Criminal Record Certificate: How to Obtain and When Certified Translation is Needed

A criminal record certificate is an official document confirming that a person does not appear in the National Criminal Register (KRK) as someone convicted by a final judgment. It is often required when applying for jobs in certain positions, as well as in many situations related to traveling abroad – for work, studies, or immigration purposes. In such cases, certified translation of the criminal record certificate may be essential.

What is a criminal record certificate?

A criminal record certificate is a document issued by the Information Bureau of the National Criminal Register (KRK), which operates under the Ministry of Justice. It states whether a given natural person or collective entity (e.g., company) appears in the register as convicted of a crime or fiscal offense. The absence of an entry in the KRK means that the person is considered to have no criminal record. A person whose conviction has been expunged after a certain period of time is also considered to have no criminal record.

This document is often crucial in recruitment processes, when applying for licenses, permits, and in many international procedures.

How and where to obtain a criminal record certificate?

To obtain a criminal record certificate, you need to submit an appropriate application (request for information about a person or collective entity). This can be done in several ways:

• In person: At one of the KRK Information Points, which are located at district courts and some regional courts throughout Poland, or directly at the KRK Information Bureau in Warsaw.
• Electronically: Through the Ministry of Justice e-Platform system (e-KRK). This requires having a qualified electronic signature or a trusted ePUAP profile.
• By mail: By sending a completed and paid application to a selected KRK Information Point or to the KRK Information Bureau.

A fee is charged for issuing the certificate. In 2024, it was 30 PLN when submitting the application in person or by mail, and 20 PLN when applying electronically. Payment can be made by bank transfer to the Ministry of Justice account, cash at the court cashier, or in the form of court fee stamps. If you need to use the certificate abroad, you should add the cost of certified translation into English, German, or another required language to these costs.

Who needs a criminal record certificate and for what purposes?

In Poland, having a clean criminal record is a statutory requirement for many functions and professions. Employers in such cases have the right to require candidates to present a criminal record certificate. This applies to positions such as:

• State and local government officials
• Judges, prosecutors
• Police officers, professional soldiers, officers of other uniformed services
• Teachers and educators
• Security personnel
• People working with children
• Certain positions in the financial sector

A criminal record certificate is also often required when applying for permits, licenses (e.g., for weapons, for conducting specific business activities), or when adopting a child.

When is certified translation of criminal record certificate necessary?

Certified translation of criminal record certificate becomes essential when this document is to be presented to authorities or institutions in another country where Polish is not the official language. The most common situations include:

• Applying for a visa or residence permit: Many countries require such a document in the immigration process or when issuing long-term visas.
• Taking up employment abroad: Foreign employers, especially in certain industries (e.g., care, education, finance, public services), may require a translated certificate.
• Starting studies or participating in international programs: Some universities or program organizers (e.g., Work & Travel, volunteering) may require this.
• Adoption procedures abroad.
• Starting a business or obtaining licenses in another country.

Sometimes it may also be necessary to present criminal record certificates from all countries where a person has lived for an extended period. It is important that the translation is performed by a sworn translator of the given language, which gives it official validity.

Who can apply for a certificate?

The right to obtain information about themselves from the National Criminal Register belongs to every Polish citizen as well as citizens and residents of European Union member states. The application can be submitted by the person whose data it concerns, or their attorney (based on written authorization). The certificate is issued based on data contained in the KRK system as of the date of its preparation.

How to professionally translate criminal record certificate online?

A criminal record certificate is an official document whose translation must be precise and faithful to the original. The Sworny.com platform offers a fast and convenient way to order certified translation of criminal record certificate online.

1. Prepare a scan or clear photo of your certificate.
2. Upload the file through the secure form on Sworny.com, specifying the target language.
3. You will receive offers from experienced sworn translators.
4. Choose an offer, make payment online, and the translator will start working.
5. You will receive the finished, authenticated translation in electronic form (scan) and, upon request, in paper version.

With Sworny.com, you can be sure that your translation will be performed reliably and will be honored by foreign institutions. You can order translation into many languages, including the most popular ones like English, German, French, Spanish, as well as less common ones.