The Ultimate Moving to Poland Checklist: Every Step Before and After Arrival

Visa and Legal Documents

EU/EEA/Swiss citizens: You have the right to live and work in Poland without a visa. However, if you plan to stay longer than 3 months, you must register your residence at the local voivodeship office (urzad wojewodzki). This is a straightforward process but requires proof of employment, studies, or sufficient financial means.

Non-EU citizens: You will likely need either a national visa (type D) or a temporary residence permit, depending on your purpose of stay. Work visas require a work permit or a declaration of intent from your employer. Student visas require an acceptance letter from a Polish university. The application process typically takes 4 to 8 weeks, so starting 3 months ahead is not early -- it is necessary.

Regardless of nationality, gather and prepare these documents now: passport (valid for at least 6 months beyond your planned stay), birth certificate, educational diplomas, employment contracts or university acceptance letters, proof of health insurance, and passport-sized photos meeting Polish biometric standards. Any documents not in Polish or English should be sent to a sworn translator now -- translations take 3 to 7 business days and cost 50 to 150 PLN per page.

Housing Research

Three months out is the ideal time to start researching housing -- not to sign a lease yet, but to understand the market, identify your target neighborhoods, and set a realistic budget. Rental markets in Warsaw, Krakow, and Wroclaw move fast, but most landlords will not hold an apartment for more than 2 to 3 weeks.

Start by browsing listings on Domkaspot to understand price ranges in your target city. Note the difference between advertised rent and total monthly cost (rent + czynsz administracyjny + utilities + internet). A room listed at 1,400 PLN in Krakow will actually cost closer to 1,800 PLN per month when all-in costs are included.

If you are open to shared living, explore the flatmate matching section to see what is available. Shared rooms are 30 to 50 percent cheaper than studio apartments and come with the bonus of having built-in social connections from day one.

Financial Preparation

Set a savings target based on your destination city and housing type. As a rule of thumb, you need: first month's rent + deposit (1 to 2 months' rent) + 2,000 PLN for first-month essentials + 3-month emergency fund. For a single professional renting a studio in Warsaw, that is roughly 25,000 to 30,000 PLN. For a student sharing a room in Lublin, 10,000 to 15,000 PLN.

Open a multi-currency account (Revolut, Wise, or similar) now if you do not already have one. These accounts let you hold PLN alongside your home currency and convert at near-market rates, saving hundreds on exchange fees. You will also want to set up a bank transfer method that works internationally, since your Polish bank account will not exist until after you arrive.

Research health insurance options. If you are employed, your employer will handle NFZ (national health insurance) enrollment. If not, budget 200 to 400 PLN per month for private insurance through providers like LuxMed, Medicover, or Enel-Med. EU citizens should apply for a European Health Insurance Card (EHIC) as a temporary bridge.

Finalize Your Apartment

Now is the time to move from browsing to booking. On Domkaspot, you can filter by move-in date, price range, and furnished status to find apartments available when you need them. For shared living, the flatmate finder matches you based on personality and lifestyle compatibility, not just budget.

Before signing any lease, verify these critical details: the total monthly cost (rent + czynsz + utilities estimate), the deposit amount and return conditions, the minimum lease length, whether the landlord will provide zameldowanie (address registration, which you need for PESEL and other admin tasks), and the apartment's condition (request photos or a video tour if you cannot visit in person).

Read our guide to understanding Polish rental contracts before signing anything. Pay special attention to the notice period, deposit return terms, and any clauses about subletting or guests.

Book Travel and Plan Logistics

Book your flight 3 to 4 weeks ahead for the best prices on Ryanair and Wizz Air. If you are flying into Warsaw Chopin or Krakow Balice, budget airlines offer fares from 100 to 400 PLN from most European cities. For Modlin Airport (Warsaw's budget terminal), factor in an additional 50 to 90 minutes of bus transfer to the city center.

Pack strategically: bring everything that fits in 1 to 2 checked bags plus a carry-on, and plan to buy the rest in Poland. Furniture, kitchenware, and household items are cheaper in Poland than in Western Europe. Prioritize personal items, important documents (originals and copies), seasonal clothing appropriate for your arrival month, and any electronics or chargers you depend on daily.

If you are arriving in autumn or winter (October through March), pack at least one warm layer for your first few days. You can buy a proper winter wardrobe in Poland, but you do not want to be shivering on your first commute to the urzad.

Administrative Preparation

Cancel or transfer any subscriptions, memberships, or services in your current country that will not follow you to Poland. Notify your bank, phone provider, and insurance company of your move. If you have a lease, give proper notice to your current landlord.

Download the key apps you will need from day one: Google Maps (works well in Poland), Jakdojade (public transport navigation for all Polish cities), your banking app, Revolut or Wise, and Google Translate (the camera translation feature is invaluable for reading Polish signs and documents in real time).

Print or save digital copies of every important document: passport, visa, rental agreement, health insurance confirmation, flight tickets, and emergency contacts. Have both digital and physical copies -- Poland's bureaucracy sometimes requires paper originals.

Day 1-2: Move In and Basic Setup

Apartment inspection: Before unpacking, document the condition of your apartment with timestamped photos and video. Check every room, every appliance, every wall and floor. Send these to your landlord via email (creating a written record) and note any pre-existing damage on the handover protocol (protokol zdawczo-odbiorczy). This protects your deposit when you eventually move out.

SIM card: Visit any Play, Orange, or T-Mobile shop and buy a prepaid SIM card. Costs are 20 to 50 PLN for the card plus first month's data (20 to 50 GB). You will need your passport for registration. Having a Polish phone number unlocks everything else -- bank account applications, delivery services, and two-factor authentication for Polish websites.

Groceries and essentials: Find the nearest Biedronka, Lidl, or Zabka and stock your kitchen with basics. Budget 300 to 500 PLN for your first grocery run including cleaning supplies. If your apartment is missing bedding, towels, or kitchen items, IKEA and Pepco are the most affordable options.

Day 3-5: Administration Begins

Zameldowanie (address registration): This is your most important administrative task. Visit your local urzad gminy (municipal office) with your passport, rental contract, and a signed declaration from your landlord confirming your residence. The registration is free and takes 30 to 60 minutes. You will receive your PESEL number either on the spot or within a few days. The PESEL is your universal Polish identification number -- you need it for virtually everything.

Bank account: Once you have your PESEL (or even a confirmation that it is being processed), visit a bank branch to open a Polish account. Popular choices for foreigners include mBank (fully online-friendly), ING, and PKO BP. Bring your passport, PESEL, and proof of address. The process takes 30 to 60 minutes. Your Polish bank account is essential for paying rent, receiving salary, and setting up direct debits.

Profil Zaufany: Set up your Profil Zaufany (trusted profile) through your new bank's online platform. This digital identity lets you access e-government services, submit forms online, and avoid many in-person office visits. It takes 15 minutes and is completely free.

For a detailed walkthrough of each step, see our guides on getting a PESEL number and registering your address.

Day 5-7: Transportation and Orientation

Monthly transport pass: Visit a ZTM office or use the city's app to buy a monthly transport pass. Costs range from 100 PLN (Lublin) to 150 PLN (Warsaw), with 50 percent student discounts available. In most cities, you can also use contactless bank cards directly on buses and trams, but the monthly pass saves money if you commute daily.

Explore your neighborhood: Spend a few hours walking around your area. Locate the nearest grocery stores, pharmacies (apteka), post office (poczta), public transport stops, and any parks or green spaces. Knowing your immediate surroundings reduces daily friction and helps you feel at home faster.

Test your commute: If you are starting work or university, do a test run of your daily commute during peak hours. Polish public transport is generally reliable, but rush hour in Warsaw or Krakow can add 15 to 30 minutes to your travel time. The Jakdojade app gives real-time departure information for all cities.

Health Insurance and Medical Setup

If you are employed, your employer will register you with ZUS (social insurance), which automatically enrolls you in NFZ (national health insurance). This process takes 1 to 2 weeks from your start date. Until it is active, your EHIC card (EU citizens) or private insurance covers you.

If you are self-employed, a student without university coverage, or not working, sign up for private health insurance. LuxMed, Medicover, and Enel-Med offer basic plans from 200 to 400 PLN per month with access to English-speaking doctors. Many plans include dental and optical coverage.

Register with a local clinic (przychodnia) for your primary care. Having a designated doctor means faster appointments when you need them. If you take regular medication, bring your prescriptions or medical records -- Polish pharmacies can often fill foreign prescriptions, but having documentation speeds up the process.

Social Integration

Your first month is the most important window for building a social foundation. Join expat groups on Facebook (search for your city + expats or internationals), attend language exchange meetups (Tandem, Mundo Lingo, and Polyglot Club run events in most Polish cities), and say yes to every social invitation you receive.

If you are living with flatmates, your housemates are your built-in social network. Plan a group dinner or explore the neighborhood together during your first week. Shared living through Domkaspot's personality-matched flatmates means your housemates are already compatible with your lifestyle, making social bonding much more natural.

Consider signing up for a Polish language course. Even basic conversational Polish dramatically improves your daily interactions and shows locals you are making an effort. Group classes (200 to 500 PLN per month) also double as social events where you meet other newcomers.

Financial Optimization

Review your first month's spending and set a realistic monthly budget going forward. Track where your money went -- most people discover they overspent on dining out and undersaved on groceries during their first few weeks.

Set up automatic bill payments through your Polish bank account: rent, internet, phone plan, and any insurance premiums. Polish landlords typically expect rent to be paid by the 10th of each month via bank transfer.

If you are earning in a foreign currency and spending in PLN, optimize your conversion strategy. Transferring a larger amount once per month through Wise or Revolut is usually cheaper than making small, frequent conversions.

Wardrobe Essentials

A proper winter wardrobe is non-negotiable. You need: a heavy winter coat rated for minus 15 or lower (300 to 800 PLN; look for down or synthetic insulated jackets at Decathlon, CCC, or TK Maxx), waterproof winter boots with insulation and good grip (200 to 500 PLN), thermal base layers (100 to 200 PLN for a set; Decathlon's Wedze and Quechua lines are excellent value), warm gloves, a scarf, and a hat (50 to 150 PLN total), and wool or thermal socks (30 to 60 PLN for a multi-pack).

Second-hand shops (lumpeksy) across Poland sell quality winter clothing at 70 to 90 percent discounts. A good winter coat from a lumpeks costs 50 to 150 PLN. TK Maxx and Pepco offer new budget options as well.

Apartment Winterization

Check that your apartment heating works properly before you need it. Most Polish apartments use central heating (ogrzewanie centralne), which is included in the czynsz administracyjny. Radiators typically start in October and run through April. If your apartment has individual gas heating, ask your landlord to service the boiler before winter.

Seal any drafty windows with weather stripping tape (20 to 40 PLN from Castorama or Leroy Merlin). Older Polish buildings often have single-pane windows that leak cold air. A simple foam seal can reduce heat loss significantly and lower your heating bills.

Stock up on warm bedding: a proper winter duvet (koldra zimowa) rated for cold rooms is 100 to 250 PLN at IKEA or Jysk. If your apartment has tile or laminate floors, a rug (60 to 200 PLN) makes a noticeable difference in warmth and comfort.

Mental Health and Daylight

Seasonal Affective Disorder (SAD) affects many newcomers during their first Polish winter. The combination of short days, cold weather, and being far from home can be challenging. Proactive strategies include: investing in a SAD lamp (100 to 300 PLN; use for 30 minutes each morning), maintaining a regular exercise routine (gym memberships are 100 to 200 PLN per month), taking Vitamin D supplements (widely available at any apteka for 15 to 30 PLN), and staying socially active even when it is tempting to hibernate.

Polish culture embraces winter rather than enduring it. Attend Christmas markets, try cross-country skiing, join a swimming pool, or explore the restaurant and cafe scene. Your flatmates, colleagues, and local friends will help you discover the seasonal traditions that make Polish winters genuinely enjoyable.