How do you sign and send a complaint to the PIP electronically?

Who this applies to

This guide is for people who do not want to or cannot file a complaint in person or send it by letter. Before you start, identify the competent inspectorate: How do you find out which labour inspectorate to send your complaint to?

What to do

1. Prepare the complaint as a file. You can use the PIP complaint generator: the "Download document" button saves a file on your device. The generator does not send or sign anything. The content of the complaint is described in the guide How do you file a complaint to the National Labour Inspectorate? For an electronic complaint, also include your e-mail address or e-Doręczenia address in the text.
2. Choose a signature. You have three options:
   • trusted signature: an electronic signature confirmed with a Trusted Profile. You can set up a Trusted Profile free of charge (gov.pl),
   • personal signature: an advanced electronic signature stored in the e-ID card (e-dowód). It only works if, when applying for the ID card, you agreed to have the personal signature certificate placed in it,
   • qualified electronic signature: if you already have one, e.g. at work or in your own business.
3. Sign the file with a trusted signature (if you chose this route). According to gov.pl, it works like this:
   1. Save the complaint as a file on your device.
   2. On the gov.pl page "Podpisz dokument elektronicznie" ("Sign a document electronically"), choose the option to sign a document. You will be taken to the podpis.gov.pl service.
   3. Add the file and continue.
   4. Check the document and select "Podpisz" (Sign), and choose the trusted signature as the signing method. Log in with your Trusted Profile following the on-screen instructions.
   5. Download the signed documents to your device.

   Gov.pl states a limit of 25 MB per file and up to 5 files at once (25 MB in total). Signing alone does not mean sending: you still have to send the file to the PIP.

4. Send the complaint in one of these ways:
   • e-mail: to the registry office address of the competent District Labour Inspectorate (OIP). Attach the signed file (or all the files downloaded after signing) to the message. You will find registry office addresses on the Inspectorates page. Type the address by hand, because on the website of at least one OIP the e-mail link leads to a different inspectorate than the visible address,
   • e-Doręczenia: to the OIP's electronic delivery address (it begins with "AE:PL-"). We give the addresses of all OIPs on the Inspectorates page.
5. Keep the confirmation. Save the sent message or the e-Doręczenia confirmation. You can also ask for confirmation that the letter was submitted (Article 63 § 4 of the Code of Administrative Procedure (KPA)).

Exceptions and caveats

• e-Doręczenia requires your own address. To send letters via e-Doręczenia, you need an e-Doręczenia address and mailbox. According to gov.pl, you submit the application via gov.pl and sign it with a Trusted Profile, an e-ID card or a qualified signature, and you activate the mailbox in mObywatel.gov.pl. Gov.pl states that sending to a public entity using the public service is free of charge.
• ePUAP. The general PIP page on complaints lists e-mail and e-Doręczenia. The websites of District Labour Inspectorates additionally give an ePUAP inbox address, for example the OIP in Warsaw for letters in electronic form. If you use ePUAP, check the address on your OIP's website and remember the signature.
• Why an ordinary e-mail is not enough. Article 63 § 1 KPA states that submissions sent to the e-mail address of an authority are left without consideration, unless separate provisions provide otherwise. The PIP accepts employee complaints by e-mail, but only with a signed file. The 2002 regulation on complaints allows electronic mail, so the rules are not fully consistent here. Follow the PIP's requirements.
• Complaints about the PIP itself. It is different with a complaint about the actions of PIP bodies or staff. According to the PIP, such a complaint sent by e-mail does not need an electronic signature.
• Signature format. The PIP website does not specify the signature format (e.g. a signature inside a PDF file or in a separate file). Send everything you downloaded after signing.
• A complaint on behalf of another person. Attach their written consent, also signed in a way the PIP will accept.

Example

Assumptions: an employee has a Trusted Profile, but no e-ID card with a certificate and no qualified signature. The employer has its registered office in Kraków.

The employee downloads the complaint from the generator as a file and opens the gov.pl page "Podpisz dokument elektronicznie". In the podpis.gov.pl service he adds the file, chooses the trusted signature, confirms it with his Trusted Profile and downloads the signed file. He then sends an e-mail to the registry office address of the OIP in Kraków with the signed file attached. In the body of the e-mail he briefly writes that he is sending an employee complaint as an attachment. If he had instead sent a photo of the printed and signed complaint, according to the PIP it would not meet the formal requirements.

Documents and deadlines

According to the PIP, the time for handling a complaint is up to one month from its receipt. See What happens after you file a complaint with the PIP, and what to do if there is no reply?

Frequently asked questions

Can I simply write the complaint in the body of an e-mail?

No. According to the PIP, the e-mail must contain an attached complaint file signed with a qualified, trusted or personal signature.

Does a trusted signature cost anything?

Gov.pl states that a Trusted Profile is set up free of charge.

I have no electronic signature at all. What do I do?

Send the complaint by letter with a handwritten signature or file it in person at the OIP or a branch. See How do you file a complaint to the National Labour Inspectorate?

Useful tools

• PIP complaint generator
• Competent inspectorate finder

Related guides

• How do you file a complaint to the National Labour Inspectorate?
• How do you find out which labour inspectorate to send your complaint to?
• What happens after you file a complaint with the PIP, and what to do if there is no reply?

Sources (documents in Polish)

• PIP, Jak złożyć skargę?
• gov.pl, Podpisz dokument elektronicznie (podpis zaufany)
• gov.pl, Profil zaufany
• gov.pl, Podpis osobisty (e-dowód)
• gov.pl, Jak założyć adres i skrzynkę do e-Doręczeń
• gov.pl, e-Doręczenia: opłaty
• Kodeks postępowania administracyjnego, tekst ujednolicony ISAP
• OIP w Warszawie, Uzyskaj poradę (zasady skarg i wniosków, ePUAP)
• OIP w Krakowie, Uzyskaj poradę (ePUAP, e-Doręczenia)

Sources checked on 15 October 2026. Law as at 15 October 2026.

Change history

• 15 October 2026: First publication.