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  • Faithful to my Homeland, the Republic of Poland

     

  • TRANSCRIPTION OF CANADIAN VITAL STATISTICS DOCUMENTS

  • A foreign vital statistics document serves as evidence of an event and its registration (birth of a child, marriage, death), and may be transferred to the records of vital statistics in Poland through transcription.

     

    Transcription involves the faithful and literal rendition, in terms of both language and formalities of the contents of the foreign document, without any additional changes in spelling to the names of the persons listed in the document.

     

    Transcription is used for documents which are considered to be vital statistics records in the country of issue and have the force of an official document therein, having been issued by a competent authority and therefore of unquestionable authenticity.

     

    The contents of the foreign document are transferred to the vital statistics register through a process known in Polish administrative procedure as ‘action-in-fact/technical activity.

     

    Transcription is mandatory for all cases in which a Polish citizen referred to in a foreign vital statistics document possesses a Polish vital statistics document confirming prior events and is requesting that it be registered in Poland, or is seeking to obtain a Polish identity card or Polish Resident Personal Number (PESEL). To receive a Polish passport through the Consular Unit of the Polish Embassy in Ottawa, the applicant must provide a Polish birth certificate (also a marriage certificate for married women).

     

    Transcription requests can be filed with the registrar (head of the vital statistics office) of one’s choice. The request can be filed by the individual who is personally involved in the event that is the subject of the transcription, or by another who is capable of providing legal or factual grounds for making such a request (this applies to the transcription of death certificates).

     

    When transcribing a foreign vital statistics document involving Polish citizens who also use vital statistics records issued in Poland, the registrar will adjust the spelling of personal information contained in the foreign document in order to conform to the rules of Polish spelling if it is requested by the applicant. Such a request must be submitted at the same time as the request for transcription.

     

    A request for transcription can also be filed through the Consular Unit of the Polish Embassy in Ottawa.

     

    Transcription requires that the applicant submits the original version of the foreign vital statistics document, which will be forwarded to a vital statistics office in Poland where it will remain. If the applicant is unable to have the document reissued by the country that originally issued it, the document may be returned upon the applicant’s request after a certified copy has been made by the registrar.

     

    OFFICIAL TRANSLATION

    Foreign vital statistics records issued in a foreign language must be filed along with the official translation into Polish made by:

     

    1) A sworn translator (tłumacz przysięgły) accredited and listed by the Polish Minister of Justice;

    2) A sworn translator qualified to make such translations in the European Union (EU) or European Economic Area (EEA) Member States;

    3) A consul.

     

    The following documents will also be considered for translation by a consul:

    1) Foreign language documents translated into Polish by a translator in the receiving country and certified by the consul;

    2) Documents translated from a rare language into a language known to the consul and subsequently translated by the consul into Polish.

     

    FEES

     

    A consular fee applies for a transcription obtained via the Consulate. Additional fees apply for authenticating the translation. The specific activities that are subject to consular fees are listed in the Consular Fees Table.

     

    BIRTH CERTIFICATE TRANSCRIPTION

     

    Transcription of a foreign birth certificate in Poland requires the following documents be filed:

    1. an original application with a request for the transcript directed to the appropriate registrar's office with a signature confirmed by a Consul (the signed application should be in congruity with the data contained in an identity document, for example, the Polish passport);
    2. an original full copy of birth certificate (long form) issued by the appropriate local registrar's office (in Ontario - Certified Copy of Birth Registration), which is subject to a legalization, that is the confirmation of the congruity with the Canadian law;
    3. a faithful original translation of the document made by a local translator (it has to be verified by the Consul, the consular fee is collected for each started page of the document) or by a Consul - the fee for this operation is specified in a list of current consular fees);
    4. an identity document - Polish or Canadian passport;
    5. an abridged marriage certificate of the parents (in case of a minor) - a foreign certificate (for example, Canadian) should be translated into the Polish language;
    6. identity documents of the parents (in case of a minor) - Polish or Canadian passport.

     

    In the case of birth certificates that are abridged or otherwise incomplete, it may be necessary to submit the parents’ marriage certificate or birth certificates along with an appropriate request to fill in the missing details.

     

    TRANSCRIPTION OF A MARRIAGE CERTIFICATE

     

    Transcription of a foreign marriage certificate in Poland requires the following documents be filed:

    1. an original application requesting the transcript, directed to the proper registrar's office with a signature confirmed by a Consul ( the signed application should be in congruity with the data contained in an identity document, for example, the Polish passport);
    2. an original full copy of a marriage certificate (Statement of Marriage form 7 or the previous ones) issued by the proper local registrar's office, which is subject to a legalization, i.e. the confirmation of the congruity with the Canadian law;
    3. a faithful original translation of the document made by a local translator (it has to be verified by a Consul - a fee for a consular operation is collected for each started page of the translation) or by a Consul - a fee for this service is specified in the list of current consular fees);
    4. statement about the surname used after the marriage ceremony - mandatory in case of women;
    5. copies and originals of birth certificates of both spouses (originals have to be shown);
    6. a translation of a foreign birth certificate - if spouses were born outside Poland;
    7. a copy of the valid Polish passport of the spouse submitting a statement about the surname used after the marriage ceremony (the original has to be shown);

     

    The spouses’ statement with regard to the last name or a statement concerning the last name of children born of the marriage, the spouses may include in their transcription request or have it be put on record before the consul when submitting the transcription request.

     

    TRANSCRIPTION OF A DEATH CERTIFICATE

     

    Transcription of a foreign death certificate in Poland requires the following documents be filed:

    1. an original application for a transcript directed to the proper registrar's office with the signature authenticated by a Consul;
    2. an original full copy of the civil registration document issued by the proper local registrar's office that has to be legalized, i.e. the congruency with the Canadian law has to be confirmed.
    3. a faithful original translation of the document made by a local translator (it has to be verified by a Consul, the consular fee is collected for each started page of the translation) or by a Consul - the fee for this operation is specified in the current consular fees);
    4. a birth certificate of the deceased person and a marriage certificate, if that person was married at the moment of death;
    5. an identity document of the applicant;
    6. a document confirming the relationship with the deceased person - for example, a birth certificate or a marriage certificate.

     

    In the case of death certificates that are abridged or otherwise incomplete, it may also be necessary to submit the marriage or birth certificate of the deceased along with an appropriate request to fill in the missing details.

     

    QUESTIONS

     

    For detailed inquiries, please contact the Consular Unit of the Polish Embassy in Ottawa either by phone: (613) 789-1218 ext. 450 or 424, or by e-mail: ottawa.amb.wk@msz.gov.pl

    The legal basis for the issues discussed above can be found in the provisions of the Act of November 28, 2014—Vital Statistics Records Law (Journal of Laws 2014.1741 as it is amended).

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