Hiring your first remote employee in Poland is a major milestone for any global company. But beyond sending the offer letter, a successful onboarding process is essential to long-term retention and productivity. Without a structured, culturally aware, and legally compliant onboarding experience, even the most skilled new hires can feel disengaged or confused.
This is where an Employer of Record (EOR) in Poland proves highly valuable. An EOR streamlines the onboarding journey by managing compliance, labor law requirements, payroll, and local HR practices. This checklist outlines every step to ensure your remote hires in Poland are set up for success from day one.
Table of Contents
- Employee Onboarding Process in Poland
- Before the Job Offer Letter
- After the Job Offer Letter
- On Joining Day
- Post-Onboarding Support
- Seamless Onboarding in Poland with Asanify
- FAQs
Employee Onboarding Process in Poland
An EOR in Poland acts as the legal employer of record for your remote team members. While you manage day-to-day work and team integration, the EOR handles all compliance-related responsibilities including employment contracts (in Polish), registration with ZUS (social security), PIT (income tax) filings, and compliance with national and industry-specific labor laws.
Key benefits of EOR-based onboarding:
- Ensures compliance with Poland’s employee-protective labor laws
- Offers a consistent and professional onboarding experience
- Simplifies documentation, payroll setup, and statutory enrollment
Before the Job Offer Letter
At this initial stage, preparation is key. The hiring company and EOR begin coordinating the onboarding roadmap, role definition, and local legal considerations.
Client Company Responsibilities:
- Conduct interviews and select the candidate
- Define compensation packages aligned with Polish market benchmarks
- Create a job description that reflects duties, performance expectations, and remote work scope
Suggested Read: Employer of Record Poland: A Comprehensive Guide
EOR Partner Responsibilities:
- Work Eligibility Check: Verifies candidate’s legal right to work in Poland (especially for non-EU nationals)
- Regional Labor Compliance Advice: Includes guidance on:
- Industry-specific minimum wages
- Legal work hours, overtime limits, and rest periods
- Statutory benefits including paid leave, ZUS contributions, and health insurance
- Industry-specific minimum wages
After the Job Offer Letter
Once the candidate accepts the offer, the EOR begins the official onboarding and employment setup process.
EOR Responsibilities:
- Conduct background checks in line with GDPR
- Draft and issue an employment contract in Polish, compliant with the Polish Labor Code
- Collect key documents: PESEL number (national ID), bank account details, tax ID (NIP), and ZUS enrollment data
- Register the employee with ZUS and the tax authority
- Enroll the employee in the PPK (Employee Capital Plans) if applicable
Client Company Responsibilities:
- Send welcome email and access credentials for internal systems
- Share onboarding resources (handbooks, tool access, training plans)
- Assign a peer mentor or buddy for team integration
- Develop an onboarding schedule tailored to the employee’s role
On Joining Day
The first day is critical in establishing trust, clarity, and confidence.
EOR Responsibilities:
- Finalize signed employment contract and submit to labor authorities if required
- Add the employee to the payroll system and initiate ZUS contributions
- Explain benefits, payroll cycle, leave policies, and payslip access
- Assist with salary account setup and tax declaration logistics
Client Company Responsibilities:
- Host a virtual team introduction or onboarding call
- Present the company’s mission, values, and team structure
- Deliver hardware and software tools or provide logistics support
- Conduct product walkthroughs, compliance training, and assign early tasks
Post-Onboarding Support
The onboarding doesn’t end after day one—it evolves into employee engagement and retention.
EOR Responsibilities:
- Manage monthly payroll, income tax deductions (PIT), and ZUS contributions
- Provide employee support for HR questions, benefits clarification, and leave management
- Ensure contracts and policies remain compliant with Polish labor updates
Client Company Responsibilities:
- Track performance, provide feedback, and set 30-60-90 day goals
- Schedule regular check-ins to assess satisfaction and engagement
- Offer growth opportunities and recognize employee milestones
- Foster an inclusive, supportive remote culture
Seamless Onboarding in Poland with Asanify
Asanify takes the complexity out of remote hiring and onboarding in Poland. With deep expertise in local employment law, payroll, and HR systems, we help companies build strong remote teams that are compliant and well-supported from day one.
Personalized Onboarding Experience
We understand Polish work culture and ensure onboarding aligns with local norms—formal contracts, clear expectations, and structured employee guidance.
Equipment Management
Asanify can manage equipment delivery across Poland—from Gdańsk to Katowice. We coordinate logistics, delivery, and returns to keep your remote workforce productive and connected.
Legal and Payroll Compliance
From issuing Polish-language contracts to handling ZUS, PIT, and PPK, we ensure every compliance box is checked. Your employees receive accurate payslips, social benefits, and are fully protected under Polish labor law.
End-to-End Support
We manage everything from pre-onboarding to payroll setup and compliance tracking, allowing your team to focus on what matters—growth and innovation.
Book a consultation today and let Asanify streamline your onboarding in Poland.
Suggested Read: Guide to Employer of Record (EOR) vs. Entity Establishment in Poland
FAQs
Compliance, Clarification, Culture, Connection, and Check-ins—essential pillars for successful onboarding.
Polish-language contract, ZUS registration, PIT setup, onboarding resources, and equipment delivery.
By managing employment documentation, legal compliance, payroll, and HR queries under local laws.
Prepares employees with paperwork, access credentials, and a clear understanding before day one.
Yes. Polish labor law mandates that employment contracts be written in Polish and signed prior to the first workday.
Yes. Asanify offers complete logistics support including setup and retrieval.
Employees with structured onboarding feel more confident, increasing long-term retention and engagement.
Legal missteps, lack of clarity, delays in document collection, and inconsistent team engagement.
Absolutely. It helps automate compliance, track onboarding progress, and centralize documentation.
By including bilingual materials, regional welcome kits, and onboarding schedules aligned with Polish work culture.
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.
