The death record is entered in the civil register; the person reporting the death receives an official copy. Registration and a later request for another copy are separate procedures. Before visiting, check the correct office, required documents and any authorisation.
Families encounter several similar document names. Knowing the difference helps you prepare the right application and avoid ordering unnecessary copies.
Medical death certificate, death record and official copy
The medical death certificate (karta zgonu) documents confirmation of death and is used for registration. The USC prepares the death record (akt zgonu); an official copy (odpis) confirms its contents. The cemetery receives the part of the medical certificate intended for it, bearing a note that the death has been registered or reported. Cemeteries Act, Article 11
For a ZUS funeral allowance application, a Polish death record is not a mandatory attachment to form Z-12. A death record issued abroad must be attached. ZUS specifies separate documentation rules for stillbirth. Requirements at other institutions should be checked for the particular case.
Where to register a death and where to request a copy
Registration is handled by the USC responsible for the place of death. The deadline is three days from preparation of the medical death certificate; for death caused by an infectious disease, it is 24 hours from death. Gov.pl: reporting a death
You can request a further official copy from any USC in Poland or use the official online service if you meet its conditions. An electronic document remains valid in electronic form; an ordinary printout does not replace an official paper copy. Gov.pl: obtaining an official copy
Who is entitled to apply?
An entitled family member or their authorised representative can report a death. A spouse, descendants, ancestors and siblings are among those entitled to obtain a later copy. Another person may need to demonstrate a legal interest or act under an authorisation. Simply knowing the deceased does not establish entitlement. Gov.pl: people entitled to a copy
Deadlines, documents and fees
To report a death, prepare the medical death certificate, the deceased's identity document and your own identity document for inspection. An authorised representative also needs an authorisation. Registration is free, and one abridged copy is issued free of charge after registration. Additional copies generally cost PLN 22 for an abridged copy or PLN 33 for a full copy. Exemptions apply in specified cases, so tell the office the purpose of your request. Warsaw 19115: documents and fees
The USC prepares the record on the day the death is reported. If a technical problem prevents registration, the office may note the report on the medical certificate, which can then be presented to the cemetery. After registration, the appropriate official copy must be provided to the cemetery administration. This procedure is not the same as the processing time for a separate request for another copy. Gov.pl: procedure during a technical problem
How many copies should you order?
Before ordering additional copies, check the requirements of the institution handling your matter. A Polish death record is not a mandatory attachment to Z-12. Other procedures may require an official copy or additional documents.
Help through an authorised representative
Before asking Terra Levis to act, agree on the scope and required documents. The funeral director acts within the authorisation granted. Warsaw USC lists an original authorisation or an appropriately certified copy; this does not mean that every authorisation must be a notarial deed. The fee for filing an authorisation document is generally PLN 17, subject to exemptions. Warsaw 19115: authorisation
How do the documents fit into the next preparations?
Once the death record matter is clear, organise the remaining funeral formalities step by step. Note who will contact the office, cemetery and ceremony organiser.
If the family is awaiting information following a post-mortem examination, a separate guide explains post-mortem examinations and waiting for results (in Polish). Do not set the funeral date based only on a general description online.