How to issue a death certificate in Poland: step-by-step instructions
Losing a loved one is always a painful ordeal that requires not only emotional strength, but also practical action. One of the first questions that arises before the relatives of the deceased in Poland is how to properly issue a death certificate. This document is legally necessary for organizing a burial, receiving assistance, closing bank accounts, reissuing property and the like.
In this article we will consider a step-by-step instruction that will help you go through this process in Poland quickly and without unnecessary difficulties.
Step 1: Obtain a death card from a doctor
The first official document you need to obtain is a death card (karta zgonu). It is issued by the doctor who states the fact of death.
- If the death occurred in a hospital, the card is issued by the doctor of the hospital.
- If the death occurs at home, you must call a doctor or ambulance, which will record the death and issue the appropriate document.
The death card consists of two parts: medical and statistical. Both are needed for further registration.
Step 2: Go to the Civil Registry Office (Urząd Stanu Cywilnego)
With the death card, you must go to the Civil Status Office (Urząd Stanu Cywilnego) in the place of death or residence of the deceased. This is usually done within 3 days after the death (or immediately in case of death from violent causes).
Documents to bring with you:
- Death card
- Passport or PESEL of the deceased
- Identity document of the applicant (mainly a relative or authorized person)
- Marriage certificate (if the applicant is a spouse)
Step 3: Issue a death certificate (akt zgonu)
After submitting the documents, the civil registry office registers the death and issues a death certificate (akt zgonu). This is an official document that confirms the fact of death and allows you to resolve legal and administrative issues.
You will receive:
- One free copy of the certificate (additional copies can be ordered for a fee)
- A copy of the abbreviated deed form for the funeral home
Step 4: Informing the institutions
After receiving the death certificate, the following agencies should be notified of the death:
- ZUS (to process the funeral benefit)
- Bank (to block accounts)
- Insurance companies
- Employer of the deceased (if employed)
- Migration or consular services (for foreigners)
Step 5: Additional procedures for foreigners
If the deceased is a foreigner, it is necessary to additionally:
- Notify the consulate of the respective country
- To certify the certificate with an apostille (for Ukraine an apostille is not necessary due to the agreement on the convention exempting from
- legalization of documents)
- If necessary – to translate the document by a sworn translator (tłumacz przysięgły)
Conclusion
Drawing up a death certificate in Poland is an important step that ensures the legality of all further actions related to burial, inheritance and settlement of the deceased’s affairs. Despite the emotional complexity of the situation, a clear understanding of the procedure allows you to avoid additional stress and bureaucratic errors. Following these steps, you will be able to quickly and correctly execute all the necessary documents, and if necessary – to contact specialists or funeral services that will help in this process.