In 2025, Poland implemented the largest reform in the employment of foreigners in the last ten years, significantly impacting Ukrainians working in the country. The main areas of change included the digitalization of procedures, enhanced protection for mobile workers, and increased administrative burdens on employers.
This is reported by Finway
Digitalization and New Guarantees for Workers
A significant achievement of the reform was the transition of most employment procedures for foreigners to a digital format. From now on, applications and reporting are conducted online, allowing the government to monitor the employment sector more closely. The changes include the mandatory signing of a written employment contract, translation of employment documents into a language understandable to the worker, and mandatory information regarding the right to join a trade union. This increases workers’ awareness of their rights and reduces the risks of exploitation.
“The signing of a written contract, translation of documents into a language understood by the worker, and provision of information about the right to join a trade union enhance awareness of labor rights and reduce the risk of abuse.”
Increased Administrative Burden on Businesses
Despite the positive innovations, bureaucratic obligations have increased for entrepreneurs. Companies are now required to notify authorities about the start and end of an employee’s work, maintain additional documentation and translations, and continuously monitor the legality of their employees’ stay. This is felt most acutely by small and medium-sized enterprises in the fields of trade, logistics, and services.
The situation is further complicated by the fact that waiting for decisions regarding residence permits in voivodeship offices can take months or even years. At the same time, there is a risk of losing up to 7% of workers in the labor market due to changes in regulations.
Particularly effective during the crisis was the introduction in 2022 of a notification mechanism for job assignments, which allowed employers to quickly and legally hire citizens of Ukraine without unnecessary bureaucratic procedures and without jeopardizing production continuity.
Challenges of 2026 and Prospects for Ukrainians in Poland
In 2026, the situation may become even more complicated due to the expiration of a special law that simplifies the employment of Ukrainians. The lack of a decision regarding its extension, as well as uncertainty in the application of European legislation in the event of the sudden termination of the special law, create additional risks for the stability of businesses and the employment of Ukrainian citizens.
Ukrainians planning to work legally in Poland should closely monitor changes in legislation and new procedures to avoid difficulties with the legalization of their stay and employment. Employers are also currently facing the need to quickly adapt to new requirements to avoid losing qualified workers and ensure the continuity of business processes.