You're coming off a shift. A notification pops up: a letter from the voivodeship office (urząd wojewódzki). You open it. The first words: decyzja odmowna. Your karta pobytu (Polish residence card, TRC) has been refused.
Your hands go cold. The Polish is dense. One question loops in your head: will I have to leave Poland? Take a breath. A refusal is a decision — not the end of the road. The law gives you the right to appeal (odwołanie). But the window is short: usually 14 days. This guide covers what to do on day one, where and how to file the appeal, and what to watch for if your documents come from Nepal.
Refusal letter in hand: what do you check first?
Three things, right away: (1) the date you actually received the decision (doręczenie), (2) the reasons the office gave for refusing, and (3) the instruction section at the end (pouczenie), which says how and by when to appeal.
According to the official MOS portal, an appeal against a voivode's refusal must be made in writing, through the voivode who issued the decision, within 14 days of delivery. See the MOS appeal page.
The 14 days run from the day you received the decision — not from the date printed on the letter. So keep proof of receipt: the postal stamp, the e-mail date, or your signature date. Photograph the envelope and any receipt today.
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One more thing: appealing is your right, not an obligation. But if you don't appeal and have no other legal basis to stay, MOS says you should leave Poland within 30 days of the decision becoming final. Sitting quietly is the riskiest option.
Whether you have another basis to stay (for example, another application in progress) depends on your case. If you're unsure, send us the decision. Don't guess.
Where and how do you file the appeal (odwołanie)?
Here's where many workers slip. You applied through MOS, so you assume the appeal also goes through MOS. It doesn't. The appeal is not filed through the MOS portal. Do this instead:
- Prepare a written appeal, in Polish. MOS has a form on the portal (in the "Złóż wniosek online" section) that helps you draft it.
- Include your name, date of birth, case number (printed at the top of the decision), the decision date, and a clear sentence that you disagree with the decision. Sign it.
- Send it to the voivodeship office that issued the decision: by post, in person or via someone else at the office's registry desk (biuro podawcze), or electronically to the voivode's e-delivery address.
- Keep proof you filed: the postal receipt, a stamped copy from the registry desk, or the electronic confirmation.
Don't wait for day 14. Post can be slow and counters can be closed. Filing in the first days is safer — and you can still add documents later.
Related reading: Karta Pobytu Refused? 14 Days to Appeal — What to Do on Day One.
What do you write, and what do you attach?
Read the "uzasadnienie" (reasons) section of the decision slowly. Why was it refused? Typical reasons: a missing document, weak proof of work or residence, inconsistencies in the form, or a document requested by the office that didn't arrive in time. Your appeal should answer every reason.
Keep it short and factual. Facts and documents, not long emotional stories. For example: "The decision says document X is missing. I am attaching it." Or: "I already submitted this document; here is the proof."
Documents from Nepal: one point to watch
If your refusal involves a Nepali document (birth certificate, marriage certificate, police clearance), read this part. According to sources citing the Hague Conference status table, Nepal is not a party to the Apostille Convention. So a simple apostille won't work. Such documents normally need consular legalization, followed by a sworn translation (tłumacz przysięgły) into Polish.
Poland's embassy covering Nepal is in New Delhi. According to the embassy's legalisation page on gov.pl, it legalises documents from Nepal. Applications are taken on Wednesdays and Fridays, 9:30–12:00, and documents must first be authenticated by the authority of the issuing country. The page says processing takes up to 30 days, but hours and rules change — check before you send anything.
We don't advise on the Nepal-side steps; ask the relevant Nepali authority about those. Our work is the residence card stage in Poland.
Even if new documents take time, don't miss the 14-day appeal deadline. File the appeal first and add papers when they arrive — but how to do it depends on your decision, so ask before you act.
What can UdSC decide — and what comes next?
Your appeal goes from the voivode to the Head of UdSC (Urząd do Spraw Cudzoziemców, the Office for Foreigners). They can do one of three things:
- cancel the voivode's decision and grant you the permit (if your appeal is right);
- uphold the voivode's decision (the refusal stays);
- cancel the decision and send the case back to the voivode for a new review.
If UdSC upholds the refusal, the 30-day period to leave Poland runs from the day you receive the UdSC decision. That decision also explains your next option — usually a complaint to the administrative court (WSA), typically within 30 days. Check the exact deadline in your own decision's instructions.
How long a decision takes? See Day 61 and No Answer? Poland TRC Decision Time in 2026. We can't promise a timeline — every case is different.
Practical tip: photograph the decision the day you receive it, write down the date, and set a phone alarm for day 14. One day late can mean the appeal is rejected.
Which mistakes damage your case?
- Waiting for your employer to "handle it." The appeal is in your name; the clock is yours.
- Looking for the appeal button in MOS and losing days. The appeal goes to the voivode.
- Posting it on the last day and trusting the mail.
- Writing a generic letter without answering the reasons in the decision.
- Submitting fake documents or papers you don't understand. That makes things much worse.
- Following anyone who promises a "shortcut." Only the legal route is safe.
An illustrative example (a composite, not a real client): a warehouse worker from Nepal was refused over one missing document. He read the reasons on day two, prepared the document, and filed in time. Results differ in every case, but filing on time kept his rights intact.
Could a new application be better than an appeal?
Sometimes the reason is small, like a missing paper, and a fresh application may be quicker. But don't decide alone. The 14-day appeal window and your right to stay under a new application can affect each other. Which route fits depends on your decision, so we look at the document first.
Also see: Poland TRC Renewal 2026: 5 Steps Before the Last Day of Your Stay.
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