Bookkeeping - Accountancy - Tax Calculation

Onboarding Documentation 

We prepare and organize all required onboarding documents — including job offers, personal data forms, health and safety declarations, and more. Our streamlined process ensures that every employee starts with confidence, and your company remains fully compliant from day one. 

Onboarding Documentation in Poland – What Employers Need to Prepare 

Proper onboarding documentation is a legal and practical necessity when hiring employees in Poland. At Easybooks, we help companies ensure that all required documents are collected, signed, and stored in full compliance with Polish labor law. 

Whether you’re hiring your first employee or scaling a team, smooth onboarding starts with having the right paperwork in place. 

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Bookkeeping - Accountancy - Tax Calculation

What Is Onboarding Documentation?

Onboarding documentation refers to all the forms, declarations, and agreements that must be prepared and signed when a new employee starts work. This documentation is essential for:
Legal compliance with the Polish Labour Code 
Payroll and tax registration
Insurance and health coverage 
Internal HR and employee file records 
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Bookkeeping - Accountancy - Tax Calculation

Required Onboarding Documents in Poland 

Here is a checklist of the key documents typically required when hiring an employee under an employment contract (umowa o pracę): 

Employment contract 

Defines terms of employment (position, salary, hours) 
Personal questionnaire (employee & employer) 
Personal data and qualifications 
Declaration on additional income / PIT-2 
Affects personal tax calculation 
ZUS registration form (ZUS ZUA) 
Social security registration 
BHP (Health & Safety) training certificate 
Mandatory safety training before starting work 
Medical clearance from occupational doctor 
Confirms fitness for work 
NDA / confidentiality agreement (optional) 
Protects business-sensitive information 
Consent for data processing (RODO/GDPR) 
Required under data protection regulations
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Bookkeeping - Accountancy - Tax Calculation

Digital vs Paper-Based Onboarding 

In Poland, onboarding documentation may be stored in electronic form, provided it meets strict formatting and security standards. Easybooks can help you manage both paper and digital onboarding documentation for full compliance and convenience. 
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Bookkeeping - Accountancy - Tax Calculation

Why Onboarding Matters for Payroll & Compliance 

Incorrect or incomplete onboarding documents can delay payroll, cause reporting issues with ZUS (Social Insurance) and US (Tax Office), or even lead to penalties during a labor inspection. 

At Easybooks, we take care of every step — from generating the right contract to reporting the employee to ZUS — so you can focus on welcoming your new team member. 

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Bookkeeping - Accountancy - Tax Calculation

Easybooks Onboarding Support Includes: 

Preparation of complete hiring documentation 
Integration with payroll and HR systems 
Guidance on legal obligations for new hires 
Multilingual onboarding (PL/EN) for foreign employees 
Secure storage and archive of employee files 

Get Started with Onboarding the Right Way 

Hiring in Poland? Let Easybooks simplify your onboarding process with legally compliant, professionally prepared documentation. Contact us today to get started. 

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