How to respond to a notification from the office: template and checklist
Brief guide: what a notification is, deadlines, a reply template and an attachments checklist.
What is a notification from the office
A notification — an official letter from the voivode or an authorized authority requesting that you appear in person or submit additional documents. Such notifications may require fingerprinting, presentation of a valid travel document, or a specimen signature.
Deadlines and consequences of non‑submission
The notification usually specifies a deadline not shorter than seven days from receipt. Failure to submit requested materials within the stated deadline may result in the application (wniosek) being left unexamined or the administrative proceedings being discontinued.
How to prepare a written reply
In the letter, state clearly: the case number, the notification date, which documents you attach and when you are available to appear in person. Briefly explain the reason if you cannot meet the requirement on time, and request an extension — the final decision on extension is made by the authority.
Checklist of attachments
Collect copies and originals specifically requested by the notification: a valid travel document, evidence supporting the request, and any additional supporting materials. Sign the cover letter and attach a list of enclosed documents (indicate required attachments (załącznik) in that list).
Sending and proof of delivery
If possible, submit the reply in person and obtain a receipt, or send it by registered mail with delivery confirmation. Keep copies of all sent documents and delivery confirmations as proof of compliance.
