by Anna JanoszKBZ HR NEWS | Changes to the process for applying for residence permits – preparations for the launch of MOS 2.0. 10 key points
A new version of the MOS portal, or Case Management Module, used for submitting applications for residence permits in Poland, is due to be launched shortly. This change will be of significant importance for both foreign nationals and employers, universities and other entities involved in the procedure. The new system is designed to enable the fully electronic submission of applications for temporary residence permits, permanent residence permits and EU long-term resident permits.
Below are the 10 most important facts about MOS 2.0.
1.Applications exclusively online
The most significant change will be that, once the new portal is launched, applications covered by the MOS system will only be accepted in electronic form.
In practice, this means that any paper application received by the provincial office after the new system goes live will not be processed. For this reason, those who still wish to use the existing paper application route should plan how to submit their application well in advance. In practice, the safer option will be to submit the application directly at the office’s reception desk, rather than by post, to ensure that the document reaches the office before the launch of MOS 2.0. Simply posting the application before that date will not be sufficient.
2.A personal visit will still be necessary
The very idea of the new system boils down to the full digitisation of the application submission stage. A foreign national will have to log in to the portal, complete the form, attach the required documents in digital form and sign the whole thing electronically. This does not, however, mean that the entire procedure will be conducted without the personal involvement of the applicant. It will still be necessary to appear in person when summoned by the provincial governor, in particular to present original documents, provide fingerprints and a specimen signature.
3.Electronic signature or trusted profile required
One of the key new features is also the need to have the appropriate tools for electronic identification. Accounts on the new MOS portal will primarily be available to adult foreign nationals, and in the case of minors, also to their parents, guardians or curators. A trusted profile or a qualified electronic signature will be required to use the system. It is important to note that every foreign national will have to have their own account – applications cannot be submitted from a representative’s account.
4.Deletion of existing MOS accounts
It is also worth noting that the new MOS portal will not be a continuation of the existing user account. Users of the current version of the system will not have their data or accounts automatically transferred. The existing portal is to be deactivated, and user accounts deleted.
5.Requirement to submit the application personally via the online portal
Foreign nationals must log in to the portal themselves and submit an application from their own account. A representative will not be able to create an account on behalf of the client or use their login details. Of course, legal or organisational assistance in preparing the application will still be available, but formal actions within the system will have to be carried out in accordance with security rules and using the user’s individual access. In practice, this means that handling residence matters may require greater involvement from the foreign national themselves than before.
6.Electronic attachments
Changes are also significant in cases where the application requires additional documents signed by other parties, in particular by an employer or a university. In the new system, the relevant attachments are to be signed electronically. From a practical perspective, this means that the successful submission of an application will depend not only on the foreign national’s readiness, but also on the efficient cooperation of other parties involved in the process. In many cases, this may prolong the preparation of documentation, especially if the employer or another party is not ready to sign the required attachments electronically without delay. This is one of the most significant organisational changes, which may have a real impact on meeting the deadline for submitting the application.
7.Certificate of application submission instead of a stamp
After submitting the application, the user will be able to download an official confirmation of receipt, and following verification by the authorities, also a certificate of application submission, which is intended to replace the current stamp in the passport.
Failure to provide fingerprints will no longer constitute a formal deficiency in the application.
8.Some types of applications will still be submitted on paper
It should also be emphasised that MOS 2.0 will not become a universal channel for handling all residence matters. Certain types of applications will still be submitted in paper form, under the existing rules. This means that once the new system comes into force, it will still be necessary to determine on a case-by-case basis whether a particular category of application is already subject to the mandatory electronic route or remains outside the system.
9.Date of entry into force of MOS 2.0
Another important practical issue is the timing of the new system’s entry into force. According to announcements, the exact launch date of the portal is to be announced in a communication from the Minister of the Interior and Administration at least 14 days in advance. On the one hand, this allows some time to react, but on the other, it means that the transition period will be very short. This is of particular importance for individuals whose legal stay is due to expire shortly, as well as for companies employing foreign nationals. If the end date of legal stay falls in the period immediately preceding the implementation of the new system or shortly after its launch, delaying the submission of an application may entail unnecessary risk.
It is worth noting that in a statement dated 1 April 2026, the Office for Foreigners announced that work on the new MOS portal had entered its final phase, with testing due to conclude next week (6–10 April 2026), which may indicate that the system is due to be launched shortly.
10.Risks associated with the system
Technical issues are also significant. Although the aim of MOS 2.0 is to simplify access to the procedure and enable applications to be submitted from anywhere, any full digitalisation carries with it the risk of organisational problems, system overloads or difficulties for users. From the point of view of legal certainty, it is not advisable to plan to submit an application on the last day of legal residence. In residence matters, the margin for error should be as small as possible. This applies particularly to situations where an electronic signature will be required, as in such cases the time needed for technical preparation may be longer than before.
In summary, MOS 2.0 represents a significant change to the entire organisation of residence application submissions. The new system moves the point of application submission into the digital space, requires prior preparation of authentication tools and electronic signatures, increases the importance of efficient cooperation with the employer or other entity signing the attachments, and necessitates greater caution when planning deadlines. For many foreign nationals and employers, the most sensible approach may be to analyse in advance which cases should be initiated before the new system goes live. This applies particularly to cases where the period of legal residence is due to expire shortly, or where submitting an application will require additional organisational coordination.
Should you require assistance, we are at your disposal to help analyse which applications are worth preparing and submitting before the new system is launched, as well as to ensure you are properly prepared for its implementation.
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