Poland in Malaysia

The mother or the father, as well as a court-appointed legal caretaker or a guardian submits an application online.

Go to www.gov.pl > Services for citizens > Documents and personal information > Obtain a passport for a child.

The new online service allows you to make an application for a passport for a child who is under 12 years of age and has a PESEL number without the need to visit a consulate.

To use the new passport service, the mother, father, or a court-appointed legal caretaker or guardian of a child under 12 years of age should have a digital signature – qualified, personal or trusted signature.

It is possible to set up and authenticate (confirm) a trusted profile, which will allow you to use trusted signature, without leaving home by using electronic banking and online by a video conference.

A trusted profile can also be personally authenticated in Poland at a confirmation point (revenue offices, branches of the National Health Fund or Social Insurance Institution) or abroad before a consul Confirmation of a trusted profile on the ePUAP platform. 

IMPORTANT! To be able to submit the application you need the other caretaker’s consent: mother, father, a legal caretaker, or a court-appointed guardian. For more detailed information go to the tab Consent to issue a passport for a child. 

You will need:

• one current colour photo of the child in a digital format to be attached to the e-application; take the child to a photographer not earlier than 6 months before the application date. It you want to take the photo yourself, check how to take a passport photo;
• proof of payment of a passport fee transferred to the consular post’s bank account (after you have submitted the application, it will not be refunded);
• if the other parent does not register his/her consent personally at a consulate/passport office in Poland or through the e-service Consent to issue a passport for a child or does not send his/her consent to the authority’s electronic inbox (ESP) Send a general letter, the other parent’s consent to issue a passport for a minor with his/her signature certified by a passport authority or a notary must be delivered to a consulate in person or by mail.
• if the other parent has been deprived of parental rights or his/her parental rights have been limited, a document stating the scope of parental authority (decision of a family court) must be delivered to a consulate in person or by mail.
• if the mother and the father disagree or the consent cannot be obtained from one of the parents, a family court’s decision allowing the child to receive a passport must be delivered to a consulate in person or by mail.

NOTE: You do not have to have the other parent’s consent when you make the application. The other parent can give his/her consent later.

Please read more about our fees here.

After you have submitted the application, the fee will not be refunded.

A bank transfer must be made to the proper consular post’s bank account:

Embassy of the Republic of Poland

No. 10, Lorong Damai 9

55000 Kuala Lumpur Malaysia

Account Number: 5144 2230 4881 (Maybank)

NOTE: Describe the bank transfer properly: the child’s name and surname, and date of birth, e.g. Jan Nowak, 01.01.2021 r.

Postage fee—if you choose to have the temporary passport delivered by mail/courier the fee is 70 MYR

NOTE: delivery of a temporary passport by courier is only possible in the case of application for a passport for a child under 5—see section How to collect the passport documents?

It takes approx. ……… weeks to process the passport application.

When you submit the application online, you receive a proof of receipt with the number of the passport application, which will be useful to:

• check the progress of your case: See if your passport or other passport document is ready,

• activate a passport on your own (only possible in the case of passport for a child under 5).

The consul will inform you if fixing of any formal defects of the passport e-application is necessary. It can cause your case to take more time.

How to collect passport documents?

COLLECTION IN PERSON

You apply for and collect a passport at the same office.

A child’s passport can be collected by:

• mother,
• father,
• legal caretaker,
• court-appointed guardian.

NOTE:

1. Child under 5 does not need to be present when you collect the passport.
2. Child between 5 and 12 must be present during the collection with one of the parents, a legal caretaker or a court-appointed guardian. You do not have to make an appointment to collect your child’s passport.

On the collection day of the new document bring:

• valid identity document (personal identification card or a passport),
• the child's previous passport (or temporary passport)—current passport will be cancelled, except for pages with valid visas, and returned.

DELIVERY

If you choose to have a passport for a child under 5 delivered by a postal operator:

• the consul will decide if there are reasons to allow the passport document to be sent by mail; otherwise, the consul will inform you that there are no such reasons and that you must collect the document yourself;
• if the consul agrees to send the document by post or by courier, the applicant will have to activate the passport him/herself using a dedicated electronic service Confirm receipt of a passport or other passport document delivered by a courier ; to activate the passport you will need: Internet access, the new passport number, and the application number (can be found on the confirmation of application receipt).

Can I apply for a passport for a child online if I do not have a Polish birth certificate?

No, you can’t. If the child was born abroad and does not have a Polish birth certificate, first you need to transcribe (register) a foreign birth certificate with a Polish Register Office . For children who do not have their PESEL number, passport applications can be made at consular posts only, after you have made an appointment via email.

How to obtain the PESEL number?

The Polish birth certificate is necessary to obtain the PESEL number which is then entered in a passport. The consul requests for the PESEL number to be issued in connection with a passport application for a child made in person at a consulate.

How can the other parent consent to the issuing of a passport for a child?

Consent of the other parent:

1. available only for persons who have electronic signature – qualified, personal or trusted signature:

• Should be registered online at www.gov.pl > Services for citizens > Documents and personal information > Passport > Give consent to issue a passport.
• A parent can also send his/her consent to the electronic inbox (ESP) Send a general letter.

2. for persons holding a valid passport or an ID card:

• Alternatively, a parent can come to a passport authority in Poland or abroad (before a passport decision is made) to register his/her consent. For more detailed information go to the tab Consent to issue a passport document for a child. 
• In the case of written consent with a signature certified by a passport authority or a notary its original must be delivered to the consul, in person or by mail.

What if one or both of the parents have invalid passports, personal IDs or do not have any ID documents and want to apply online for a passport for a child under 12 years of age?

If a person has no ID document, it is impossible to identify him/her and to apply for and consent to issuing a passport for a child. Parents must obtain passports or IDs for themselves first.

Additionally, to use the new passport service, the mother, the father, a court-appointed legal caretaker or guardian of a child under 12 years of age should have a digital signature – qualified, personal or trusted signature.