How to organise a funeral in Poland step by step — a practical guide for 2026

Table of Contents

• Introduction
• First steps after the death of a loved one
• Choosing a funeral home
• Planning the ceremony
• Formalities and documents after the funeral
• How long does it take to organise a funeral?
• Frequently Asked Questions
• Summary
• Related Articles

Introduction

We understand that you may be going through one of the most difficult moments of your life. The loss of someone close changes everything — and yet it requires a great many practical decisions to be made in a very short time. Organising a funeral step by step can feel overwhelming, especially if this is a situation you are facing for the first time.

This article has been written to guide you through the entire process — from obtaining the medical death certificate (karta zgonu), through choosing a funeral home and deciding on the form of the ceremony, to the formalities involved in claiming the burial allowance (zasilek pogrzebowy) from ZUS. Every step is described clearly and in order, so that you can focus on what matters most right now — being close to your family and loved ones.

This guide is intended primarily for those who are organising a funeral in Poland for the first time and are unsure where to begin. You will find information current as of 2026 — including the burial allowance amount, approximate funeral costs and a list of the documents you will need.

Whether you choose a Catholic funeral or a secular ceremony, this guide will walk you through every stage. Beyond the organisational matters, it is also worth thinking about a lasting tribute to your loved one. On Kinmory you can create a digital memorial — a memory page with photos and recollections, accessible from anywhere in the world.

Please remember: you are not alone in this. There are people, institutions and services ready to support you during this difficult time.

First steps after the death of a loved one

In the first hours after the death of a loved one, you need to obtain the medical death certificate (karta zgonu) from a doctor, secure the deceased's identity documents and contact a funeral home. These are the three most important steps on which the entire process of organising a funeral depends.

We know that taking action while in a state of shock is extremely difficult. Below is an organised list of steps to help you through these first, most challenging hours.

Obtaining the medical death certificate

The medical death certificate (karta zgonu) is the first and most important document, without which no further funeral formalities can proceed. It is issued by the doctor who confirmed the death:

• Death in hospital — the medical death certificate is issued by the attending doctor or the doctor on duty. The hospital provides the document to the family, often through the admissions office or the ward secretary.
• Death at home — you should call the emergency services (number 112 or 999). The paramedic doctor will confirm the death and issue the medical death certificate. If the deceased was under the care of a family doctor, you can also contact the clinic directly.
• Death in a care home or hospice — the medical staff of the facility handle the issuing of the medical death certificate.

The medical death certificate is issued in two copies. One is intended for the registry office (urzad stanu cywilnego), the other for statistical purposes. It is worth requesting an additional copy, which may be needed for further formalities.

Reporting the death to the registry office

The death must be reported to the registry office (urzad stanu cywilnego) responsible for the place where the death occurred — not the place of residence of the deceased. The deadline for reporting is 3 working days from the date the medical death certificate was issued.

The following documents are needed for the report:

After registering the death, the office issues the death certificate (akt zgonu) — a document essential for the further organisation of the funeral, applying for the burial allowance and handling inheritance matters. It is advisable to request several certified copies of the death certificate straight away, as they will be needed by various institutions.

The death certificate — why it is so important

The death certificate (akt zgonu) is the official document confirming the fact of death. Without it, you cannot:

• Arrange a burial at a cemetery
• Submit an application for the burial allowance (zasilek pogrzebowy) from ZUS
• Begin inheritance proceedings (postepowanie spadkowe)
• Deregister the deceased from health insurance
• Close the deceased's bank accounts

We recommend ordering at least 3 to 4 certified copies of the death certificate straight away. Each institution — from ZUS, through the bank, to the tax office (urzad skarbowy) — requires a separate copy. The fee for a short-form copy is 22 PLN, and for a full copy — 33 PLN (as of 2026).

Choosing a funeral home

The funeral home (zaklad pogrzebowy) is a key partner in organising a burial — it takes on most of the logistical responsibilities, from transporting the body to preparing the ceremony. It is worth taking a moment to compare the offers of at least two companies before making a final decision.

Choosing the right funeral home is one of the most important decisions in the process of arranging a funeral. A good company will not only take care of the practical side but will also show empathy and support the family during this difficult time.

What to look for when choosing

When selecting a funeral home, it is worth considering the following criteria:

1. Reputation and experience — reviews from other families (e.g. on Google Maps), recommendations from friends or clergy, years of operation.
2. Price transparency — a reputable funeral home will provide you with a detailed quotation before you make a decision. If a company avoids giving prices or pressures you into a quick decision, this is a warning sign.
3. Range of services — does the company offer a comprehensive service (transport, documents, ceremony, flowers), or only selected elements?
4. Availability — a funeral is an urgent situation. It is important to check whether the company offers a 24-hour service.
5. Location — a company located near the place of residence or the hospital will make the logistics easier.

Standard services offered

Most funeral homes in Poland offer the following services as part of a basic package:

Costs for individual elements can vary considerably. You will find more information on this topic in the article Funeral costs in Poland in 2026.

What to avoid — dishonest practices in the industry

Unfortunately, the funeral industry is not free from dishonest practices. Here is what to watch out for:

• Pressure for an immediate decision — an honest funeral home will give you time to consider the offer. No company should insist on signing a contract "right here and now."
• No written quotation — every service should be quoted in writing, ideally in the form of a detailed cost breakdown.
• "Tipsters" in hospitals — some funeral companies obtain information about deaths directly from hospital staff and contact the family before they have had time to make any decisions. You have the right to decline.
• Hidden costs — ask directly about all additional charges: transport, cold storage, documents, music.

Did you know? Beyond a traditional gravestone, an increasing number of Polish families are choosing to create a digital memorial — a memory page where loved ones can share recollections and photos. On Kinmory you can create such a page with a QR code to place on the monument.

Planning the ceremony

The family decides on the form of burial (traditional or cremation), the type of ceremony (religious or secular), the date of the funeral and the plot at the cemetery. The funeral home coordinates reservations and contacts with individual institutions, but the final decisions always rest with the family.

This is the time when many people wonder: what needs to be done after the death of a loved one when it comes to the ceremony itself? Below, we discuss the most important points.

Catholic funeral

Poland remains a country where the Catholic tradition plays a significant role, which is why a church funeral is still the most common form of farewell. A Catholic funeral typically follows this order:

1. Rosary for the deceased (rozaniec za zmarlego) — an evening prayer in the church or funeral home, usually held on the day before the funeral.
2. Funeral mass (msza swieta zalobna) — celebrated in the parish church or the cemetery chapel. It usually lasts 45 to 60 minutes.
3. Funeral procession (kondukt zalobny) — a procession to the cemetery (or transport by hearse if the cemetery is further away).
4. Graveside ceremony (obrzed pogrzebowy przy grobie) — prayers, blessing of the grave, lowering the coffin or urn into the ground.
5. Memorial meal (stypa) — a commemorative meal after the ceremony, held at a restaurant, a parish hall or at the family home.

To arrange a Catholic funeral, you need to contact the parish office (kancelaria parafialna). You will need: the death certificate, a certificate confirming the sacrament of the anointing of the sick (if applicable), and information about whether the deceased received the sacraments. More about the course of the ceremony can be found in the article Catholic funeral — ceremony and traditions.

Secular (civil) funeral

A secular funeral is a fully legal and increasingly popular alternative to a religious ceremony. It does not require the approval of any religious institution. A secular ceremony gives the family complete freedom in shaping the form of the farewell.

A secular funeral can take place:

• In a cemetery chapel
• In a funeral home
• Outdoors (on cemetery grounds)
• At another chosen location (by arrangement with the cemetery administration)

The ceremony is led by a professional funeral celebrant (mistrz ceremonii pogrzebowej) — a person experienced in conducting farewell services. The funeral home can recommend a trusted celebrant, or the family can find one independently. A detailed description of how a secular funeral works, the role of the celebrant and the costs can be found in the article Secular funeral — how to organise a funeral without a priest.

During a secular ceremony, you may include:

• Speeches by close friends and family members
• Readings of memories or letters
• The deceased's favourite music
• A photo presentation from the life of the deceased
• A moment of silence and reflection

In certain circumstances — for example, if the deceased was a soldier, a veteran or a member of the uniformed services — the family may be entitled to a military funeral with an honour guard, which involves separate formalities and contact with the military unit.

Traditional burial or cremation?

This is one of the key decisions the family must make. Both options are fully permitted — including by the Catholic Church, which has accepted cremation since 1963, on the condition that the ashes are buried in a cemetery (rather than, for example, scattered).

More information about cremation can be found in the article Cremation in Poland — procedure, costs and regulations.

Reserving a cemetery plot

A cemetery plot is reserved through the cemetery administration. For municipal cemeteries, this is the local council (urzad gminy) or the designated cemetery office. For parish cemeteries — the parish office (kancelaria parafialna).

Documents required:

• Death certificate (certified copy)
• Identity card of the person making the reservation
• Burial permit (issued by the cemetery administration)

Cemetery plot costs vary significantly depending on the city and location. Approximate prices in 2026:

The fee for a municipal cemetery plot is a one-off payment, but after 20 years the family must renew the right to the grave by paying a further fee.

Ceremony details — flowers, music, obituary

The details of the ceremony depend on the family's preferences and budget:

• Flowers and wreaths — the standard is a funeral wreath (wieniec pogrzebowy) from the immediate family and smaller bouquets from more distant relatives and friends. Cost of a wreath: from 150 to 500 PLN; bouquets: from 50 to 200 PLN.
• Obituary notice (nekrolog / klepsydra) — an announcement of the death and the funeral date. It can be published in the local press, on websites or sent as a digital notification. If you wish to offer condolences to the family, our guide How to write a letter of condolence — examples and templates may be helpful.
• Music — during a church ceremony, organ music is usually provided by the parish organist. At a secular ceremony, the family has complete freedom in choosing the music.
• Photos — a portrait of the deceased displayed during the ceremony. Some families also prepare a multimedia presentation with photographs from the life of their loved one.

If children are attending the ceremony, it is worth preparing them in advance for what to expect. Advice on how to have that conversation can be found in the article How to talk to a child about the death of a loved one.

Formalities and documents after the funeral

After the funeral, the remaining steps include submitting the application for the burial allowance (zasilek pogrzebowy) from ZUS (7 000 PLN in 2026, deadline: 12 months from the date of death), settling inheritance matters (sprawy spadkowe) and notifying the relevant institutions of the death. Completing these formalities is important to avoid legal and financial problems in the future.

Burial allowance from ZUS

The burial allowance (zasilek pogrzebowy) is a one-off benefit paid by the Social Insurance Institution (Zaklad Ubezpieczen Spolecznych, ZUS) to the person who covered the funeral expenses. In 2026, the allowance is 7 000 PLN (the amount effective from 1 January 2026 under the amended Act on Pensions from the Social Insurance Fund).

Who can apply for the allowance?

• A family member of the deceased (spouse, children, parents, siblings, grandchildren)
• An employer, a social welfare home, a municipality or any other person who covered the funeral costs

Documents required for the application:

Deadline for submission: 12 months from the date of death. After this period, the right to the allowance expires. It is advisable not to leave this until the last moment.

Source: ZUS — www.zus.pl, burial allowance information, as of March 2026.

More details about the burial allowance, including the most common reasons for refusal and advice on completing the application, can be found in the article Burial allowance from ZUS in 2026 — how to claim it.

Compassionate leave

An employee in Poland is entitled to compassionate leave (urlop okolicznosciowy) in connection with the death of a close relative:

• 2 days — in the case of the death of a spouse, child, parent, stepfather or stepmother
• 1 day — in the case of the death of a sibling, father-in-law, mother-in-law, grandmother or grandfather

Compassionate leave is paid (100% of salary). To obtain it, you need to submit a request to your employer together with the death certificate.

Inheritance matters — what you should know

After the funeral, one of the most important issues is settling inheritance matters. Key deadlines:

• 6 months from learning of the death — the deadline for filing a declaration of acceptance or rejection of the inheritance. Failure to file a declaration means the inheritance is accepted with the benefit of inventory (liability for debts limited to the value of the estate).
• Confirmation of inheritance (stwierdzenie nabycia spadku) — an application filed with the district court (sad rejonowy). Alternatively, you can obtain a notarial deed of inheritance (akt poswiadczenia dziedziczenia) from a notary (a faster option, costing approximately 150-300 PLN).
• Inheritance tax (podatek od spadku) — the closest family members (spouse, children, parents, siblings, stepchildren, stepfather, stepmother) are exempt from tax after reporting the acquisition of the inheritance to the tax office (urzad skarbowy) on form SD-Z2 within 6 months.

Notifying institutions

After the funeral, it is necessary to notify the following institutions of the death:

• ZUS / KRUS — to stop the payment of benefits
• Bank — to freeze accounts and cancel standing orders
• The deceased's employer — for HR formalities
• Insurance company — life insurance policies, property insurance
• Tax office (urzad skarbowy) — tax return for the year of death
• Utility providers — change of contract holder (electricity, gas, telephone, internet)
• Housing cooperative or residents' association (spoldzielnia mieszkaniowa / wspolnota) — change of owner or tenant details

How long does it take to organise a funeral?

A funeral in Poland usually takes place within 3 to 7 days of death. The timing depends on several factors: the availability of the church or ceremony hall, the crematorium schedule, the availability of a cemetery plot and how busy the funeral home is. In major cities, especially during the autumn and winter months, the timeframe may be longer.

Below is an approximate schedule for organising a funeral:

In the case of cremation, the schedule may be extended by 3 to 7 days due to waiting times at the crematorium. It is worth noting that the cremation must take place before the funeral ceremony — so if you choose this option, planning should begin earlier.

Factors affecting the timeline:

• Season — autumn and winter (especially November) are periods of higher mortality, and cemeteries and churches tend to be busier
• City size — in Warsaw, Krakow or Wroclaw, waiting times may be longer than in smaller towns
• Public holidays — funerals do not take place on Sundays; on Saturdays they are rare and incur an additional fee
• Formal requirements — if an autopsy or a prosecutorial investigation is necessary, the funeral date will be delayed

Frequently Asked Questions

How much does a funeral cost in Poland in 2026?

The average cost of a funeral in Poland in 2026 ranges from 8 000 to 15 000 PLN. In major cities such as Warsaw or Krakow, prices can reach up to 16 500 PLN. The state burial allowance (zasilek pogrzebowy) from ZUS is 7 000 PLN and is available to the person who covered the funeral expenses. The application must be submitted within 12 months of the date of death.

What documents are needed to organise a funeral?

To organise a funeral you need: a medical death certificate (karta zgonu) issued by a doctor, a death certificate (akt zgonu) from the registry office (urzad stanu cywilnego), the deceased's identity card (dowod osobisty) and proof of identity of the person arranging the funeral. When applying for the burial allowance from ZUS, form Z-12 and receipts confirming funeral expenses are also required.

Can a funeral home handle all the formalities on our behalf?

Yes, most funeral homes in Poland offer a comprehensive service covering: transport of the body, assistance in obtaining the death certificate from the registry office, reserving a burial plot at the cemetery, organising a religious or secular ceremony, and submitting the burial allowance application to ZUS.

How many days after death does the funeral take place in Poland?

A funeral in Poland usually takes place within 3 to 7 days of death. The death must be reported to the registry office (urzad stanu cywilnego) within 3 days. The exact date depends on the availability of the church or ceremony hall, the cemetery and the funeral home. In larger cities, especially during autumn and winter, waiting times may be longer.

Is it possible to have a secular funeral in Poland, without a priest?

Yes, a secular (civil) funeral is fully legal in Poland and is increasingly popular. The ceremony can take place in a cemetery chapel, a funeral home or outdoors. It is led by a professional funeral celebrant (mistrz ceremonii pogrzebowej). No approval from any religious institution is required — you simply arrange the details with the funeral home.

Summary

Organising a funeral is a process that consists of several key stages. Here are the most important points gathered in one place:

• First step: obtain the medical death certificate (karta zgonu) from the doctor and report the death to the registry office (urzad stanu cywilnego) — deadline: 3 days
• Choosing a funeral home: it is worth comparing offers from at least two companies and requesting a written quotation
• Form of ceremony: Catholic or secular funeral — both are fully legal and dignified
• Timeframe: the funeral usually takes place within 3 to 7 days of death
• Costs: on average 8 000-15 000 PLN; the burial allowance from ZUS is 7 000 PLN (application within 12 months of the funeral)
• Documents: medical death certificate, death certificate (akt zgonu), form Z-12 (burial allowance), inheritance declaration (6 months)
• After the funeral: burial allowance application, notifying institutions, inheritance matters

Remember that the funeral home can take on most of the organisational responsibilities. You do not need to handle everything yourself — do not hesitate to ask for help from both the funeral company and those close to you.

Related Articles

• Funeral costs in Poland in 2026 — a detailed price guide
• Burial allowance from ZUS in 2026 — how to claim it
• Formalities after the death of a loved one — complete list of documents
• Catholic funeral — ceremony and traditions
• Cremation in Poland — procedure, costs and regulations
• Military funeral in Poland — who is entitled and how to apply
• Funeral services in Warsaw — prices and how to choose a funeral home

Preserve memories

Among the many decisions to make during this time, it is worth considering a lasting tribute to your loved one. On Kinmory, you can create a memory page with photos and a life story — a place the family can return to at any time.

Create a memorial on Kinmory

The information contained in this article is current as of 12 March 2026. The burial allowance amount, funeral service prices and legal regulations are subject to change. We recommend verifying current rates directly with ZUS or your chosen funeral home.