Breaking barriers: how to overcome challenges in hiring foreign workers in Poland

Legal maze: understanding work permits and employment rules in Poland

For many employers, hiring a foreign worker in Poland begins with navigating a maze of formalities. Every non-Polish employee must have a legal right to stay and work in the country – either through a valid visa, temporary residence permit, or a work permit issued by the local voivodeship office. Depending on the employee’s nationality, different procedures may apply: a work permit, a registered “declaration of intent to employ,” or a simplified notification to the local labour office.

Employers are also required to sign a written employment contract in a language the worker understands and to register them with the Social Insurance Institution (ZUS). Failure to comply may result in financial penalties and damage to the company’s reputation. According to a 2024 report by Gi Group Holding, around 35% of Polish employers cite bureaucratic complexity as the main challenge in employing foreigners, while 24.5% struggle with unclear legal guidance.

Given these hurdles, many companies choose to collaborate with legal or HR consultants specializing in immigration and labour law. This not only reduces the risk of costly errors but also speeds up the onboarding process – allowing international employees to become productive sooner.

Labour market overview: permits, employment rates, and legal obligations

In 2024, Polish authorities issued over 320,000 work permits for foreign nationals, marking another record year for international employment in Poland. Yet, despite this steady growth, around 26% of migrants remain unemployed, mainly due to language barriers and difficulties matching their qualifications to Polish labour market standards.

For those who do secure a job, employers must follow a strict set of legal obligations. Every foreign worker must be registered with the Social Insurance Institution (ZUS) and covered by health and social contributions, just like Polish citizens. Employment contracts must be issued in writing and in a language understood by the employee, ensuring full awareness of their rights and duties. Moreover, Polish law guarantees equal treatment for foreign and domestic employees in all aspects of employment – including pay, working hours, occupational safety, and access to leave.

If a work permit or residence application is rejected, employers have the right to appeal the decision – provided the initial documentation is complete and submitted within the required deadlines. Being proactive in preparing accurate and compliant applications not only helps avoid refusals but also demonstrates a company’s reliability and professionalism in the eyes of regulatory authorities.

Language barriers and communication gaps

Even when all paperwork is in order, everyday communication often becomes the real test. For many foreign employees, limited Polish language skills are a key obstacle to efficiency, teamwork, and even workplace safety. Routine tasks can take longer, misunderstandings may arise, and some employees may hesitate to ask questions for fear of making mistakes.

According to a 2025 survey by SW Research, as many as 41% of Polish employers identify the language barrier as the biggest obstacle in working with foreign employees. Other difficulties include differing work standards and attitudes toward responsibilities (23.5%), variations in communication styles (20.5%), and problems integrating with Polish teams (17.5%).

Language barriers can also lead to feelings of isolation or frustration, particularly when foreign workers struggle to participate in informal conversations or social events at work. Research from the Harvard Kennedy School’s Better Society Center found that 24% of refugees in Poland remain unemployed, largely due to language and qualification mismatches.

For employers, the takeaway is simple: offer accessible Polish language training, prepare onboarding materials in multiple languages, and encourage open, supportive communication between international and local staff. These efforts pay off quickly in smoother cooperation and higher retention.

Cultural differences at work

Cultural nuances play a huge role in shaping workplace dynamics. Concepts such as hierarchy, feedback, punctuality, and initiative can differ significantly between cultures. For instance, what Polish managers perceive as assertiveness might be interpreted as disrespect in some cultures – or vice versa.

Foreign employees might also have different approaches to time management, breaks, or social interactions. Left unaddressed, such differences can lead to miscommunication, tension, or feelings of exclusion. But when handled consciously, cultural diversity becomes a competitive advantage. Cross-cultural training, mentoring programs, and open dialogue sessions help turn misunderstandings into opportunities for creativity and innovation.

Teams that embrace diversity tend to be more adaptable and globally minded – essential traits for companies expanding beyond Poland’s borders.

Practical steps for integrating foreign employees

Hiring foreign talent is just the beginning. True success comes from effective integration. Forward-thinking companies in Poland are adopting several proven strategies to make newcomers feel supported:

• Tailored language courses based on employees’ job roles and proficiency levels.
• Onboarding materials and safety instructions are written in clear, accessible Polish or translated into native languages.
• Buddy or mentoring systems, where experienced team members guide new hires through company culture and everyday routines.
• Workshops for managers and teams on cultural awareness, communication styles, and inclusion.
• Social and team-building events that help international staff form relationships and feel part of the community.

HR departments play a crucial role in this process. Their involvement should begin long before a foreign employee’s first day at work – starting with clear language requirements in job postings, bilingual recruitment interviews, or the use of interpreters during onboarding. Such measures not only make the process fairer and more transparent but also help international candidates understand expectations from the very beginning. By tailoring recruitment and adaptation procedures to diverse language and cultural needs, HR teams can significantly shorten the adjustment period and increase long-term employee retention.

When employers invest in inclusion, they see tangible results – lower turnover, higher employee satisfaction, and stronger loyalty. Integration isn’t a “soft skill”; it’s a cornerstone of business performance in a globalized market.

Does investing in language and cultural training pay off for Polish companies?

From a purely business perspective, supporting the adaptation of foreign workers is one of the smartest investments a Polish company can make. Strong language and cultural programmes bring multiple benefits:

• Faster onboarding and higher productivity – employees adapt to tasks and company systems sooner.
• Fewer communication errors and safety issues, improving operational quality.
• Greater engagement and loyalty, as foreign employees feel valued and connected.
• Access to diverse perspectives that can drive innovation and open new market opportunities.

The Gi Group 2024 survey also revealed that over 55% of employers in Poland hire foreigners to address labour shortages, but 26.5% believe that diversity brings new ideas and creativity to their teams.

As Poland’s workforce continues to evolve, embracing multilingualism and multiculturalism will not just solve staffing problems – it will strengthen the very foundations of Polish businesses in an increasingly interconnected economy.