The Recruitment Process in Poland: A Detailed Guide for Employers and Job Seekers

Poland’s recruitment process has changed due to its strong economy and growing demand for both skilled and unskilled workers. The country attracts many foreign workers, which impacts the hiring process and increases competition in the labour force. If you plan to hire in Poland, you must understand the legal framework and requirements for employment and work permits.

For job seekers, knowing how recruiting in Poland works helps secure a job offer in this dynamic market. This guide explains the steps of the recruitment process and the types of recruitment services companies often use. It covers key legal aspects, including permits, agreements, and employment laws that affect both employer and employee. We also present trends shaping employment in Poland, from outsourcing to demand for specialists and temporary workers. Understanding the hiring process helps companies find talent and helps workers navigate employment in a new country.

1. Understanding the Recruitment Landscape in Poland

Poland’s economy has grown steadily over the past two decades, attracting many businesses and workers from around the world. The country’s location in Europe and competitive labor costs make it attractive for companies and international investors. Poland offers a well-educated workforce, which supports business growth and makes recruiting in Poland more appealing for global companies.
The demand for talent in sectors like IT, finance, healthcare, and construction continues to rise across Poland. Companies must adopt efficient recruitment strategies to hire skilled workers and meet the needs of Poland’s dynamic economy. Effective hiring processes are essential for companies looking to recruit talent and succeed in Poland’s competitive job market.

The Talent Shortage

One key challenge in Poland’s job market is the growing skills gap in fields like IT, engineering, and healthcare. This skills shortage forces employers to expand their recruitment process and attract skilled foreign workers to Poland. Companies offer competitive salaries and relocation packages to successfully hire specialists for these demanding positions.
As a result, Poland has welcomed many foreign workers from Ukraine, Belarus, and other neighboring countries. There is also a growing number of workers hiring in Poland from countries outside Europe to fill these jobs.

Opportunities for Unskilled Workers

While there is a strong demand for skilled workers, Poland’s economy also offers a wide range of opportunities for unskilled labor in industries such as agriculture, construction, hospitality, and logistics. This sector is primarily supported by foreign workers who often fill temporary or seasonal positions.

2. Key Steps in the Recruitment Process in Poland

The recruitment process in Poland, whether conducted by an in-house HR team or a recruitment agency, typically follows a structured approach to identify and hire the best candidates. Below are the detailed steps that both employers and job seekers should be aware of:

Step 1: Job Analysis and Defining the Role

The recruitment process begins with employers conducting a job analysis to determine the exact requirements of the role they are looking to fill. This includes identifying the skills, qualifications, and experience necessary for the position. Additionally, employers will establish the terms of employment, such as the type of contract (permanent, temporary, or freelance), salary range, and benefits.

For job seekers, it’s important to carefully review job descriptions to ensure that their qualifications align with the position’s requirements.

Step 2: Job Advertisement and Candidate Sourcing

Once the job description is finalized, companies move on to advertising the vacancy. In Poland, several platforms are commonly used for this purpose:

• Job Portals: Popular online job boards include Pracuj.pl, LinkedIn, Indeed.pl, OLX, and GoldenLine, where employers post detailed job descriptions.
• Company Websites: Many businesses list available positions on their own websites. Large companies often have dedicated career pages where candidates can directly apply for open roles.
• Social Media: LinkedIn, Facebook, and Instagram have become important recruitment tools in Poland, particularly for reaching younger, tech-savvy candidates and professionals in skilled sectors.
• Job Fairs and Networking Events: Companies frequently participate in job fairs and industry-specific networking events to connect with potential candidates, particularly for specialized or hard-to-fill roles.

For candidates, maintaining an updated profile on these platforms, especially LinkedIn, is essential for visibility. Additionally, attending job fairs or industry events can provide valuable networking opportunities.

Step 3: Application Process

Job seekers in Poland typically apply through an online portal or directly through a company’s website. A complete job application generally includes:

• CV (Curriculum Vitae): In Poland, a concise, well-structured CV is essential. It should highlight relevant skills, experience, and qualifications. It’s crucial to tailor the CV to the specific role, emphasizing the most relevant experience for the position. Polish CVs often include a professional photo, though this is becoming less common.
• Cover Letter: Although not always required, a well-written cover letter can help differentiate a candidate. The cover letter should briefly explain why the candidate is a good fit for the role and how their skills align with the company’s needs.
• Portfolio or Additional Documents: For creative, technical, or highly specialized roles, employers may request a portfolio or additional documents to assess the candidate’s capabilities.

Candidates should ensure that their CV and cover letter are error-free, clearly formatted, and relevant to the position they are applying for. Polish employers value attention to detail and professionalism in job applications.

Step 4: Screening and Shortlisting Candidates

Once applications are submitted, employers begin the screening process to evaluate the candidates. This step is typically handled by an in-house HR department or through recruitment agencies. The screening process involves:

• Initial CV Review: HR specialists or recruiters review submitted CVs to identify candidates who meet the basic qualifications for the job. Applicant Tracking Systems (ATS) may also be used to filter applications based on keywords and criteria.
• Phone Interviews: For candidates who pass the initial CV screening, a brief phone interview may follow. This interview helps assess the candidate’s communication skills, motivation, salary expectations, and availability.

After screening, candidates who match the job requirements are shortlisted for interviews.

Step 5: Interviews

The interview phase in Poland often includes several rounds, depending on the complexity of the role:

• HR Interview: This initial interview is often conducted by an HR specialist to evaluate the candidate’s soft skills, work history, and general fit for the company culture. It also covers logistical details like salary, contract terms, and start date.
• Personality assessments help employers see if a candidate’s character fits the company’s values and workplace culture. These tests are common during the recruitment process in Poland, especially for specialist and managerial roles.
• Assessment centers are often used to recruit managers and senior employees in Poland. Candidates complete role-playing exercises, case studies, or group tasks to show leadership, teamwork, and decision-making skills. This part of the hiring process helps employers hire the right person for demanding roles in Poland’s job market.

The interview process may also include practical assessments or technical tests, depending on the role.

Step 6: Testing and Assessment Centers

To further evaluate the suitability of a candidate, employers may use additional assessments:

• Aptitude Tests: These tests evaluate a candidate’s problem-solving, numerical reasoning, or verbal reasoning abilities.
• Personality Assessments: Employers may use personality tests to gauge how well a candidate’s character fits with the company’s values and culture.
• Assessment Centers: For managerial roles, candidates may be invited to assessment centers where they participate in role-playing exercises, case studies, or group activities to assess their decision-making, leadership, and teamwork skills.

Step 7: Reference Checks

Before extending an offer, employers typically conduct reference checks to verify the candidate’s past performance and work history. References are usually requested from previous employers or colleagues.

Step 8: Job Offer and Negotiation

After successful interviews and reference checks, the company extends a formal job offer to the candidate. The offer includes:

• Salary and benefits
• Job title
• Employment contract details (e.g., permanent, temporary, freelance)
• Start date and working conditions

Candidates may negotiate the terms of the offer, particularly regarding salary, work schedule, benefits, or relocation assistance. Employers in Poland are generally open to negotiations, especially for senior or highly skilled positions.

Step 9: Onboarding Process

Once the job offer is accepted, the onboarding process begins. This includes:

• Signing the employment contract
• Completing necessary paperwork (e.g., tax documents, work permit applications)
• Introducing the new hire to the team and providing training or orientation

The onboarding phase is critical for ensuring a smooth transition into the new role and acclimating the employee to the company’s culture and expectations.

3. Recruitment Services in Poland

Depending on the size of the company and the complexity of the hiring process, there are various recruitment services available in Poland:

In-House HR Departments

Larger companies often handle recruitment internally through dedicated HR teams. These teams manage everything from advertising job vacancies to interviewing candidates and onboarding new employees.

Recruitment Agencies

For companies that need external support or specialized expertise, recruitment agencies are a popular option in Poland. Agencies offer a range of services, including:

• General Recruitment: Agencies like Work Service, Manpower, and Randstad assist with hiring across various industries, providing end-to-end recruitment services.
• Specialized Recruitment: Agencies like Itentio IT Recruitment or Talent Place focus on niche industries such as IT, engineering, or healthcare, and are experts in sourcing specialized talent.

Executive Search Firms (Headhunters)

For high-level executive or leadership roles, companies often rely on executive search firms (also known as headhunters). These firms have extensive networks and experience in sourcing top-tier talent for senior positions.

Temporary and Contract Staffing

For short-term projects or seasonal work, many companies turn to staffing agencies that provide temporary or contract workers. These agencies handle the recruitment and legal formalities, allowing companies to fill positions quickly without long-term commitments.

4. Legal Framework for Recruitment in Poland

The recruitment process in Poland is governed by labor laws that protect both employees and employers. It is essential for companies and job seekers to understand these legal aspects:

Employment Contracts

In Poland, all employees must have a written employment contract. The most common types of contracts include:

• Permanent contracts (Umowa o pracę na czas nieokreślony): This is the most secure form of employment, offering long-term stability.
• Fixed-term contracts (Umowa o pracę na czas określony): These contracts are for a specified period, often used for temporary roles or projects.
• Civil-law contracts (Umowa zlecenie/Umowa o dzieło): These contracts are common for freelance or project-based work. They do not offer the same level of job security or benefits as standard employment contracts.

Work Permits and Visas

Non-EU citizens require a valid work permit or residence permit to work legally in Poland. Employers are responsible for securing these permits for foreign workers. However, EU/EEA citizens do not need work permits, though they must register their stay if it exceeds 90 days.

Anti-Discrimination Laws

Polish law prohibits discrimination in the workplace based on gender, age, race, nationality, religion, and other protected characteristics. Employers must ensure that their recruitment practices comply with anti-discrimination laws and offer equal opportunities to all candidates.

5. Current Recruitment Trends in Poland

The recruitment process in Poland is continuously evolving due to economic shifts, technological advancements, and changing workforce expectations. Here are some key trends shaping recruitment in Poland:

• Digital and AI-Driven Recruitment Companies are leveraging AI-powered recruitment tools to streamline hiring processes. These tools help automate candidate screening, improve matching algorithms, and reduce bias in hiring decisions.
• Employer Branding With a competitive job market, companies in Poland are focusing more on employer branding to attract top talent. This involves promoting their company culture, values, and benefits to stand out as an employer of choice.
• International Talent Sourcing Due to the skills gap in certain sectors, such as IT and engineering, Polish employers are increasingly recruiting talent from abroad. Companies are offering relocation packages, language support, and flexible working arrangements to attract international professionals.

Beyond technical skills, Polish employers are placing more emphasis on soft skills, such as communication, adaptability, and teamwork, as companies look for employees who can integrate well into their teams and adapt to a fast-paced work environment.

Conclusion

Understanding the contract of mandate (Umowa Zlecenie) is essential for companies involved in recruiting in Poland. This contract type plays a major role in the hiring process, especially for temporary work or project-based assignments.

When you recruit employees in Poland, it’s important to know that mandate contracts offer flexibility but provide fewer protections compared to standard employment contracts. Employers hiring foreigners must ensure compliance with local regulations, including securing work permits in Poland and verifying residency status.

For businesses seeking to hire specialists or temporary workers, a contract of mandate is a popular choice. However, the recruitment process must include clear communication about minimum wage requirements, social insurance, and time tracking. This ensures both the employer and employee understand their rights and obligations.

Companies planning to hire in Poland or expand their operations in cities like Warsaw, Wrocław, or Katowice should work with experienced recruiters who understand Poland’s employment laws. This is especially critical when navigating the complexities of hiring in a new country and ensuring proper permits and documentation.

Choosing the right contract type during the recruitment process can impact compliance, employee satisfaction, and operational success. Clear agreements on compensation, working hours, and social security contributions are key for successful employment in Poland.

If you are planning to recruit in Poland, ensure your hiring process reflects the legal requirements and best practices for working with local and foreign talent.