The death of a loved one is a painful experience that also requires the family to undertake many formal and organizational actions. In such moments, it is difficult to focus on procedures, which is why it is worth knowing what formalities must be completed after the death of a loved one, what documents are needed to organize the funeral, and what official matters need to be handled within the next 12 months.
In the event of death in Poland, the first step after the death has been confirmed is to obtain a death certificate form (“karta zgonu”). It is issued by the doctor who confirms the death – this may be an emergency doctor, a family doctor, or a hospital staff member if the death occurred in a medical facility. The death certificate form is the document that allows the body to be transported from the place of death to the mortuary of a funeral home or to the Department of Forensic Medicine or hospital morgue if an autopsy is required.
With the death certificate form, one must go to the Civil Registry Office (USC) competent for the place of death to obtain the official death record (“akt zgonu”). This is the most important document required for completing further formalities related to the funeral, obtaining the funeral allowance, and proceeding with inheritance matters and other administrative procedures. The Civil Registry Office issues one copy of the abridged death record. Additional copies and the full version of the death record can be obtained upon payment of a fee.
The funeral home may be authorized to collect the death record on behalf of the family. For this purpose, an authorization form must be signed and the deceased person’s ID card (or a copy of the birth certificate if the deceased did not have an ID) must be provided.
In the event of death abroad or the need to transport the body to another city or country, additional formalities must be completed, and specific permits must be obtained.
To transport the body of a deceased person from abroad, the following documents are required, among others:
BONGO, a company specializing in international transportation of the deceased, provides comprehensive services in organizing such transfers — from handling all formalities to managing logistics — relieving the bereaved family of these obligations during a difficult time. To begin cooperation, it is necessary to complete the required documents for the transportation of human remains.
Yes. In Poland, there is no obligation to hold the funeral in the place where the deceased lived. It is possible to bury a loved one in another city or even abroad — provided that permission is obtained from the administrator of the chosen cemetery and that all local administrative requirements are met.
In addition to the death certificate form and the death record, the following documents may also be required during funeral and administrative procedures:
In international cases, additional consular documents and sanitary-epidemiological certificates may be required.
A funeral home, as well as a company specializing in international transportation of the deceased, such as BONGO, can assist in gathering the necessary documentation and advise which documents will be required in a given situation.
The funeral allowance is a benefit paid by ZUS (Social Insurance Institution) or KRUS (Agricultural Social Insurance Fund) to the person who covered the funeral expenses – regardless of their degree of kinship with the deceased. The current amount of the funeral allowance is 4,000 PLN, and from January 1, 2026, it will increase to 7,000 PLN. It will also be subject to indexation whenever inflation since the last adjustment exceeds 5 percent.
The application for the funeral allowance must be submitted within one year from the date of death. After this period, the claim expires and the allowance will not be paid.
The closest relatives of the deceased who organize the funeral may apply for the allowance. If there are several such persons, the Social Insurance Institution will pay the funeral allowance proportionally to the expenses incurred by each of them. The matter of obtaining the funeral allowance from ZUS can also be transferred to the funeral home, which will include it in the final settlement after all services have been completed.
From January 1, 2026, it will also be possible to receive a special-purpose allowance to cover funeral expenses. This allowance will be granted regardless of income and may be awarded to the person who paid for the funeral in two cases: if the deceased was not entitled to a funeral allowance, or if the person who covered the funeral costs is entitled to the funeral allowance but incurred extraordinary, unpredictable, and unavoidable expenses not covered by the standard allowance (for example, costs related to the transportation of the body or ashes from abroad).
Under certain conditions, family members may also apply for a death benefit (severance) from the deceased’s employer or request a survivor’s pension.
If the deceased had additional insurance or life insurance, the entitled person should contact the insurance company directly with the death record and proof of entitlement to receive the benefit.
The death of a family member also entitles the next of kin to paid compassionate leave. In the case of the death of a spouse, child, or parent, the leave amounts to two days; in the case of a sibling, grandparent, or a dependent person, one day.
After the death of a loved one, it is necessary to settle their financial and administrative matters, including:
It is important to remember that some obligations may expire upon death (for example, employment contracts or certain insurance policies), while others (such as loans and financial liabilities) are transferred to the heirs. Therefore, it is crucial to quickly gather all relevant documents and inform the appropriate institutions.
Using the deceased person’s bank card or account — even if close relatives know the card’s PIN or online banking login details — is against the law.
An inheritance includes all the property rights and obligations of the deceased — not only assets such as real estate, cars, valuables, works of art, or savings, but also debts and other financial liabilities.
The inheritance procedure is the process of determining who inherits the estate of the deceased. It can take place in two ways: by a notarial deed of succession or through court proceedings.
The simplest and fastest way to settle inheritance matters is to visit a notary. If all heirs agree on the division of the estate — or if there is only one heir — the notary may issue a deed of succession, which has the same legal force as a court decision confirming the acquisition of inheritance.
In more complex cases — for example, when there is no will, when there are disputes among the heirs, or when the validity of the will is contested — the matter is resolved by the court. Such proceedings can be time-consuming and may last several years. The court first determines the composition of the estate, then identifies the persons entitled to inherit, and finally divides the estate among them.
Regardless of whether the inheritance is acquired by notarial deed or by court ruling, it must be reported to the competent Tax Office within 6 months from the date the document becomes legally binding. This obligation also applies to immediate family members who, although exempt from inheritance tax, are still required to formally confirm the acquisition of the estate.
The formalities following the death of a loved one can often feel overwhelming, but completing them is essential. In case of any doubts, our advisors are always ready to provide help and support.
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An independent expert in the funeral industry, author of the blog Celebruj Wspomnienia (“Celebrate Memories”), and editor-in-chief of THANOS magazine — the official publication issued by the World Organization of Funeral Operatives FIAT-IFTA. She has written nearly one hundred articles and conducted dozens of interviews on topics related to trends, marketing, and the sale of funeral services. Katarzyna constantly follows developments in the industry, discovering innovations that transform the way funeral services are perceived. Her unique approach — combining insight, courage, and respect — attracts the attention of both professionals and those outside the field. She collaborates with market leaders, including Grupa KLEPSYDRA S.A.strong>
A funeral, regardless of religion, is an event filled with symbolism and emotion. Although rituals may differ, the common denominator remains respect — for the deceased, their family, and the tradition in which they were raised. It is this respect that forms the foundation of funeral etiquette.
The death of a loved one abroad places the family in a difficult situation. Repatriating the body to the home country is a complex process, both in terms of formalities and logistics, and it also involves considerable costs.
When death occurs outside the place of residence of the deceased or their family — or when the relatives wish to bury their loved one in a different location — an additional challenge arises: transporting the body from one city to another. This task can be efficiently carried out with the support of a professional funeral company.
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