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Your Essential Guide For Poland Business Visa: Requirements, Application & Fees

Last Update: 09-04-2024

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Do Indians need a Visa to Visit Poland for Business Purposes?

Yes, Indian citizens need a visa to travel to Poland for business purposes. They must apply for a Schengen business visa, which allows them to engage in business activities like meetings, conferences, or professional training in Poland.

Table Of Contents


  1. Introduction
  2. Documents Required for a Poland Business Visa
  3. How to Apply for a Poland Business Visa?
  4. Poland Business Visa Processing Time for Indians
  5. Fees for a Poland Schengen Business Visa
  6. Extension or Renewal Process for a Poland Business Visa
  7. Common Reasons for Poland Business Visa Application Rejections
  8. Conclusion
  9. FAQs

Introduction

If you're an Indian citizen planning a business trip to Poland, it's important to know that you'll need a Schengen business visa. This visa permits you to participate in business-related activities, such as meetings or conferences, in Poland. 

The process involves submitting various documents and meeting specific Poland business visa requirements to ensure a successful application. 

This guide aims to simplify the visa application process for you, detailing the essential steps, from gathering the required documents to submitting your application, ensuring you're well-prepared for your business venture in Poland.

Documents Required for a Poland Business Visa

Mandatory Documents

Visa Application Form

Signed by the applicant twice ensuring the signature matches that in your passport.

Original Passport

  • Valid for at least 3 months beyond  intended travel
  • Must have at least 2 blank pages.
  • Issued within the previous 10 years
  • Provide copies of the passport data pages and previous Polish/Schengen visas if applicable.

Photograph

  • 2 colour photographs
  • Dimensions: 35mm x 45mm
  • Not older than 6 months
  • White background

Bank Statement

  • Original bank statement for the last three months, stamped and signed by the bank.
  • Recommended bank balance is at least Polish Złoty (PLN) 300 per day per traveller.

Income Tax Returns

Include income tax return acknowledgments for the last two assessment years.

Cover Letter

Clearly state your travel purpose and duration, list attached documents, and provide any additional relevant information.

Travel Itinerary

Include a certificate from the travel agency confirming your organised trip or other documents outlining your travel plans.

Travel Insurance

Minimum coverage of 30,000 Euros, specifying coverage for accidents, illness, medical emergencies, and evacuation.

Invitation Letter

  • Invitation from the Company or Organisation in Poland
  • Should be on company letterhead stating the purpose and duration of your visit, including full details of your inviting partner.

Proof of Accommodation

  • Provide an original document confirming available accommodation during your stay. 
  • If hosted, submit proof of their right to host guests.

Flight Reservation

If visiting multiple Schengen States, show proof of an intra-Schengen flight reservation or travel details, including dates and entry/exit points.

Residence Proof

Provide an ID confirming your residence in the jurisdiction of the Embassy/Consulate.

Supporting Documents

If Employed

  • Attach pay slips for the last three months,
  • Your employment contract, and
  • Your employer's statement approving your holidays.

If Self-Employed

Include your company's registration certificate with GST registration for Indian companies.

How to Apply for a Poland Business Visa?

Applying for a Poland Business Visa with Teleport

Follow these straightforward steps to apply for a Poland business visa using Teleport:

Step 1: Begin Your Application

Navigate to Teleport's Poland business visa application page and click on 'Apply for Visa' to initiate your application.

Step 2: Provide Your Information and Complete Payment

Submit images of your passport's front and back. Opt for Teleport to auto-populate your data or enter it manually. Finalise the visa fee payment via Teleport, choosing to pay in full or in instalments.

Step 3: Document Collection

A dedicated Teleport relationship manager will guide you in compiling all the necessary documents for your Poland business visa.

Step 4: Scheduling Your Appointment

Your Teleport relationship manager will book an appointment for you at your nearest VFS visa application centre, based on your availability.

Step 5: Visit the VFS Centre for Biometrics

Head to the designated VFS Visa Application Center at your confirmed time to provide your biometrics and submit all required documents. Arriving at least 30 minutes early is recommended for a seamless process.

Following submission, your application will be reviewed by the consulate. After the decision, you can choose to have your passport delivered to your address or pick it up from the VFS centre.

Get a Poland Business Visa via VFS Global Visa Application Centre in India

Here's a streamlined process to obtain a Poland business visa through a VFS Global Application Centre in India:

Step 1: Identify the Appropriate Visa Category

Identify the correct business visa category that matches your travel purpose to Poland. Understand the Poland business visa requirements, Poland business visa processing times, and associated fees. Ensure any non-English documents are translated in advance.

Step 2: Gather Required Documents

Gather all documents necessary for a Poland business visa application. The following sections will detail the required document list.

Step 3: Complete the Visa Application Form

After determining your visa category and collecting your documents, fill out the application form corresponding to the business visa category.

Step 4: Book Your Appointment

Proceed to submit your visa application and schedule an appointment at a VFS Visa Application Centre for biometric data submission. You'll receive a confirmation email and an appointment letter. Remember, appointments must be made individually for each group or family member.

Step 5: Payment of Visa Fee

After submitting your application, pay the applicable visa fee. If you're carrying a printed form to the Visa Application Centre, the fee can be paid during your appointment.

Step 6: Application Submission in Person

Print out the completed online application form and bring it along with all necessary documents for in-person submission at a Visa Application Centre, available in multiple cities across India.

Poland Visa Application Centres in India

LocationOperating Hours (Mon - Fri)

New Delhi

09:00 - 16:00

Mumbai

09:00 - 16:00

Bangalore

09:00 - 16:00

Kolkata

09:00 - 16:00

Chennai

09:00 - 16:00

Chandigarh

09:00 - 16:00

Ahmedabad

09:00 - 16:00

Hyderabad

09:00 - 16:00

Jaipur

09:00 - 16:00

Lucknow

09:00 - 16:00

Personal submission is mandatory unless otherwise specified.

Step 7: Application Tracking

Utilise the VFS online tracking feature to monitor your application status, using your reference number and date of birth.

Step 8: Visa Collection

Collect your passport and visa from the Visa Application Centre. For personal collection, bring the VFS receipt and valid ID. Alternatively, a designated individual can collect on your behalf with a signed authorization letter, your receipt, and their ID.

Poland Business Visa Processing Time for Indians

The processing time for Poland business visa applications typically ranges from 15 to 21 working days, depending on the specific circumstances of each application and the workload of the consulate or embassy. It's advisable to apply 3 months in advance of your planned travel date to accommodate any potential delays. During peak travel seasons, the Poland business visa processing times may extend, so early application is recommended to ensure you receive your visa in time for your trip.

Fees for a Poland Schengen Business Visa

Visa TypeFee TypeAmount

Schengen Visa (Type - C)

VFS Appointment Fees

Euro 11 (INR 970/-)

Schengen Visa (Type - C)

Embassy Fees (up to 6 years old)

No Fees

Schengen Visa (Type - C)

Embassy Fees (6 to 12 years)

Euro 40 (INR 3,520/-)

Schengen Visa (Type - C)

Embassy Fees (12+ years)

Euro 80 (INR 7,200/-)

Extension or Renewal Process for a Poland Business Visa

If you're in Poland on a business visa and face unexpected situations that prevent you from leaving before your visa expires, you can apply for an extension. These situations include medical emergencies or urgent matters related to personal, professional, or humanitarian needs that you couldn't have predicted when you first applied for your visa. You need to apply at the Voivode's Office where you are staying, for the visa extension, and do this before your current visa runs out.

Extensions for national and Schengen business visas are only given for extraordinary reasons. This means something unforeseen and beyond your control has occurred, making it impossible to leave Poland as originally planned.

Where to Apply?

Go to the Governors Office for Foreigners in Poznań or its local branches to apply in person. You can also book your visit online.

If you can't apply in person because your visa is about to expire, you have the option to mail your application to meet the deadline.

What You Need for the Application:

You must show proof of the unexpected need to extend your stay, with all documents being original or official copies.

After applying, you'll get a username and password to track your application online. This platform will notify you if your extension is approved and where to collect your new visa. The decision will also be mailed to the address you've provided, telling you if your visa extension request has been granted.

Common Reasons for Poland Business Visa Application Rejections

Poland business visa applications might be rejected for several common reasons. Understanding these reasons can help applicants avoid potential pitfalls in their visa application process:

  1. Incomplete Application or Documentation: Missing or incomplete application forms, insufficient supporting documents, or failure to provide required information can lead to visa rejection.
  2. Lack of Financial Proof: Applicants must demonstrate they have sufficient funds to cover their stay in Poland. Failure to provide adequate financial statements or proof of income can result in a visa denial.
  3. Questionable Invitation from a Polish Company: If the invitation letter from the Polish company is unclear, lacks necessary details, or the company's credentials are dubious, it may negatively impact the visa decision.
  4. Unclear Purpose of Visit: Not providing a clear and detailed itinerary or failing to articulate the purpose of the business visit convincingly can raise doubts about the applicant's intentions.
  5. Invalid Travel Insurance: Providing travel insurance that does not meet the minimum coverage requirements or is not valid for the entire duration of the stay in the Schengen area can lead to rejection.

To avoid these common pitfalls, ensure that your application is complete, provide all necessary documentation, clearly articulate the purpose of your visit, and meet all the Poland business visa requirements.

Conclusion

Applying for a Poland business visa requires attention to detail and careful planning. By understanding the necessary documents, following the application steps correctly, and being aware of common reasons for visa rejection, you can increase your chances of a successful visa application. 

Remember to apply well in advance of your intended travel date to accommodate any unforeseen delays. With proper preparation and adherence to the guidelines, you'll be well on your way to securing your Poland business visa, opening the door to numerous professional opportunities in Poland.

Looking for further assistance? Our team is here to help. Call us at 073148 52914 or send a WhatsApp message for support.

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