Employment Certificate — Mandatory Employer Document

An employment certificate is an official document issued by an employer to an employee who is terminating employment. The document contains key information about the course of employment, position, and working conditions. It is not only a formal obligation but also a legally significant document for the employee's future employment.

In 2026, the requirements for employment certificates remain unchanged — employers must comply with the exact regulations contained in the Labor Code. Failure to meet this obligation carries serious financial penalties.

What an Employment Certificate Must Contain — Mandatory Elements

According to Labor Code regulations, an employment certificate must contain the following mandatory information:

Identification Data

• Employee's full name and their PESEL number, or in case of a foreigner, identity document number
• Employer's name and address (headquarters or residence)
• Employer's REGON number (if available)
• Date of issuance of the employment certificate

Employment Information

Certificate Element	Description
Employment Period	Start date and end date of employment (day, month, year)
Position/Function	Exact specification of the position held by the employee
Type and Scope of Work	Description of tasks and duties performed by the employee
Working Hours	Number of hours per week (e.g., 40 hours, shift work)
Manner of Contract Termination	How employment ended (notice, fixed-term contract expiration, mutual agreement, termination with notice)

Information Necessary for Social Insurance

An employment certificate should contain all information necessary for properly establishing employee rights with the Social Insurance Institution (ZUS) and the National Health Fund. In practice, this includes:

• Classification of work type (work in hazardous conditions, if applicable)
• Information about received salary (if the employee requests it)
• Periods of absence (e.g., vacation, sick leave)

Additional Information Upon Employee Request

Employers are not required to include all of the following information automatically, but employees can request it:

Salary and Salary Components

Upon request, an employer should enter in the employment certificate:

• Basic salary amount (base salary)
• Each salary component (allowances, bonuses, commissions)
• Net and gross (if the employee requests it)
• Average salary in the last months of employment

Professional Qualifications Acquired

An employee may also request information about:

• Training courses completed during employment
• Professional certifications obtained
• Qualifications improved during work
• Professional experience gained with the employer

Reason for Contract Termination

An employee may request that the reason for termination be included in descriptive form. The employer should provide objective reasons (e.g., downsizing, end of fixed-term contract, change of working conditions).

How to Properly Complete an Employment Certificate — Practical Tips

Template and Document Form

The Labor Code does not impose a specific mandatory employment certificate template. An employer may use:

• Templates recommended by institutions (e.g., Ministry of Labor, available on government websites)
• Employer's own form, as long as it contains all statutory elements
• Templates from HR software (e.g., iSeria, Enova, Sage)

Important: Regardless of form, the document must be written in clear, legible font and contain the original signature of the employer or authorized person.

Step-by-Step — Completing an Employment Certificate

Deadlines for Issuing Employment Certificates

Employers are required to issue employment certificates within strictly specified deadlines:

Standard Deadline

An employment certificate is issued to an employee on the day employment ends. This means that on the employee's last day of work, they should receive the document in person.

Extension Deadline

If this is not possible due to technical or organizational reasons, the employer has 7 days from the end of employment to send the document to the employee. This may be:

• Personal delivery to the employer's office
• Mailing by registered mail
• Electronic delivery (increasingly common, though the document should be original)

Employer Obligations — What Happens for Non-Compliance

Penalties for Not Providing Employment Certificate

Failure to issue an employment certificate exposes employers to:

Type of Violation	Penalty
Not issuing employment certificate within deadline	Fine from 1,000 PLN to 30,000 PLN
Issuing certificate with missing data	Fine from 1,000 PLN to 30,000 PLN
Knowingly including false information	Fine, imprisonment, or both

Consequences for Employee

Lack of employment certificate may put an employee in difficult situation:

• Problems when applying for new employment (employers want to see employment history)
• Difficulty establishing pension and disability rights (ZUS has no basis to record the work period)
• Problems verifying work experience
• Complications in obtaining foreign work certificate

Practical Scenarios — How to Complete in Specific Situations

Scenario 1: Employee Worked on Indefinite-Term Contract

In this case, the employee was dismissed or submitted notice. The certificate should contain:

• Full employment date (e.g., from 15.05.2018)
• Last day of work (e.g., until 31.03.2026)
• Position and scope of duties
• Reason for termination (employee notice, employer notice, mutual agreement)

Scenario 2: Employee Worked on Fixed-Term Contract

If the contract expired at the end of the term:

• Enter exact employment dates (e.g., from 01.01.2024 to 31.12.2025)
• In the "manner of termination" field — "expiration of fixed-term contract"
• No need to describe the reason — the contract expired automatically

Scenario 3: Employee Worked on Commissioned Work or Piece Work

Regulations are less specific, but the employer should issue a document containing:

• Period of performance of commissions or work
• Type of work performed
• Salary amounts (if the employee requests it)

FAQ: Most Common Questions About Employment Certificates

Must an employer justify the reason for dismissal in the employment certificate?

This is not automatically mandatory, but an employee can request it. The employer should then enter an objective reason (e.g., "organizational restructuring", "reduction in force", "end of temporary contract").

Must an employment certificate include salary information?

No — only if the employee requests it. The employer is then obligated to provide both the basic salary and all allowances.

What to do if an employer refuses to issue an employment certificate?

An employee has the right to appeal to the labor inspector. The company cannot legitimize lack of certificate and the employer faces a fine. Additionally, an employee can file a complaint with the prosecutor's office.

Can an employment certificate contain an employer's opinion?

Yes, provided the employee requests it. The employer may include an opinion about the employee's work, skills, and fulfillment of duties. However, it must be factual and verifiable.

Can I request a correction to the employment certificate?

Yes. If the certificate contains errors or lacks essential information, an employee can request correction. The employer is obligated to issue a new, corrected certificate.

Is an employment certificate valid abroad?

An employment certificate in Poland is a domestic document. For work abroad, certifications issued by international organizations or confirmed through foreign offices (apostille) may be required.