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General issues

Matters concerning the stay of Union citizens in the Republic of Poland shall be settled immediately, and matters concerning their family members who are not Union citizens – no later than within 6 months from the day of submission of an appropriate application.

Applications shall be written in the Polish language on the official forms. Documents drawn up in the Polish language, attached to the application, shall be submitted with their translations into the Polish language made by a sworn translator.

All letters (notifications, summons, decisions, rulings etc.) shall be delivered upon receipt by post, or alternatively by officers of the bodies conducting the proceedings. The letters are delivered to you or to the proxy (if appointed). In case of impossibility to deliver a letter to you or an adult, it shall be kept by the post office for 7 days, and a notification of this fact shall be placed in your mailbox or, if not possible, on the door of the addressee’s flat. The letter shall be considered delivered with the lapse of this period.

The receipt of the letter shall be confirmed by your signature, with the indication of the date of delivery. Should you evade confirmation of receipt, the deliverer shall independently pronounce the date of delivery and indicate the person who collected the letter as well as the reason for the lack of his/her signature. Should you refuse to accept the letter sent to you by mail or delivered in other ways, the letter shall be returned to the sender with the annotation of the refusal to accept it and the date of refusal. In such a case it is assumed that the letter was delivered on the day of refusal of its acceptance by the addressee.

Each change of the place of residence shall be notified to the body, before which the proceedings are conducted.
During the proceedings, letters are always sent to the address for correspondence, which was last indicated to a given body.

Should your address change and the body conducting the proceedings fail to be notified, the letter will be sent to the last address for correspondence you indicated. Pursuant to the provisions of the Code of Administrative Procedure, a letter sent this way is also considered effectively delivered if you no longer reside at the indicated address and on that account you have not read the content of the letter.

Negligence of the obligation to notify of the change of address of residence may have serious consequences to you, e.g.:

leaving the application without identification,
decision of the competent body may become indisputable, if due to lack of notification of the change of address you fail to meet the deadline for pursuing appeal aginst the decision of the body of 1st instance or a complaint about the decision of the body of 2nd instance to the Regional Administrative Court in Warsaw.

The bodies of 1^st or 2^nd instance, prior to issuing a decision, may summon you to appear personally in order to proffer explanation of significant circumstances necessary to issue the decision.

Any negative decisions in matters regulated in the Act on the entry into the territory of the Republic of Poland, stay and exit from this territory of nationals of European Union Member States and members of their families shall be delivered in writing with a justification.
Special attention should be paid to the instruction accompanying each decision, concerning measures of appealing, including the dates stated. Only before those dates will you be able to appeal against the decision of the body of 1st instance, or alternatively to make a complaint to the Regional Administrative Court in Warsaw about the decision of the body of 2nd instance.

The Union citizen and his/her family member staying outside the hotel centre, centre providing living quarters with relation to work, education, treatment or leisure shall register his/her stay no later than on the fourth day, counting from the moment of crossing the border of the Republic of Poland.

Source: http://www.udsc.gov.pl/index.php?documentName=main