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  • Faithful to my Homeland, the Republic of Poland

     

  • VISA REQUIREMENTS

  • Consular Section: 14 Amos Street, Colbyn, Pretoria

    Office hours: Monday  14:00 - 17:00 / Tuesday - Friday  09:00 - 12:00

    Contactkonsulat.pretoria@msz.gov.pl  /  lukasz.nowak@msz.gov.pl

     

     

    GENERAL REMARKS REGARDING VISAS

     

    Citizens of states of the Consular zone of the Embassy of Poland (Republic of South Africa, Zimbabwe, Mozambique, Namibia, Botswana, Swaziland, Lesotho, Zambia) require a visa to enter the Schengen territory.

     

    There are two categories of visas (depending on length and purpose of stay):

     

    • Schengen visa (tourist / business / conference / cultural i.e. short term stayup to 90 days)
    • National visa (family / study / work / relocation i.e. long term staymore than 90 days)

    Both categories of visas allow the passport holder to travel within all the countries of the Schengen zone.

     

    When travelling to several Schengen countries, the visa is applied for at the Consulate or Embassy of the main destination of the journey. If the visit has no main destination i.e. an equal number of days are spent in more than one Schengen country, the application should be submitted at the Consulate or Embassy of the first point of entry to the Schengen Zone. The visa of the final country of destination (if needed) must be obtained before applying for a Schengen visa.

     

    It is recommended to apply for a visa at least 1 month before the departure date, although the application cannot be lodged earlier than 3 months before the intended departure date. There is no guarantee the visa will be issued. The possession of a visa is only one of the prerequisites for entry into the Schengen territory. Failing to comply with the relevant provisions of the Schengen Borders Code could result in refusal of entry.

     

    Any visa-related questions, remarks or requests for assistance should be e-mailed to the Consulate. The information on this page should be read thoroughly before such contact is made.

     

     

    SCHENGEN/NATIONAL VISA APPLICATION:  STEP-BY-STEP PROCEDURE

     

    STEP 1 – Registering an appointment in the e-konsulat system

     

    Both Schengen and National visa application forms must be electronically registered  through the e-Konsulat system. The applicant should enter http://www.e-konsulat.gov.pl, select “Republic of South Africa,” then “Pretoria,” and follow the guidelines.  The date of appointment may be selected, while the time on the given day will be automatically assigned (according to available slots within consular office hours). The application form which follows must be completed in under 40 minutes. Once completed and submitted, the system will automatically assign a reference number to the applicant, and the form may be printed. This form will also be emailed to the applicant within 24 hours. There is no possibility to apply for a visa before the registered date. Visa applications will be rejected if not registered through the e-Konsulat system.

     

     

    STEP 2 – Submitting an application at the Consulate

     

    All visa applicants must submit their applications in person, as their biometric data must be taken. Applications sent by courier, mail, e-mail or fax will not be processed (couriers may be arranged for the collection of passports only). Applicants over 70 years old and children below 12 years old are exempted from submitting fingerprints. However, the decision concerning their physical presence at the Embassy will be taken individually. In cases when the applicant resides far from the consulate and is unable to apply in person, a scan of the applicant's most recent Schengen visa should be e-mailed to the Consulate, together with a request for alternative arrangements to be made.

     

    During the visa appointment, each applicant has to present a complete set of documents listed below:

     

    Original application form for Schengen/National visa. The electronically registered form must feature a bar code with reference number, and it must be signed by the applicant (or a legal guardian for minors).

     

    Passport/travel document (including COPY thereof). Must be valid for at least three months after the applicant's intended date of departure from the Schengen territory, with at least two blank consecutive visa pages. In the case of non-South African citizens, proof of legal stay or a residence permit in South Africa is required, valid for a period of at least three months after the intended date of departure from the Schengen territory. Non-South African citizens applying for a National visa should e-mail the consulate beforehand since permanent residence in South Africa is typically required in this case.

     

    One recent passport size colour photo. 3.5 x 4.5 cm dimensions, sharp, clear and contrasting, printed on high quality paper and against a white background, no older than 6 months and enabling the identification of the applicant, en face, showing clearly the eyes and face from both sides from the tip of the head to the shoulders so that the face takes up 70-80% of the photo, depicting the person without headgear or headdress, looking into the camera, with closed lips, so that the face is not covered by hair. In the case of persons wearing glasses, the following requirements must be met: undimmed lenses, the frame must not cover any part of the eye, no light reflections may be visible.

     

    Air ticket and itinerary. Must include dates and flight numbers specifying entry to and exit from the Schengen territories (round trip). Please provide the full itinerary, including departure from and return to South Africa. In the case of a National visa, a one way flight is acceptable. A flight booking/reservation may be accepted in some cases.

     

    Invitation letter. This is determined by the nature of the intended trip.

     

    • Business meetings, professional training, conferences, workshops, short term studies or research, cultural or sports events, official meetings: official signed invitation letter from a company, institution or organisation in the Republic of Poland. The invitation should include clear identification of both the entity issuing it and the invited applicant; nature, duration and venue of the event; applicant’s role in the event and the link between the host and the invited applicant. If expenses are covered by the host, this needs to be clearly established in the invitation. If applicable, proof of registration and payment is also required.
    • Diplomatic/official visits: Note Verbale from the Department of International Relations and Cooperation (DIRCO) or other relevant ministerial department must be presented.
    • Medical treatment: certificate of the receiving health institution must be presented, including reference to the fact that the expected coverage of the medical treatment is available, and other certification of the coverage of the medical treatment.
    • Work purposes: official signed invitation letter from the company or institution must be presented, which clearly mentions the nature and duration of employment, expected remuneration and healthcare coverage; this must be accompanied by an official work permit from a Voivodeship Office in Poland (Urząd Wojewówdzki).
    • Study purposes: an official signed invitation letter from the institution or organisation must be presented, which clearly states that the applicant has been accepted for their chosen field of study and that all outstanding fees have been paid.
    • Visiting relatives and/or friends: official invitation letter is required from the host, which is registered in a Voivodeship Office in Poland (Urząd Wojewówdzki) and confirms that the host will provide accommodation and financial support.
    • Spouses of Polish citizens: signed letter from the Polish citizen should be presented, which identifies the spouse and confirms the visit; this must be accompanied by a copy of the Polish citizen’s ID or passport, as well as their marriage certificate. Further documents confirming employment or financial funds are not required. There is no visa fee in such cases.

     

    Proof of accommodation for the entire duration of the intended stay. Confirmed hotel reservation is requested. If the applicant will be staying with a relative or a friend, a signed letter from the host (as well as a copy of his/her Polish ID or passport) must be presented which clearly identifies both host and invitee (name, address, birthdate, official identification number, occupation and permanent residence), and details the purpose of the visit and length of stay. If the applicant requires financial support from the host and/or intends to stay for longer than 30 days, an official invitation letter is necessary. If the host is not a Polish citizen, then copies of the following must be included: valid visa or residence card, letter confirming employment in Poland, and lease agreement/proof of address. For work or study purposes, a signed letter from the company, institution or organisation must be presented, confirming that accommodation arrangements have been made and for how long; alternatively, a lease agreement is acceptable. For spouses of Polish citizens, this requirement is covered by the invitation letter from the Polish spouse.

     

    Proof of employment. Signed letter from employer confirming employment and indicating monthly salary, continued employment after period of leave and duration of absence. In the case of self-employed individuals, a certification from SA Companies and Intellectual Property Commission or SA Revenue Service is required. In the case of students, a letter from the school/college/university in South Africa certifying the applicant’s student status is required. This requirement does not apply to National visa applications for work or study purposes.

     

    Proof of sufficient financial funds for the entire duration of the intended stay. Typically, the applicant’s last three months’ bank statements, certified by their bank. Also acceptable are pay slips from the applicant’s employer (last three months’) and pension slips. In the case of minors or students, a signed declaration by the legal representative or sponsor on the coverage of all relevant costs is required (including a copy of said representative’s /sponsor’s ID or passport, as well as three months’ of their bank statements or pay slips).

     

    Proof of valid travel medical insurance for the entire duration of stay in the Schengen territory. Must include full name, policy number, period and area of cover, medical coverage of ZAR equivalent to 30 000 EUR, and summarized schedule of benefits.

    List of travel agencies which meet criteria of Article 15 of the Visa Code "Travel medical insurance":

    1. TRAVEL INSURANCE CONSULTANTS (TIC)

    2. TRAVEL GUARD CHARTIS

    3. ABSA INSURANCE

    4. AXA ASSISTANCE

    5. REGENT

    6. ALLIANZ

    7. ACE / CHUBB

    8. HOLLARD / OOJAH

    9. OTHER RELIABLE INTERNATIONAL INSURANCE COMPANIES

    (Some medical aid companies, such as DISCOVERY, MOMENTUM & PROFMED, automatically provide travel insurance to their members)

     

    Children under 18 require an unabridged birth certificate and parental consent for travel from both parentsIf only one parent has guardianship of the minor, the relevant court documents must be presented. Parental consent may be given by parents who are physically present during the visa appointment. Parents who are not present may provide the required consent via a Notarized letter, prepared by a Notary Public and confirmed by a High Court (Apostilled). Consent letters stamped by a Commissioner of Oaths will not be accepted. In all cases, copies of both parents’ IDs or passports are required, as well as a school letter confirming attendance.

     

    IMPORTANT: All original documents (passports, certificates, official letters, etc.) MUST be accompanied by COPIES thereof. Copies will not be made at the Consulate, and it is the applicant's responsibility to ensure that all relevant copies are presented during the visa appointment. It is also the applicant's responsibility to deliver any outstanding documents to the Consulate, should their application be incomplete. The deadline for missing documents is determined during the appointment.

     

    Payment of the visa fee may be done in CASH ONLY. Please prepare the exact amount. No cards, deposits or transfers are accepted.

     

    Schengen or National visa:  R 965

    Schengen visa for children 6-12 years old:  R 563

    Visa will be issued free of charge for:

    - children under 6,

    - spouses and dependents of EU citizens (copy of marriage or birth certificate and passport/s of spouse or both parents must be submitted together with the application).

     

    Fees and requirements are subject to change. Additional documents or a personal interview may be requested at any time.

     

     

    STEP 3 – Collecting a passport after visa application has been processed

     

    After the application has been accepted by the Visa Officer in the Consular Section, the applicant will be given a receipt with the date of collection of the passport. Visa processing time is 15 days. The visa may be collected by a courier or representative, who should present an authorization letter which has been signed by the passport holder. There is no need to make an appointment for the collection of the passport. Collection may be done at a later date, although only within consular office hours.

     

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