Poland in Iraq

You can apply at the consular office (Consulate General of Poland in Erbil, Khanzad, American Village, corner of Texas and Hawai St., 250) only after having prepared your documentation and following the procedure described here.

Visa application form must be submitted in person. Diplomatic mission does not accept application forms sent via fax, regular mail or e-mail.

The e-konsulat system (https://secure.e-konsulat.gov.pl/) is used only to complete the appropriate visa application (Schengen/National). After entering the above-mentioned website:

1. change the language to English in the upper right corner of the website;

2. select the country (Iraq) and city (Erbil);

3. then select in the upper right corner of the website the type of application, complete it, save and print.

After completing and printing the appropriate application, in order to arrange a visa interview at the Consulate General of the Republic of Poland in Erbil, applicants are asked to send an e-mail to the following address: erbil.consul@msz.gov.pl on WEDNESDAY from 2:00 p.m.

ATTENTION! Messages requesting a date for visa interview are accepted ONLY on Wednesdays from 2:00 p.m. until the end of the day.

The application e-mail should contain the following information:

1. attached copy of visa application form;
2. attached copy of passport (plus an Iraqi/Kurdistani residence proof in case of 3rd country citizens);
3. document entitling to apply for visa, e.g. final acceptance letter in case of applying for student visa, work permit.

The applications not matching the requirements will not be accepted.

Only the correct applications (for both National/D and Schengen/C visas) will be considered eligible for processing on “the first come - first served” basis.

Confirmation will be sent by 4 p.m. every following Thursday to the accepted applicants, with date and time of the interview specified. 

Registration of a visa application for a different purpose than indicated in the selected type of a visa/registration section, making substantial changes in the visa application after completing the registration will cause a visa application rejection. Please register visa applications carefully and with proper attention.

IMPORTANT NOTICE: The Consulate General of the Republic of Poland in Erbil does not collaborate with any agents or commercial visa agencies. These entities are unable to secure visa appointments. The only cost involved is the visa fee charged by the Consulate.

Please, note that:

• Applicants must correctly input all of their personal details on the application form during the registration procedure.
• Applicants must input the correct details of their valid passport.
• Applicants are obliged to input their complete and personal details on the application form: complete residential address (including the house number, street name, city/town, province, and zip code) AND personal contact details (e.g. e-mail address and landline or mobile number).

IMPORTANT NOTICE: The earliest you can apply is 6 months before you intend to travel. You should apply no later than 17 days in advance. However, due to the long waiting list, the Consulate General of the Republic of Poland in Erbil may not be able to offer you a quick appointment with the Consul, so we suggest planning your trip in advance!

Please note that due to the increase in demand for Polish visas and for reasons beyond the control of the Consulate, the waiting time for a visa meeting is currently at least 2-3 weeks and may be extended up to a month. We apologize for the inconvenience.

1. A visa application form filled via the e-konsulat system, printed and signed;
2. A 3.5 x 4.5 cm colour photo. The photo must be:
   a.    sharp, taken against white background and printed on a quality paper,
   b.    not older than 6 months,
   c.    taken en face, clearly showing the eyes and face on both sides from the top of the head to the top of the shoulders with the face covering 70-80% of the photo. The photo must be taken without any headwear.
3. A passport issued within last ten years, valid for at least three months from the expected return date, with at least two blank pages for visas.
4. A copy of the passport page with personal data and the photo.
5. An original National ID and official translation.
6. Applicants who are applying for a Schengen Visa (single or double entries) should demonstrate that they have adequate and valid travel medical insurance covering any expenses that may arise during their stay(s) in the territory of the Member States relating to the need to return for medical reasons, the need for urgent medical care, emergency inpatient treatment or death. Multiple-entry visa applicants should demonstrate that they have adequate and valid travel medical insurance for the period of their first intended visit. The insurance must be valid throughout the territory of the Schengen zone states, cover the entire period of the planned stay. The minimum amount of insurance is EUR 30,000. Consulate General of the Republic of Poland in Erbil only accepts travel insurance purchased from insurance companies operating in Poland, which operate under the Polish Insurance Chamber - you can find a list here
7. A copy of an ID document to confirm legal residence within the consular district of your application.

8. Proof that you have enough means of subsistence in the form decided by the mission:

• a valid, originally signed and stamped bank account statement issued by your bank or balance over at least last 6 months,
• a valid credit card with a confirmed, original certificate of means available,
• a valid, original income certificate from your employer for the last three months and original salary slips,
• original pension slips,
• regular income generated by property.

9. A proof of accommodation (for example, an official invitation or a hotel booking or reservation).
10. A flight reservation with a Passenger Registration Number - visa will be issued for the dates given in the airline reservation. The Consulate advises not to pay for airline tickets prior to visa approval in order to avoid financial loss.
11. A document to confirm the purpose and the conditions of your planned stay in Poland.

Additionally, when applying for a visa for a minor you should present:

• Written consent of the child’s parent(s) to apply for a visa, confirmed by a notary. If there is only one guardian, it should be proved by a birth certificate, a court decision on exclusive parental custody or a death certificate of the other parent.
• Originals and copies of parents' passports.
• Original and a copy of a birth certificate.

If a child is entered in their parent's or a legal guardian’s passport, please submit a separate visa application. The visa will be pasted into the parent's or the legal guardian's passport.

DETAILED LIST OF SUPPORTING DOCUMENTS TO BE PRESENTED BY VISA APPLICANTS DEPENDS ON PURPOSE OF TRAVEL

Additional documents for Business Visa:

1.           An official invitation letter from the business partner in Poland, stating the purpose and duration of the visit, and the expenses which will be covered by the Polish company.

2.           A company registration certificate + photocopy.

3.           An original bank balance statement of local company and/or private bank account of the last 3 months. 

4.           An introduction letter from employer, printed on official paper with letterhead of the company, stating the purpose and duration of the visit, current position of the applicant in the company, and which expenses will be covered by the local company etc.

5.           Previous contracts, orders, proofs of business transactions with the Polish company.

Medical treatment – additional documents:

1. Certificate from the applicant's physician or a hospital in country of residence, confirming the need for specific medical treatment to be provided in the country of destination.
2. Copy of written, official confirmation of the receiving medical institution that it can perform the specific medical treatment and that the patient will be accepted accordingly.
3. Proof of pre-payment of the treatment or other proof of sufficient financial means to cover the medical treatment and related expenses, such as additional insurance coverage.
4. Any other correspondence between the sending and receiving sides, if available.
5. Hotel reservation or proof of another accommodation. For applicants planning to stay with family or friends or being sponsored by Polish/EU citizens in any other way, an invitation registered with appropriate Polish authorities (Urząd Wojewódzki) is required.
6. Documents regarding applicant’s sufficient means of subsistence during intended stay, such as: introduction letter from employer with employer’s consent for travel; salary slips; proof of business ownership; personal/business bank account statements; proof of income generated by property; letter from sponsor and documents regarding sponsor’s financial situation.
7. Documents regarding applicants family situation (marriage/birth certificates).

Research and training – additional documents:

1. Certificate of enrolment at an educational establishment for the purpose of studying, undertaking scientific or practical trainings (including vocational training) or other activities that could help enhance the professional and intellectual skills of the applicant.
2. Student cards or certificates in respect of the courses to be attended.
3. Proof of pre-payment of courses or training activities, if applicable.

Official mission or official purposes – additional documents:

1. A verbal note issued by the Iraqi Ministry for Foreign Affairs confirming that the applicant is a member of an official delegation or on an official mission to a Member State.
2. Invitation letter or confirmation of registration from the host organisation.

Additional documents for Conference / Study / Professional Visa:

1. An official invitation or acceptance letter from the university/organization in Poland, stating the purpose, conditions and duration of the visit, and which expenses will be covered by the Polish side.
2. Fee payment confirmation,  if applicable.
3. A work/study certificate, professional license.
4. An introduction letter from employer/organization, printed on official paper with letterhead, stating the purpose, conditions and duration of the visit, current occupation/position of the applicant, and which costs will be covered by the employer/organization.
5. In case of study purpose – official certificate of acceptance issued by the university.

Additional documents for Visit Visa:

1. Official invitation letter issued by Governor's office in Poland (in Polish: zaproszenie z Urzędu Wojewódzkiego)
2. A proof of the applicant's professional and financial status and his resources (work and salary certificates, private bank account of at least last 6 months, property ownership documents etc.)
3. If the inviting person covers the costs of the applicant’s stay, he/she must submit the above-mentioned confirming documents together with the invitation.
4. An original marriage/divorce certificate, if applicable.
5. Permission to travel by both parents (in case the applicant is a minor).

6. If the spouse is invited: certificate of marriage. 

   If parents are invited: certificate of birth of the inviting person (i.e. the son/daughter) and certificate of family status of the inviting person and of the invitee. 

   If minors are invited: certificate of birth of the invitee (i.e. the son/daughter) and certificate of family status of the inviting person and of the invitee. 

   If close relatives are invited: certificate of family status proving the degree of kinship between the inviting person and the invitee.

Additional documents for Tourist Visa:

1. A detailed tour itinerary.
2. Paid hotel reservations.
3. A proof of the applicant's professional status - employment or business certificate (current position of the applicant in the company, mentioning the date of appointment and wages), holidays/leave approval.
4. An original proof of sufficient funds, financial status and resources - salary slips, pension, personal bank balance statements covering last 3 months, property ownership documents etc.).
5. An original marriage/divorce certificate, if applicable.
6. Permission to travel by both parents ( in case the applicant is a minor).

Scientific purposes, Cultural, Sport or Religious Events or Other reasons – additional documents:

1. Copy of the official invitation.
2. Invitation, entry tickets, enrolments or programs stating (wherever possible) the name of the host organisation, the length of stay or other documents proving the purpose of the journey.
3. Evidence of insurance covering a sports event, which should cover injuries and distress related both to training and to competitions, including detailed information on who covers the costs.

Please, note:

• You must apply for a visa in a consular office or the embassy’s consular department in the consular district of your place of residence.
• All additional documents submitted in original language should be officially translated to English or Polish.
• Usually, the above documents are enough to receive a visa, however, the consul may require additional documents.
• Apply for a visa not earlier than six months before your planned journey.
• You may be banned from entering any of the Schengen States if you present forged documents or provide false information.
• Receiving the visa does not guarantee that you will enter the Schengen area – the final decision is always made by the authorities of the country where you intend to cross the Schengen area border. At the external border, you will be asked to provide evidence that meets the entry conditions.

IMPORTANT ADVISORY:

• All documents must be arranged accordingly to the checklist of visa requirements available at the website of the Consulate.
• Applicants are requested to submit the required documents during the visa application.
• For family and group applications, each applicant must have the same set of documents and also arranged accordingly on the checklist of the required documents from the website.

Presentation of the above-mentioned documents does not guarantee the applicant a visa.

Visa fee is 100 USD. Minors up to 6 years of age are exempt from the visa fee, while for applicants aged 6-12 the fee is 50 USD.

The fees must be paid at the office counter when submitting the application.

Accepted forms of payment: cash.

The visa application fee is non-returnable, whatever the consul's decision.

The decision is made within 15 calendar days. Exceptionally, the time to make the decision can be extended up to 30 or 60 days. 

For citizens of certain countries or categories of travelers, the period required to make a decision on the application may be extended due to the need for visa consultations.

The current list of third countries whose nationals and categories of travelers are subject to visa consultations is available on the website of the European Commission (https://home-affairs.ec.europa.eu/system/files/2023-02/Annex%2016_Prior%20consultation_en.pdf).

The decisions can be collected (only personally or by a duly authorized person) starting from the date indicated by the consular officer upon submitting your visa application, between 14:00 and 16:00.

Please, kindly note:

• Applicants are informed during their visa application about the date of their passport collection on the issued receipt. Applicants are then advised to keep this receipt as proof of their entry to the Consulate and for further easy reference on the date of release.
• Applicants may authorize a representative to claim the passport and visa decision on their behalf. The Consulate will then be requiring for the receipt and government-issued IDs/passport of the representative.
• The Consulate does not dispatch documents via courier.

To file an appeal, please send an e-mail to: erbil.consul@msz.gov.pl

AN APPEAL should include:

1. An appeal letter (in English or Polish) to the Consul for reconsideration of the visa application personally signed by the applicant, in which the applicant will provide arguments as to why they do not agree with the Consul's decision.

2. Additional documents that are to change the Consul's decision.

Revocation or annulment of Schengen visa
If you have received a decision to revoke or annul your Schengen visa that you do not agree with, you have the right to ask for a reconsideration. However, if you have applied yourself for your Schengen visa to be revoked and the consul has agreed, you are not entitled to appeal.

You should apply for reconsideration within 14 days of receiving the decision to annul or revoke your Schengen visa at the consular post that issued the decision.

In order to file appeal you should contact us by email: erbil.consul@msz.gov.pl

The fee in this case is 90 USD.

If you apply for reconsideration after your Schengen visa was revoked or annulled, you do not have to pay the consular fee.

Complaint about refusal to issue Schengen visa, decision to revoke or annul Schengen visa and the consul's activities in this respect.
If the consul who examines your reconsideration request, issues a new decision to refuse, annul or revoke your visa, which you do not agree with, you have the right to submit a complaint to the Provincial Administrative Court in Warsaw. The complaint should be forwarded through the consul who made the decision, within 30 days of receiving the decision taken as a result of the re-examination .

You do not pay a consular fee for submitting a complaint to the consul, but you have to pay fees for proceedings before administrative courts. Therefore, you have to note that the court will ask you to pay the court fee. More information on the amount of court fees when appealing with the administrative court, possibility to apply for an exemption from the costs and the language of the procedure, is available at:

http://bip.warszawa.wsa.gov.pl/133/wpis-sadowy-zasady-dokonywania-wpisu.html