Transcription of a foreign marriage certificate in Poland
Rules for transcribing foreign marriage certificates (including same-sex marriages)
This article is a general guide and does not constitute legal advice. The regulations on transcribing foreign same-sex marriage certificates are relatively new, so in individual cases we also recommend contacting the relevant Registry Office (a list of Registry Offices is provided at the end of the text).
More and more Poles are getting married abroad, including in same-sex marriages, in countries where this form of marriage is legally recognised. Until recently, entering such a certificate into Polish civil status records was not possible – but the situation has now changed. In this article we explain what a marriage certificate transcription is, how the procedure currently looks for marriages (including same-sex marriages), and why a sworn translation of the document confirming the marriage abroad is an essential part of the whole process.
What is a marriage certificate transcription?
Transcription means entering a foreign civil status document (such as a marriage certificate) into Polish civil status records. Through transcription, a document issued abroad receives a Polish certified copy that can be used at Polish offices on the same basis as a certificate issued in Poland. The application for transcription is submitted at a chosen Registry Office. It is essential to attach the foreign marriage certificate together with its sworn translation into Polish.
Transcription of a same-sex marriage certificate
For years, Polish Registry Offices refused to transcribe foreign same-sex marriage certificates, citing the fact that Polish family law does not provide for such an institution of marriage. This was changed, among other things, by the case law of administrative courts, in particular the ruling of the Supreme Administrative Court of 2 June 2021 (case no. II OSK 216/21), which pointed to the need to ensure effective registration of civil status events that occurred abroad and to remove administrative barriers.
On this basis, the Minister of Digital Affairs and the Minister of Interior and Administration issued a regulation introducing new templates for marriage certificate copies. This solution allows the transcription of a foreign marriage certificate without the need to register the parties' data inconsistent with their sex – the certified copy also contains a clear note on the method of preparation, indicating that the marriage was concluded outside Poland. Any couple who entered into a same-sex marriage abroad can now apply for transcription at any Registry Office in Poland.
Important! The regulation was published in the Journal of Laws (on 22 May 2026) together with a three-month vacatio legis period, needed by offices to implement the changes to the civil status registration system. Because the regulations and the practice of applying them are still new, we recommend checking the current guidelines directly on the website of the chosen Registry Office before submitting an application (a list of the most popular Registry Offices is provided at the end of the text).
Regardless of the clarified formal path, one of the basic conditions for submitting a transcription application remains attaching the foreign marriage certificate together with its sworn translation into Polish.
Why is a sworn translation of the marriage certificate essential?
The application for transcription of a foreign marriage certificate must include its translation into Polish made by a sworn translator entered on the list kept by the Ministry of Justice. A regular (non-certified) translation is not accepted by the Registry Office. The finished translation bears the translator's seal and signature, along with an appropriate clause certifying conformity with the original.
A sworn translation of a marriage certificate may also be needed independently of the transcription itself, for example in immigration matters, access to medical records, residence matters, inheritance, banking, insurance, or when dealing with foreign offices and consulates.
To have the sworn (certified) translation prepared, it is usually enough to send a scan or a clear photo of the document – the original will need to be shown when collecting the finished translation. We recommend having the original with you during your visit to the Registry Office.
Detailed information can be found on the websites of selected Registry Offices: Łódź, Warsaw, Gdańsk, Poznań, Kraków, Wrocław, Katowice. – Registry Office websites for other cities can be found online.
Summary
Thanks to the new regulation, based on the case law of administrative courts, transcription of a foreign marriage certificate (including a same-sex marriage certificate) into Polish civil status records is now possible at any Registry Office in Poland. Regardless of the specific procedure at a given office, a sworn translation of the marriage certificate into Polish remains one of the mandatory elements of the application. If you need a professional sworn translation of a foreign marriage certificate, please contact our office.