs
Curriculum Vitae (CV)
A detailed resume highlighting your educational background, work experience, skills, and achievements.
Requirements:
- In English or Polish
- Preferably in Europass or similar standard format
- Include relevant skills and extracurricular activities
- No more than 2-3 pages
- Required primarily for master's and doctoral programs
Financial and Additional Documents
Proof of Financial Resources
Documentation proving you can support yourself financially during your studies in Poland.
Requirements:
- Bank statements showing sufficient funds (typically for one year of studies at minimum)
- Scholarship award letters if applicable
- Sponsorship letters with sponsor's bank statements if sponsored
- Documents should be recent (not older than 3 months)
- Certified translation may be required
Health Insurance Certificate
Proof of health insurance coverage valid in Poland and the European Union.
Requirements:
- May not be required for initial application but needed before arrival
- European Health Insurance Card (for EU citizens)
- Private health insurance with minimum coverage of €30,000 (for non-EU citizens)
- Should cover your entire stay in Poland
Program-Specific Documents
Additional materials that may be required for specific programs or fields of study.
Examples by field:
- Arts & Design:
- Portfolio of work
- Samples of artistic achievements
- Medicine & Health Sciences:
- Medical examination certificate
- Vaccination records
- Post-graduate & Doctoral Studies:
- Research proposal
- Publications or academic achievements
- Letters of recommendation
- Arts & Design:
Document Authentication Explained
To be recognized in Poland, many official documents require authentication. The process depends on your country of origin:
Apostille
For countries that are part of the Hague Convention.
- A special certificate issued by a designated authority in your country
- Verifies the authenticity of the document's signature, seal, or stamp
- Usually a faster and simpler process than full legalization
- Check with your country's foreign affairs ministry for the designated authority
Legalization
For countries that are not part of the Hague Convention.
- A multi-step process involving verification by various authorities
- Typically involves authentication by the education ministry in your country
- Then authentication by your country's foreign affairs ministry
- Final authentication by the Polish embassy or consulate in your country
- Can be time-consuming, so start this process early
Documents for EU Citizens
If you are an EU/EEA citizen, many of your official documents may be exempt from apostille or legalization requirements. However, certified translations may still be necessary for documents not in Polish or English.
Key Points to Remember
Educational Documents
Original educational certificates and transcripts are essential for your application. These must be properly authenticated and translated.
Personal Documents
Personal identification documents establish your identity and are required for both university application and visa processes.
Supporting Documents
Additional documents that strengthen your application and demonstrate your qualifications, experience, and motivation.
Financial Documents
Proof of ability to finance your studies and stay in Poland, which is required by both universities and immigration authorities.
Helpful Tips
- 1
Begin collecting documents at least 6-8 months before your intended application submission date.
- 2
Always get multiple certified copies of important documents as you may need to submit them to different institutions.
- 3
Check if your university requires notarized translations or accepts certified translations from your home country.
- 4
Keep both digital and physical copies of all documents in a well-organized folder system.
- 5
Some documents like bank statements should be recent (usually not older than 3 months), so time their procurement appropriately.
- 6
For documents requiring apostille or legalization, check the specific requirements for your country as procedures vary.
Frequently Asked Questions
Do all my documents need to be translated into Polish?
For most English-taught programs, documents in English are accepted without translation into Polish. However, for documents in other languages, you typically need to provide certified translations into either Polish or English. Always check with your specific university for their requirements.
What is the difference between a notarized and a certified translation?
A certified translation is completed by a professional translator who attests to its accuracy and completeness. A notarized translation includes additional verification by a notary public, who confirms the translator's identity and signature. Polish universities typically require certified translations, but some may specifically request notarized ones.
Can I submit my application while waiting for some documents?
Many universities allow you to start your application with provisional documents and submission of scanned copies, but final admission often depends on receiving all original or properly authenticated documents. Contact the university's admission office to explain your situation if you're facing delays with certain documents.
What is an apostille and when do I need it?
An apostille is a certification issued by a designated authority in your country that verifies the authenticity of public documents for use in foreign countries that are part of the Hague Convention. You need it for educational and some official documents if your country and Poland are both Hague Convention members. If your country is not part of the convention, you'll need to go through a different legalization process.
How recent should my bank statements be?
Financial documents like bank statements should typically be no older than 3 months at the time of application. They should clearly show that you have sufficient funds to cover tuition fees and living expenses for at least the first year of study.
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