Poland Business Visa - Definitive Guide

Also known as the Poland Schengen business visa, this is a permit that can be used to enter Poland to take part in business activities. A sub-type of the C-category Schengen, this allows you a stay of maximum 90 days in a 180-day period and can be obtained as single-entry, double-entry, or even multiple-entry types. However, if you are only travelling only within the Schengen region multiple times, you do not require a multiple-entry type. 

The Poland business visa application from India has to be done at one of the two diplomatic missions of the Republic of Poland in India. If your state of residence is a North Indian or East Indian states/UT, you must apply at the Embassy of the Republic of Poland in New Delhi. If your state of residence is a South Indian or West Indian state/UT, you must apply at the Consulate General of the Republic of Poland in Mumbai.

The application has to be done online. Before starting the application, you must check if you are eligible to travel on the business permit. After this, you can proceed to make the application as follows - 

1. Obtain all the documents you will require for the application process. This includes the general documents, as well as the business visa specific documents. 
2. Visit the ‘e-Konsulat’ application portal of the Polish Ministry of foreign affairs.
3. Select ‘India’, and the respective mission as per the jurisdiction. 
4. Proceed to choose the ‘Schengen visa registration’ option. 
5. Register your account and proceed to select the appointment time and date at the respective Polish mission.
6. You must now fill in the application form online with all the relevant details. You should mention the purpose of the visit as ‘business’.
7. After completing this, you must print the confirmation page and the completed application form. 
8. With the confirmation page print out, completed application form, and the documents, visit the respective mission for your appointment. You will have to provide your biometrics here as well. You will also have a short interview at the centre. 

Note that you may not have to visit the mission in person as you are applying for a business permit. You may submit the application through a third party (as long as they have an authorization letter).

Ensure that you submit only genuine documents and correct information. Providing false information or fake documents can lead to Schengen visa rejection.

To be able to apply for this category, you must meet the following conditions - 

• You must be living in a country where you are lodging the application. If you are a resident on a residence permit in any foreign nation, you may apply it to the respective visa authority in that particular country.
• You must possess a valid passport meeting all the requirements.
• The primary motive of your visit must be to take part in business activities such as meetings, conferences, interviews, etc.
• You must be invited by a Polish company to do business in the country.
• You must possess sufficient funds to cover your expenses during the entire stay period in the country.
• You must apply for the permit only if Poland -

• 1. Is your only destination, or
  2. Is one of your multiple Schengen destinations, in which case you will be spending the majority of the time here, or, 
  3. Is your port of entry into the Schengen region.

As per the requirements, the following are the list of documents you must provide to the embassy for a successful application - 

• A valid passport- 

• 1. It must contain at least 2 blank pages.
  2. It should not be older than 10 years.
  3. It should be valid for at least 6 months from the date of travel.
  4. Old passports, if any, are to be attached.
• Appointment confirmation page
• Signed print out of the completed online application form
• Invitation letter from the Polish organisation/company stating complete details of the visit.
• A covering letter from the sending Indian company - 
  1. This should include the visitor’s basic details and source of funds. 
  2. It should clearly state the purpose and duration of the visit.
  3. It must be on the company letterhead and must contain the seal. 
  4. It should be addressed to the Embassy of the Republic of Poland.
• Proof of accommodation - 

Hotel bookings/invitation to stay/residence bookings, etc 

• Round flight trip bookings
• Medical travel insurance coverage up to at least 30000 Euros
• Proof of occupation -

Proof of occupation such as employment letter, Copy of business license, etc.

• Financial documents -

Financial documents such as bank statements of the past 3 months, Passbook copy, ITR, etc.

• Dimensions: 35mm X 45mm
• Colour: Coloured
• Head must occupy the central position
• Must be captured within the last 3 months
• Background: Solid, plain white or grey
• 80% face coverage
• Neutral expression
• Glasses: Non-thick framed and prescription glasses
• Headgears - only for religious reasons
• Facial hair - permitted

The processing time for the business permit is dependent on the number of entries, the validity, the volume of applications at the embassy or consulate, as well as your previous travel history. Normally, you can expect a processing time of about 15 working days. However, this can even take up to 30 days in a few cases, and even up to 60 days in extreme cases. As a result, you must apply well in advance. 

The fees for the business visa includes the biometric charges and any other service charges. The application fee can vary upon the foreign exchange rates. You must, therefore, check the exact amount before starting the application. 

Note that if you are applying at the Embassy of Poland in New Delhi, you can pay the fees in cash or via bank transfer. However, if you are applying to the consulate of Poland in Mumbai, you must pay the fees in cash or DD in favour of the Consulate General of the Republic of Poland in Mumbai to the Abu Dhabi Commercial Bank (ADCB) in Mumbai. 

Once you have successfully made the application, the embassy or consulate will start processing the application. If they require any additional verification, you will be contacted. Once approved, visit the respective centre with the token number and collect the passport.

Once you have applied for the business visa, you can track the status of your permit by visiting,

• Embassy of the Republic of Poland in New Delhi
• Consulate General of the Republic of Poland in Mumbai

As per the mission you have made the application. If your passport is ready for pick-up, your token number will be displayed. Alternately, you can contact your travel agency to have them track it for you.

Upon successfully picking up your passport, you must keep in mind the following key points to ensure a hassle-free travelling experience. 

• Check the visa sticker for the expiry date, duration of stay, as well as the number of entries. Your travel and stay must be in accordance with these. 
• Carry all the travel documents while travelling. If you do not possess them, you will be denied entry into Poland. 
• Ensure that you travel to Poland within 6 months of the issue date, or as mentioned on the sticker. After this date, your permit will become invalid and you will not be able to enter the country. 
• While you are travelling within the country, carry a copy of your travel documents with you at all times. 
• While you are on a business permit, you cannot work on a payroll of a Polish company or establishment. You may, however, take part in unpaid voluntary work. 
• You will not be able to extend the business permit under any normal conditions.
• You can move freely within the Schengen zone. And depending on your entry type, you may enter or exit the Schengen as allowed. If you are issued with the LTV (Limited Territory Validity) type, you can visit only the specific state(s) mentioned in the Schengen sticker.