Employment Regulations in Poland: Complete Guide for Companies

Running a business in Poland requires a solid understanding of the Employment Regulations in Poland, as they form the foundation for fair and lawful workplace practices. Whether you are an international investor or a local entrepreneur, compliance with Polish labour laws ensures smooth operations, prevents legal disputes, and builds trust among employees. The framework is shaped by both national legislation and European Union directives, making it essential for employers to stay updated and compliant.

Overview of Employment Regulations in Poland

Before delving into the detailed legal framework, it’s essential to understand that Polish employment compliance focuses on striking a balance between employee rights and employer obligations. Businesses must adhere to laws governing employment contracts, working hours, wages, social security, and occupational safety. The system emphasises transparency and equality, ensuring that employees receive fair treatment and that companies operate within ethical and legal boundaries.

1. Legal Framework in Poland

Employment relationships in Poland are primarily governed by the Polish Labour Code (Kodeks Pracy). The code outlines employees’ rights and employers’ obligations regarding contracts, pay, working conditions, and termination.

Additional laws regulate social security, health and safety, collective bargaining, and discrimination. For foreign employers, EU labour directives also apply when hiring cross-border employees or operating in Poland.

2. Types of Employment Contracts in Poland

Understanding employment contract types is the first step to compliance. Polish law recognises several kinds of contracts:

a. Probation or Trial Period Contract (Umowa na okres próbny)

Used to assess whether an employee fits the role.

• Maximum duration: 3 months.
• A probation period can only be repeated for a different type of job or under specific conditions.
• Notice period during probation depends on the contract duration (from 3 days to 2 weeks).

b. Fixed-Term Contract (Umowa na czas określony)

This is for employment over a specific period.

• Successive fixed-term contracts between the same parties cannot exceed 33 months in total or three consecutive contracts.
• If these limits are exceeded, the contract automatically becomes indefinite.

c. Indefinite or Permanent Contract (Umowa na czas nieokreślony)

This is the most secure and preferred form of employment.

• Offers full employee protection under the Labour Code.
• Termination and notice requirements are stricter than those of fixed-term contracts.

3. Probation and Trial Period Rules

Probation contracts are optional but widely used.

• For contracts longer than 12 months or indefinite, the probation period may last up to 3 months.
• If employment is shorter than 6 months, probation can be up to 1 month; if between 6 and 12 months, up to 2 months.
• Employers must provide written notice to terminate probationary employment. The length depends on how long the probation lasts.

Proper documentation during the probation period is crucial to avoid disputes.

4. Working Time, Overtime, Rest, and Breaks

Polish labour law regulates working time very clearly.

• Standard working hours: 8 hours per day and 40 hours per week, usually over five days.
• Reference period: Employers can average working time over 4 months, allowing flexibility for industries with variable workloads.
• Overtime: Work beyond standard hours must be compensated either through extra pay or time off.
• Rest periods: Employees must have at least 11 hours of uninterrupted rest within every 24 hours and at least 35 hours per week.
• Breaks: Employees working more than 6 hours per day are entitled to at least one 15-minute paid break.

Employers should track working time accurately and maintain proper records to prove compliance during inspections.

5. Minimum Wage and Employee Remuneration

Poland’s minimum wage is updated regularly and applies to all employees. Employers must ensure they pay at least the legally mandated minimum wage and provide payslips showing the breakdown of earnings, deductions, and benefits.

Additional pay rules include:

• Overtime compensation for extra hours or weekend/holiday work.
• Night work allowance.
• Equal pay for equal work, regardless of gender or other factors.

Failure to comply with minimum wage regulations can result in heavy fines and labour inspectorate actions.

6. Leave and Holidays

Employees in Poland are entitled to different types of paid and unpaid leave.

a. Annual Leave

• Employees with less than 10 years of total employment history are entitled to 20 days of paid annual leave.
• Employees with 10 or more years of experience are entitled to 26 days per year.
• Prior work experience and education can be included in the total service period when calculating leave.

b. Public Holidays

Poland observes multiple public holidays each year. If employees are required to work on these days, they must receive compensatory rest or higher pay.

c. Other Leave Entitlements

Employees are also entitled to:

• Maternity, paternity, and parental leave.
• Sick leave, paid by the employer or social insurance.
• Childcare leave for parents of young children.

Employers must respect these entitlements and ensure accurate record-keeping for all types of leave.

7. Termination and Notice Periods

Terminating an employment contract in Poland must follow legal procedures.

a. Notice Periods for Permanent Employees

• Employment less than 6 months: 2 weeks’ notice.
• Employment between 6 months and 3 years: 1 month’s notice.
• Employment of 3 years or more: 3 months’ notice.

b. Termination During Probation

Notice periods are shorter and depend on the length of the probation (from 3 working days to 2 weeks).

c. Protected Employees

Certain categories of employees cannot be dismissed, including:

• Pregnant employees and those on maternity or parental leave.
• Employees on sick leave or within pre-retirement protection periods.

d. Termination Procedure

Employers must provide written notice with the reason for termination and ensure final settlements (salary, unused leave, etc.) are paid promptly. Improper termination may lead to reinstatement orders or compensation.

8. Employee Protections and Foreign Workers

a. Discrimination and Equal Treatment

Employers must not discriminate based on gender, age, religion, nationality, or disability. Equal pay for equal work is mandatory.

b. Health and Safety

Employers are responsible for providing a safe workplace, conducting training, and ensuring compliance with health and safety standards.

c. Employment of Foreigners

Foreign workers from outside the EU generally require a work permit or residence card. Employers must verify documentation before hiring and file necessary notifications with authorities.

d. Employment of Minors

Minors can work under special conditions, including limited hours and restrictions on hazardous tasks. Employers must also obtain parental consent and medical clearance.

9. Recent and Upcoming Labour Law Changes

Poland continues to modernise its labour laws in line with EU standards. Recent updates include:

• Revised rules for probation contracts, limiting duration and renewals.
• Stricter enforcement of fixed-term contract limits.
• Annual adjustments to the national minimum wage.
• Expansion of parental and remote work rights was introduced after the pandemic.

Employers should regularly monitor government announcements to stay compliant with changing regulations.

10. Practical Steps to Ensure Compliance

Here are practical steps every business should follow to stay compliant in Poland:

1. Use written employment contracts before work begins, clearly stating job title, salary, work location, and notice periods.
2. Track working hours and maintain proper attendance and overtime records.
3. Pay at least the minimum wage and comply with all pay frequency and reporting requirements.
4. Grant legally required leave and record all holidays, sick days, and parental leave.
5. Provide health and safety training and maintain related documentation.
6. Handle terminations properly, including written notice, severance (if applicable), and settlement of all dues.
7. Keep all employment documentation for inspection, including contracts, payslips, and working time records.
8. Comply with social insurance and tax filing obligations for each employee.
9. Monitor law changes and adapt internal policies accordingly.
10. Seek professional advice from legal or compliance experts for complex cases, especially for cross-border hiring or foreign employee management.

11. Penalties for Non-Compliance

Failure to comply with Polish labour laws can result in:

• Financial penalties imposed by the labour inspectorate.
• Compensation claims from employees.
• Conversion of temporary contracts into permanent ones.
• Suspension of operations due to severe safety violations.
• Reputational damage impacting your employer brand.

Compliance is not only a legal necessity but also a vital part of ethical and sustainable business operations.

12. How Ease to Compliance Can Help

Navigating employment regulations in Poland can be complex, especially for startups and foreign businesses. Our experts at Ease to Compliance can help you structure your workforce, draft compliant employment contracts, manage payroll and tax obligations, and ensure your HR processes meet Polish legal standards.

We specialise in helping global businesses stay compliant while expanding into new markets.

Final Thoughts

Understanding and following Poland’s employment regulations is critical for long-term business success. By adhering to the Labour Code, maintaining proper documentation, and keeping up with evolving labour standards, employers can minimise legal risks and build a transparent, compliant work culture.

If you’re planning to hire employees or set up operations in Poland and want professional guidance on compliance,
Contact Ease to Compliance today – we’ll help you stay legally sound and focused on growth.

FAQs on Employment Regulations in Poland

Question: 1. Can an employee work for multiple employers in Poland at the same time?
Answer: Yes, employees in Poland are legally allowed to work for multiple employers as long as it does not conflict with their current employment contract or breach any confidentiality or non-compete clauses.

Question: 2. Are employers required to provide private health insurance in Poland?
Answer: Private health insurance is not mandatory. However, many employers offer it as a benefit to attract talent. All employees are already covered under the public healthcare system through mandatory ZUS contributions.

Question: 3. Can probationary periods be renewed in Poland?
Answer: A probationary contract (up to 3 months) can be renewed only if the employee is hired for a different position or after a long break in employment. Repeated use of probation to avoid permanent contracts is not allowed.

4. What happens if an employer delays salary payments in Poland?
Answer: Late salary payments can lead to penalties and interest charges. Employees have the right to report such cases to the State Labour Inspectorate (PIP), and repeated delays may result in legal action against the employer.

5. Do employment laws in Poland apply to remote or freelance workers?
Answer: Freelancers working under civil contracts (B2B or mandate contracts) are not covered by the Polish Labour Code. However, remote employees with employment contracts are fully protected under standard labour laws.