Remote hiring in Poland has gained momentum thanks to a thriving tech ecosystem, a highly educated workforce, and strong English proficiency. For global companies, working with an Employer of Record (EOR) simplifies compliance, payroll, and onboarding. One of the first crucial steps in this process is creating and sending a legally compliant job offer letter.
This guide will walk you through the key components, legal guidelines, and practical workflow for issuing a job offer letter when hiring remote EOR employees in Poland.
Table of Contents
- Job Offer Letter & Onboarding Flow for a Remote EOR Employee
- Offer Letter vs Employment Letter in Poland
- When Must a Job Offer Letter Be Given?
- What Salary Needs to Be Mentioned in an Offer Letter?
- Job Offer Letter Checklist for Poland
- Download Your Job Offer Letter Template for Poland
- FAQs
Key Takeaways
- Understand the importance of offer letters for EOR employees in Poland
- Learn the legal and structural requirements for offer letters
- Explore the role of an EOR in managing compliant onboarding
Job Offer Letter & Onboarding Flow for a Remote EOR Employee
Hiring through an EOR in Poland involves a collaborative process between the client company and the EOR partner. Here’s how the job offer and onboarding flow typically works:
- Candidate Selection: The employer identifies and selects a candidate for the role.
- Offer Drafting: The employer drafts the offer letter with basic terms (role, compensation, benefits).
- EOR Review: The EOR localizes the offer, ensuring it complies with Polish labor law.
- Candidate Acceptance: The candidate reviews and accepts the offer.
- Employment Contract: The EOR issues a legally binding employment contract in Polish.
- Registration: The EOR handles registration with ZUS (social insurance), tax authorities, and payroll systems.
The job offer letter serves as a pre-contractual communication and sets the tone for onboarding.
Offer Letter vs Employment Letter in Poland
In Poland, it’s important to differentiate between a job offer letter and an employment contract:
- Job Offer Letter: A non-binding document that outlines key employment terms before the formal contract. Used primarily to confirm interest and initiate onboarding.
- Employment Contract: A binding document under the Polish Labor Code, which must be in writing, in Polish, and signed before employment begins.
While the offer letter is more informal, it plays an essential role in ensuring clarity and alignment before legal obligations commence.
When Must a Job Offer Letter Be Given?
A job offer letter should be issued immediately after candidate selection and salary negotiation, but before the employment contract is signed. Best practices include:
- Sending the offer within 24–48 hours of final interview
- Including a response deadline (typically 3–5 business days)
- Providing contact details for HR or hiring manager for follow-up questions
Prompt issuance enhances candidate experience and improves conversion.
What Salary Needs to Be Mentioned in an Offer Letter?
Salary in Polish offer letters should be stated in gross monthly or gross annual terms, as required by local conventions. Additional considerations include:
- Breakdown of fixed vs. variable compensation (e.g., bonuses or commissions)
- Clarification on benefits (e.g., private healthcare, sports card, transportation allowance)
- Indication of work hours and whether overtime is compensated
- Optional inclusion of net salary estimates for transparency
Ensure accuracy and compliance with local minimum wage laws and industry norms.
Job Offer Letter Checklist for Poland
Here’s what every EOR-compliant job offer letter in Poland should include:
- Job title and brief description
- Start date and work schedule
- Gross monthly or annual salary
- Benefits and allowances
- Reporting line and location (even if remote)
- Conditions of employment (e.g., probation period)
- Offer validity period and response deadline
- Contact for queries
Always align the offer letter with the forthcoming employment contract to avoid discrepancies.
Suggested Read: Guide to Employer of Record (EOR) vs. Entity Establishment in Poland
Download Your Job Offer Letter Template for Poland
Need a head start? Download our ready-to-use EOR-compliant job offer letter template tailored for Poland, which includes all standard clauses and is formatted to comply with Polish labor standards. This template helps accelerate your hiring process, ensures legal alignment with local regulations, and provides a professional, consistent experience for your candidates.
FAQs
Yes. You can resend it with updated terms or a revised deadline if the candidate hasn’t responded.
Standard notice is 2 weeks to 3 months depending on tenure and contract type.
Typically during onboarding. The offer letter can reference the employee handbook.
Yes, if no contract has been signed. However, legal risk exists if revocation causes candidate loss.
Notify the candidate formally in writing, explaining the reason.
A contractor operates independently, without subordination or fixed working hours.
A Professional Employer Organization that offers HR and payroll support but doesn’t serve as legal employer (unlike EOR).
Tax ID, ZUS registration, equipment delivery, welcome email, and role-specific training.
An EOR is a third-party that legally employs workers on behalf of a client company.
It includes contract generation, legal registration, benefits setup, and local compliance.
Employees are under direct control of the employer, while contractors work independently.
In addition to gross salary, employers must pay ~20.48% in social contributions.
Add gross salary + employer social contributions + benefits + bonuses.
A tool that estimates net salary after PIT and ZUS deductions.
Public healthcare (NFZ) is standard; private health plans are optional perks.
Work with your EOR provider to localize content and issue a compliant document ahead of contract signing.
Not to be considered as tax, legal, financial or HR advice. Regulations change over time so please consult a lawyer, accountant or Labour Law expert for specific guidance.
