PIP Order in Poland: How to Respond (Template + Example)

The National Labour Inspectorate (PIP – Państwowa Inspekcja Pracy) plays a key role in supervising compliance with labour law in Poland. Following an inspection, a PIP inspector may issue an order (nakaz) requiring the employer to remedy the irregularities found. It is worth knowing how to respond to such an order properly in order to avoid further consequences. In this article, we explain how to prepare a response to a PIP order, what it should contain, and we provide a template and a sample response.

What is a PIP order?

A PIP order is a formal document issued by a labour inspector after an inspection. It lists the irregularities found and the deadlines for remedying them. An order may concern various aspects of the company’s operations, such as compliance with occupational safety and health (OSH) regulations, remuneration, working time or terms of employment.

In addition to orders, inspectors also issue a wystąpienie – a post-inspection letter with recommendations. It is less formal than an order, but it also requires a written response within the deadline indicated in it, describing how the recommendations have been implemented.

What are the employer’s obligations after receiving a PIP order?

After receiving a PIP order, the employer is obliged to:

remedy the irregularities found – within the deadlines set out in the order,
prepare a response to the order – informing the inspector of the measures taken and the dates of their implementation.

Failure to comply with a PIP order is a petty offence against employees’ rights. Since 8 July 2026, the inspector may impose a fine (mandat) of up to PLN 5,000 (up to PLN 10,000 for a repeated violation), and a court may impose a fine of up to PLN 60,000 (up to PLN 90,000 for repeat offenders). We describe the amounts in detail in our article on PIP fines in Poland. In addition, an order that has not been carried out can be enforced in administrative enforcement proceedings.

Response to a PIP order – template

The response to a PIP order should be prepared carefully and in accordance with the regulations. Please note: correspondence with the PIP must be conducted in Polish. The template below is in English for reference – the version you send to the inspectorate must be in Polish.

[Date]

[Full company name]
[Company address]
[Company tax ID (NIP)]

National Labour Inspectorate (Państwowa Inspekcja Pracy)
[Address of the PIP office]

Dear Sir or Madam,

In response to order No. [order number] of [date of the order], we would like to inform you that we have taken measures to remedy the irregularities found. Below are details of the implementation of the individual items of the order:

1. [Description of irregularity No. 1]
– Measures taken: [Description of the measures taken to remedy the irregularity]
– Date of implementation: [Date]

2. [Description of irregularity No. 2]
– Measures taken: [Description of the measures taken to remedy the irregularity]
– Date of implementation: [Date]

3. [Description of irregularity No. 3]
– Measures taken: [Description of the measures taken to remedy the irregularity]
– Date of implementation: [Date]

We assure you that we will make every effort to avoid similar irregularities in the future. Should you have any further questions, please do not hesitate to contact us.

Yours faithfully,

[Full name]
[Position]
[Signature]

Response to a PIP order – example

To better illustrate what a response to a PIP order should look like, here is a sample response:

Warsaw, 15 February 2026

ABC Sp. z o.o.
ul. Przykładowa 10
00-001 Warszawa
NIP: 123-456-78-90

National Labour Inspectorate (Państwowa Inspekcja Pracy)
ul. Inspektorska 5
00-002 Warszawa

Dear Sir or Madam,

In response to order No. 123/2026 of 1 February 2026, we would like to inform you that we have taken measures to remedy the irregularities found. Below are details of the implementation of the individual items of the order:

1. Lack of appropriate personal protective equipment for employees.
– Measures taken: New personal protective equipment, including helmets, gloves and safety goggles, has been purchased and issued to employees.
– Date of implementation: 10 February 2026

2. Non-compliance with working time regulations.
– Measures taken: New work schedules compliant with the applicable labour law have been introduced.
– Date of implementation: 12 February 2026

3. Lack of OSH training for newly hired employees.
– Measures taken: OSH training has been provided to all newly hired employees.
– Date of implementation: 14 February 2026

We assure you that we will make every effort to avoid similar irregularities in the future. Should you have any further questions, please do not hesitate to contact us.

Yours faithfully,

Jan Kowalski
HR Director
[Signature]

The third item in the example is one of the most common findings – read more about the consequences of not providing OSH training in Poland.

Response to a PIP order – official forms

It is worth knowing that some PIP offices provide ready-made response forms. They can be found on the websites of the individual district labour inspectorates (okręgowe inspektoraty pracy). Using such a form can make it easier to prepare the response and ensure that it meets the PIP’s requirements.

What information should a response to a PIP order contain?

A response to a PIP order should include the following information:

the order number – so that the inspector can easily identify which order the response refers to,
a description of the measures taken to remedy the irregularities – a detailed description of what has been done to eliminate each irregularity found,
implementation dates – specific dates by which the individual measures were or will be completed,
an assurance of future compliance – a declaration that the employer will make every effort to avoid similar irregularities in the future.

How to prepare a response to a PIP order?

Preparing a response to a PIP order requires care and accuracy. Here are a few steps worth taking:

Read the order carefully – make sure you understand all the irregularities found and the required measures.
Gather information – collect all the necessary information about the measures taken to remedy the irregularities, together with evidence (e.g. training records, PPE issue records, updated work schedules).
Draft the response – prepare it in Polish, following the template or the form provided by the PIP.
Check the response – make sure it contains all the required information and complies with the regulations.
Send the response – submit it to the PIP within the deadline specified in the order.

What if you disagree with a PIP order?

If the employer disagrees with a PIP order, it has the right to appeal. The appeal must be lodged within 7 days of the date of delivery of the order and is addressed to the competent district labour inspector, through the inspector who issued the order. In the appeal, the employer should indicate which items of the order it disagrees with and provide a justification. The decision of the district labour inspector can then be challenged before the administrative court.

Keep in mind that some orders are issued with an immediate enforceability clause – for example, an order to stop work that poses a direct threat to life or health. Such an order must be carried out immediately, regardless of whether you appeal.

Summary

Responding to a PIP order is an important part of the inspection process. The employer is obliged to remedy the irregularities found and inform the labour inspector about it. Preparing the response requires care and accuracy, and using ready-made templates and forms can make the process easier. Remember that the response should include the order number, a description of the measures taken to remedy the irregularities, implementation dates and an assurance of future compliance – and that it must be submitted in Polish.

How can EHS Consulting help?

We help companies at every stage of contact with the labour inspectorate: from preparation for a PIP inspection, through remedying irregularities and drafting responses to orders, to appeals. A regular OSH audit allows you to find and fix problems before an inspector does.

Safety that supports business.