Poland’s move to the MOS online process from 27 April 2026 changes preparation and submission of residence applications. Official government information explains the transition to electronic filing. Fragomen’s 7 May analysis highlights employer appendices and electronic signature requirements that can affect readiness to submit.

The process should not be described as applying identically to every immigration procedure. Mobility teams need to check the application category and exceptions. The practical task is coordinating the applicant’s submission with documents and signatures supplied by the employer, using instructions applicable to the case.

Prepare the employer’s part early This editor recommends mapping required documents and the person authorised to sign them. Confirm how that person obtains and uses the required electronic signature. The application schedule should include these preparations rather than treating an employer appendix as something that can always be added at the end. A backup arrangement should be discussed if the designated signatory will be unavailable.

Establish a way to check consistency across supporting documents. Job details, employing entity and other required information should be reviewed by responsible teams before submission. A named coordinator can resolve discrepancies and retain the approved version without circulating unnecessary personal information. The organisation should know which changes require a fresh review by its immigration adviser.

Check readiness against official instructions Before filing, this editor recommends confirming the portal process with the adviser or official guidance. Identify steps that must be completed beforehand and evidence to retain. An upload, a submitted application and an immigration decision are different stages and should be reported separately. A status update should make clear what has actually happened and what still depends on another party.

Give employees an explanation of their responsibilities and available support. Identify where to raise a portal problem and who answers questions about employer documents. Explain how timing changes will be communicated to the business, particularly when an assignment depends on an immigration outcome. The communication should avoid turning an expected processing step into a promise about a decision date.

The priority is a complete, coordinated submission. A documented checklist, authorised signatures and clear handovers make the process easier to manage while keeping the legal assessment with the appropriate adviser and authorities. After filing, the coordinator should retain the submission evidence and record the next required action.

Sources: Source de référence