Polish at the office – glossary and example dialogues
At an office you will most often hear and read a dozen or so words: wniosek, załącznik, wezwanie, termin, decyzja, sprawa, okienko, numerek, podpis (application, attachment, summons, deadline, decision, case, counter, ticket number, signature). If you understand them and know a few polite phrases – Chciałbym złożyć wniosek (I would like to submit an application), Czy może pani powtórzyć wolniej? (Could you repeat that more slowly?) – you will manage at the counter. We teach language here, not procedures – this is not legal advice. You can practise a conversation at the counter with a teacher at the trial lesson.
Names of offices and institutions – what they mean
Polish names of offices are long and often appear as abbreviations. Below we explain them in simple language – the way we explain them to students in lessons.
| In Polish | What it means |
|---|---|
| urząd wojewódzki | an office for a whole voivodeship (region); this is where foreigners deal with, among other things, residence matters |
| urząd miasta / urząd gminy | a local office – matters of the residents of one city or municipality |
| MOS (Moduł Obsługi Spraw) | an online system in which applications in residence matters are prepared |
| ZUS (Zakład Ubezpieczeń Społecznych) | the institution for social insurance, benefits and pensions |
| NFZ (Narodowy Fundusz Zdrowia) | the institution that finances public healthcare; a “wizyta na NFZ” is a visit funded by the NFZ, not a private one |
| urząd skarbowy | the tax office |
| urząd pracy | the office that helps people look for work and handles the cases of unemployed people |
| PESEL | a person’s identification number in Poland; it is asked for in many offices, at the clinic and at the pharmacy |
| karta pobytu | a foreigner’s plastic document with a photo (residence card) |
| zezwolenie na pobyt / na pracę | the office’s permission to live or work in Poland (residence / work permit) |
| zameldowanie | entering the address where you live in the register (registration of residence) |
Words from letters and forms
Official letters use words that you will not hear in a shop. It is worth knowing them in advance, because what you have to do and by when depends on understanding them.
| Word or phrase | What it means in simple language |
|---|---|
| wniosek | a letter in which you ask for something; złożyć wniosek = to hand it in at the office |
| załącznik | a document attached to an application or an e-mail |
| wezwanie | a letter in which the office asks you for something: to come in, send a document or make up for missing items |
| uzupełnić braki | to supply what is missing |
| termin | 1) the last day to do something, 2) the agreed date of a visit |
| w terminie 14 dni od dnia doręczenia | an example of such wording: you have 14 days, and you count them from the day after the day on which the letter reached you |
| doręczenie | delivery of a letter to you |
| decyzja | a letter with the ruling on your case |
| odwołanie | a letter in which you disagree with a decision (an appeal) |
| pełnomocnik, pełnomocnictwo | a person who acts on your behalf, and the document that authorises them to do so |
| opłata skarbowa | a fee for certain official matters (stamp duty) |
| potwierdzenie złożenia | proof that you handed in the documents, e.g. a copy with a stamp |
| sygnatura / znak sprawy | the number of your case – give it in every letter and conversation |
Note: the example wording about 14 days only shows how to read such a sentence. Always check the deadline in your case in the letter you received.
The language of a form – field by field
Official forms have fixed field names. When you know these words, you will be able to fill in most forms without an interpreter.
- nazwisko, imię (imiona) – surname, first name(s); write all the first names from your passport;
- nazwisko rodowe – maiden name, the surname given at birth;
- data urodzenia (dd-mm-rrrr) – date of birth: day, month, year;
- miejsce urodzenia, obywatelstwo, płeć (K / M) – place of birth, citizenship, sex (K is female, M is male);
- stan cywilny – marital status: kawaler / panna, żonaty / zamężna, rozwiedziony / rozwiedziona, wdowiec / wdowa (single man / single woman, married man / married woman, divorced man / divorced woman, widower / widow);
- seria i numer dokumentu – the letters and digits from your passport or card;
- adres zamieszkania – the place where you really live; adres do korespondencji – where letters should be sent;
- wypełnić drukowanymi literami – fill in in CAPITAL LETTERS, clearly;
- niepotrzebne skreślić – strike out the answer that does not apply to you;
- czytelny podpis – a legible signature: first name and surname written so that they can be read.
Ready-made phrases at the counter
At an office, address the clerk as pan / pani (Mr / Ms) and start requests with chciałbym / chciałabym (I would like) or czy mogę (may I). It sounds polite and natural.
- Dzień dobry, chciałbym złożyć wniosek. / Chciałabym odebrać kartę. – Good morning, I would like to submit an application. / I would like to collect my card.
- Przyszedłem w sprawie tego pisma. – I have come about this letter. – and show the letter.
- Gdzie mogę pobrać numerek? – Where can I get a ticket number?
- Do którego okienka mam podejść? – Which counter should I go to?
- Czego brakuje w moim wniosku? – What is missing from my application?
- Do kiedy muszę to dostarczyć? – By when do I have to deliver this?
- Czy mogę prosić o potwierdzenie złożenia dokumentów? – May I ask for confirmation that the documents were submitted?
- Przepraszam, nie zrozumiałem. Czy może pani powtórzyć wolniej? – Sorry, I did not understand. Could you repeat that more slowly?
- Czy może pan to zapisać? – Could you write that down?
- Czy dobrze rozumiem, że…? – Do I understand correctly that…? – and repeat it in your own words.
Dialogue 1: at the information counter
Clerk: Dzień dobry, w jakiej sprawie?
Client: Dzień dobry. Dostałem to pismo. Nie wiem, dokąd mam z nim pójść.
Clerk: Proszę pokazać… To jest wezwanie do uzupełnienia braków. Brakuje kopii umowy o pracę.
Client: Rozumiem. Do kiedy muszę ją dostarczyć?
Clerk: Termin jest tutaj, w drugim akapicie. Liczy się od następnego dnia po odebraniu listu.
Client: Czy mogę złożyć kopię dzisiaj?
Clerk: Tak. Proszę pobrać numerek z automatu i poczekać na wywołanie.
Client: Dziękuję. Czy dostanę potwierdzenie?
Clerk: Tak, dostanie je pan przy okienku.
Dialogue 2: making an appointment by phone
Operator: Dzień dobry, w czym mogę pomóc?
Client: Dzień dobry. Chciałabym umówić wizytę w sprawie odbioru dokumentu.
Operator: Poproszę imię, nazwisko i znak sprawy.
Client: Nazywam się Olena Koval. Znak sprawy przeliteruję: W jak Warszawa, O jak Olsztyn…
Operator: Dziękuję. Najbliższy wolny termin to wtorek, godzina dziesiąta trzydzieści.
Client: Wtorek mi pasuje. Co mam ze sobą zabrać?
Operator: Dokument tożsamości. Wszystko jest też w wiadomości, którą pani dostanie.
Client: Dziękuję bardzo. Do widzenia.
Spelling words out is a useful skill: Poles spell out when giving names or the names of cities – A jak Anna, B jak Barbara, W jak Warszawa (A as in Anna, B as in Barbara, W as in Warsaw). Learn to spell out your own first name and surname.
Mistakes that sound impolite at an office
Most mistakes do not get in the way of understanding, but they sound impolite or imprecise. These corrections make a big difference:
| Instead of | Say | Why |
|---|---|---|
| Ja chcę wniosek. | Chciałbym złożyć wniosek. | the conditional sounds polite; “złożyć” is the verb that goes with a wniosek |
| Masz formularz? | Czy ma pani formularz? | we address a clerk as pan / pani |
| Dać dokumenty | złożyć / dostarczyć dokumenty | these are fixed combinations in official language |
| Wziąć kartę | odebrać kartę | a document is collected (odbiera się) |
| Ja nie rozumiem nic. | Przepraszam, nie wszystko zrozumiałem. | gentler and more precise |
How to prepare linguistically for a visit to the office
A short preparation the day before works best. Write down three things on your phone: why you are going (one sentence), your case number and two questions you want to ask. Practise them out loud. Ask the clerk to speak more slowly and to write down important information – clerks are used to this.
Office vocabulary will also be useful when renting a flat and in formal letters and e-mails. If you are interested in the language requirements in residence matters, read the page about permanent residence and the Polish language. We practise conversations at the office, ZUS and NFZ in the Polish for offices course – start with a trial lesson.
Frequently asked questions
Can I speak English at the voivodeship office?
It depends on the clerk – not everyone speaks a language other than Polish. It is safer to prepare the most important sentences in Polish and to have your case number written down.
What does “numerek” mean at an office?
It is a ticket with a number from the machine at the entrance. Your number and the number of the counter you should go to appear on a screen.
How do I ask a clerk in Polish to speak more slowly?
Say: Przepraszam, uczę się polskiego. Czy może pan mówić wolniej? (Sorry, I am learning Polish. Could you speak more slowly?) Saying that you are learning usually makes the other person speak more simply.
What is the difference between “termin” and “termin wizyty”?
On its own, “termin” in a letter usually means the last day to do something. “Termin wizyty” is the agreed date and time of a meeting at the office.
Sources
- Rozporządzenie Ministra Nauki i Szkolnictwa Wyższego z 14 lutego 2025 r. w sprawie egzaminów z języka polskiego jako obcego (Polish regulation of the Minister of Science and Higher Education on examinations in Polish as a foreign language), Dz.U. 2025 item 217 – Annex 1, Part II, level B1: communicative roles (petitioner) and the thematic catalogue (public institutions and places)
Vocabulary and conversations for the immigration office, ZUS, NFZ and renting a flat. Start with a trial lesson.
See also
- Polish for offices4 lessons and a glossary: letters, forms, talking at the counter, ZUS, NFZ and a tenancy agreement.290 PLNRead →
- Renting a flatDeposit, rent, utilities, notice – terms from the agreement, the advert and the conversation with the landlord.Read →
- Permanent residence and B1We correct a popular myth: a B1 certificate is not required for permanent residence – find out when you will need one.Read →