How We Improve the Issuance of Information on Diplomas and Certificates

From 1 July 2025, we have taken on new responsibilities related to issuing information on foreign upper secondary school certificates. At the same time, we continue to issue information on foreign higher education diplomas for the purposes of further education and for professional recognition.

 

This represents a significant change for us and a substantial increase in the number of applications received. We understand that obtaining such information is an important step for many individuals, often a prerequisite for starting studies, taking up employment, or completing formalities in another country.

 

We are focused on ensuring that applications are processed as efficiently as possible and without unnecessary requests for corrections. To achieve this, we are expanding our team and implementing further improvements in the SYRENA System.

 

Questions regarding the issuance of information on foreign diplomas and certificates should be sent to This email address is being protected from spambots. You need JavaScript enabled to view it.. There is no need to send them to other NAWA email addresses.

 

One of the main reasons for extended processing times is the need to supplement and correct applications.

 

We follow a clear principle: requests to correct an application or provide additional documents are sent to applicants only when strictly necessary. The more complete and accurate an application is at the time of submission, the more efficiently the substantive assessment and the process of issuing information can be carried out.

 

Currently, approximately 50% of submitted applications are incomplete and require additional verification. Each such application must be reviewed twice:
• first, after submission,
• second, after the applicant provides the required supplements.

 

It also happens that, despite receiving detailed information about deficiencies, applications are not supplemented. Between 8 December 2025 and 24 February 2026 alone, 1,159 applications requiring supplementation were not corrected.

 

During that period, we spent nearly 580 hours analysing these cases and preparing requests for additional documents, which corresponds to approximately 73 working days. This is time that could not be devoted to assessing other complete applications or issuing information.

 

For this reason, we place strong emphasis on the correctness of documents at the submission stage. A complete application proceeds directly to substantive assessment. An application requiring corrections engages additional resources and extends the queue, not only for one person but for all applicants waiting for their cases to be processed.

 

We have compiled the most common situations that result in applications being put on hold or rejected. To avoid this, please review the list below.

 

WHAT MOST OFTEN REQUIRES CORRECTION?

Based on our experience, similar formal issues tend to recur. Avoiding them enables us to issue information more quickly.

 

1. Illegible or incorrect scans (Click to expand)

We accept only high-quality scans made directly from original documents. Scans of photocopies, cropped pages, or unclear photos do not allow for proper verification.

Our guidelines:

  1. Please attach clear, colour scans made directly from the original documents.
  2. The document should be scanned in full, without any cropping and without additional background elements.
  3. A good-quality scan allows us to verify the document more quickly and helps avoid the need to request additional documents.

2. Combining all documents into a single file (Click to expand)

Combining all documents into a single file makes it more difficult to process the application.

Our guideline:

  1. Each document should be uploaded separately, in the appropriate field of the application form.

3. Incorrect attachments (Click to expand)

Uploading any random file simply to move forward in the system results in the rejection of the application.

Our guidelines:

  1. If something is missing from the application, we provide a precise indication in the system of what needs to be supplemented.
  2. If you have any questions regarding the required supplements, please contact us by email at This email address is being protected from spambots. You need JavaScript enabled to view it.

4. Errors in the application form data (Click to expand)

The most common issues include typos in first and last names (entering data differently than in the passport), an incorrect name of the country or issuing institution, or an incorrect identity document number.

Our guidelines:

  1. Before submitting the application, please carefully verify all information, in particular your first and last name (as shown in your passport or identity document), the document number, and the names of institutions and countries.
  2. Any such discrepancy requires additional verification and, in many cases, a request to supplement the application. Providing accurate data allows us to proceed directly to the substantive assessment of the case.

 

5. Selecting the incorrect module (Click to expand)

A secondary school certificate and a higher education diploma are handled in two separate modules.

Our guidelines:

  1. Before starting the application, please make sure that you have selected the correct module: “Secondary School Certificate” or “Higher Education Diploma.”
  2. An application submitted in the wrong module cannot be processed. It will be rejected, and a new application will need to be submitted.

6. Completing the application form in a language other than Polish or English (Click to expand)

We process applications submitted only in Polish or English. Applications completed using automatic browser translations generate technical errors and therefore cannot be accepted.

Our guidelines:

  1. Please complete the application form exclusively in Polish or English, without using automatic browser translation tools.
  2. Changing the language via automated tools may distort the data in the system and prevent the proper submission of the application.

 

7. Submitting the same application multiple Times (Click to expand)

If several identical applications are submitted, we process one of them and reject the others. Submitting additional applications concerning the same person extends the process of issuing the information.

Our guidelines:

  1. Please submit one application and wait for it to be processed or for any request to supplement the documents.
  2. Resubmitting the same application does not accelerate the procedure and results in additional formal verification.
  3. After submitting an application, please do not send further identical applications concerning the same person, as this will prolong the process of issuing the information.

 

8. No confirmation of application submission (Click to expand)

After submitting the form, you must click the activation link sent to your email within 48 hours. Without this step, the application will not be accepted for processing.

Our recommendation:

  1. After submitting the form, please promptly check your email inbox, including the spam folder, and confirm your application using the activation link.
  2. Only after clicking the link is the application effectively submitted and eligible for processing.

Every day, we review incoming applications and issue information regarding submitted diplomas and certificates. We understand that time matters, which is why we are strengthening our team, streamlining the process, and developing tools to make it more efficient.

At the same time, the smooth progress of the procedure also depends on the completeness and accuracy of the application. We kindly ask you to prepare your documents carefully and complete the form attentively, as this will allow us to proceed more quickly to the substantive assessment of your case.


IMPORTANT! Many delays in processing applications result from errors or missing documents. Before submitting your application, be sure to read the relevant instructions: Secondary School Certificate | Higher Education Diploma.


We encourage you to review the available information materials before submitting your application.

 

 USEFUL LINKS

  1. Issuing information on foreign diplomas and certificates
  2. Higher Education Diploma – rules and instructions
  3. Secondary School Certificate – rules and instructions
  4. FAQ – frequently asked questions
  5. SYRENA System – application submission
  6. KWALIFIKATOR System – the website allows users to check qualifications from 84 countries, including those not subject to automatic recognition, find information on recognition in Poland, and generate general information about a diploma, the so called recognition statement