Annex No. 1 and KRS: The Detail That Can Make or Break a Work-Based Residence Permit in Poland
When applying for a work-based residence permit in Poland, most people naturally focus on the foreign employee—their documents, legal stay, and employment conditions.
However, in practice, decisions often hinge on something else entirely.
In fact, one of the most common reasons for delays—or even refusals—comes from the employer’s documentation.
More specifically:
Annex No. 1 (Załącznik nr 1) and whether the right person signed it.
Why Annex No. 1 Deserves Your Full Attention
At first glance, Annex No. 1 may seem like a routine attachment. In reality, it carries significant legal weight.
Through this document, the employer formally confirms:
- The intention to employ the foreigner
- The employment conditions
- Compliance with Polish labor and immigration law
Because of this, immigration authorities treat Annex No. 1 as a binding legal declaration. Naturally, they expect it to be signed by someone who has the authority to represent the company.
This is exactly where many applications run into trouble.
How Krajowy Rejestr Sądowy (KRS) Comes Into Play
Before accepting Annex No. 1, immigration offices verify the employer’s data in KRS—the official register of companies in Poland.
In particular, they check:
- Who is authorized to represent the company
- Whether representation is individual or joint
- Whether any proxies (prokurenci) have been appointed
- Whether the company is active and properly registered
As a result, everything stated in Annex No. 1 must align with the information recorded in KRS.
Even small inconsistencies can slow down the process—or raise red flags.
Who Can Actually Sign Annex No. 1?
To answer this correctly, you must always refer to the company’s representation rules in KRS.
Let’s look at the most common scenarios:
1. Single-person representation
If KRS states that one board member (for example, the president of the management board) can act independently, that person can sign Annex No. 1 alone.
2. Joint representation
If KRS requires two board members to act together, both must sign the document.
In this case, submitting Annex No. 1 with only one signature will cause immediate issues.
3. Mixed representation
Sometimes KRS requires a combination, for example, a board member together with a proxy (prokurent).
In such situations, both parties must sign.
In each case, the rule is simple:
Follow KRS exactly…no shortcuts.
What About HR Managers or Directors?
At this point, many employers ask: can an HR manager or director sign Annex No. 1?
In most cases, the answer is no.
Even if someone holds a senior role within the company, they cannot sign this document unless:
- They appear in KRS as an authorized representative, or
- They have a valid power of attorney (pełnomocnictwo)
Without one of these, the signature may be considered invalid—and the application may stall.
When and How to Use a Power of Attorney
If someone outside the KRS-listed representatives needs to sign Annex No. 1, a power of attorney becomes essential.
To avoid problems, make sure that the document:
- Is signed by the authorized representative(s) according to KRS rules
- Clearly defines the scope of authority
- Is submitted together with the application
Importantly, if the company uses joint representation, then the power of attorney must also include all required signatures.
How Authorities Verify Everything
Immigration offices do not rely on declarations alone. Instead, they actively cross-check documents against official records.
In practice, they:
- Review representation rules in KRS
- Confirm the identity of each signatory
- Check whether the correct number of signatures appears
- Compare signatures across all submitted documents
Additionally, internal systems (such as MOS) help identify inconsistencies quickly. As a result, even minor discrepancies rarely go unnoticed.
The Most Common Mistakes
Despite clear rules, certain errors appear again and again:
- An unauthorized employee signs Annex No. 1
- A required second signature is missing
- The power of attorney is incorrect or not attached
- The company relies on outdated KRS data
- Different people sign different documents without explanation
Consequently, these mistakes often lead to:
- Requests for additional documents
- Significant processing delays
- In some cases, refusal of the application
What Employers Should Do
Fortunately, employers can avoid most of these issues with a structured approach.
Before submitting Annex No. 1:
- Check representation rules in KRS
- Ensure the correct number of signatures
- Prepare a valid power of attorney if needed
- Keep signatories consistent across documents
- Attach a current KRS extract
By doing this, you align your documentation with legal requirements from the start.
What Employees Can Do to Protect Their Application
Although the employer prepares Annex No. 1, employees should still stay involved.
In particular, they should:
- Ask who will sign the document
- Confirm that the person is authorized under KRS
- Check that all required signatures are present
- Ensure consistency between Annex No. 1 and the employment contract
By taking these steps early, employees can prevent unnecessary delays later.
Final Thoughts
Today, immigration decisions rely not only on eligibility but also on consistency and verifiability.
Annex No. 1 clearly illustrates this principle.
When the document reflects KRS rules accurately, the application moves forward smoothly.
However, when the signature does not match legal requirements, even a strong application can fail.
Need Support?
Whether you are an employer hiring foreign talent or an employee applying for a residence permit, careful preparation makes all the difference.
If you would like to review your documentation or verify compliance before submission, feel free to get in touch.