How to write and send your letter

Writing the letter takes about 4 minutes. Then you send it yourself. This page shows every step.

1. 1

   Have these at hand, if you can

   The name of the office, your case number, and the dates: when you applied, and when you last heard from them. If the office sent you a letter or a decision, you can add a photo of it. You do not need all of this. What is missing becomes a blank [___] in the letter.

2. 2

   Say what happened

   Type it or say it out loud, in any language. Tell it as you would tell a friend: what you asked for, what the office did or did not do, and when.

3. 3

   Check that we understood

   We show which kind of letter fits and which office has to answer. If that is wrong, say so and describe it again. If no letter can help, we say so and show you where to get free legal help.

4. 4

   Answer a few questions

   Only what the letter needs, such as the date you applied. If you are not sure, leave it empty. A blank is better than a guess.

5. 5

   Read the letter

   The letter is in Polish, because it goes to a Polish office. Above it is a short summary in your language, to help you check it. Check the names, dates and case number, and fill in every blank [___]. To change something, say it plainly, for example “my name is Anna Kowalska”. If you would rather not type your name here, print the letter and write it in by hand.

6. 6

   Download it before you leave the page

   We keep no copy of your letter. If you close the page before you download it, it is gone.

7. 7

   Sign it and send it

   We never send anything for you. The letter counts only when you file it yourself. The page with your letter shows which ways work for that letter. Most letters to an office can be sent like this:

   Sign it first, and keep a copy of what you send.

   • Online: from your own e-Doręczenia address to the office’s (setting one up at gov.pl is free), or through the office’s own online system. Sign the PDF with Profil Zaufany, an e-ID or a qualified signature, and keep the proof of receipt. Not ePUAP: since 1 January 2026, a letter sent through it no longer counts as delivered.
   • In person: at the office’s registry desk (kancelaria). Bring two copies and ask for a dated stamp on yours.
   • By post: a registered letter (list polecony) at Poczta Polska. Keep the receipt — the posting date counts as the filing date (art. 57 § 5 k.p.a.).
   • Not by email. By law, an office leaves a letter like this sent by email unexamined (art. 63 § 1 k.p.a.).
8. 8

   After you send it

   Keep the proof of sending with your copy of the letter: the confirmation (UPO, or e-Doręczenia's proof of receipt), the stamped copy, or the postal receipt. If they still do not answer, the next step is usually a court. We do not write that yet, but the free legal help listed with your letter can help. We keep no copy, so keep yours.