Companies whose employees regularly travel to the UK for business must remember that, from April 2, 2025, Polish citizens must have an additional electronic certificate, known as an Electronic Travel Authorization (ETA). How can you prepare traveling employees to ensure they have no problems crossing the border? We'll answer these questions in this guide.

What is Electronic Travel Authorization (ETA)?

The Electronic Travel Authorization (ETA) is a digital permit for Polish citizens to enter the UK. An electronic certificate is also mandatory for residents of other countries who previously could travel to the UK without a visa. The ETA document allows for accurate verification of travelers and effectively streamlines border controls. Such a document is essential not only for business trips, but also for those planning to visit the UK for tourism or family purposes.

New regulations regarding entry to the UK, or ETA in a nutshell

Below, we have summarized important information about ETA, which is worth reading.

Who exactly needs an ETA?

Every person traveling to the UK should have an Electronic Travel Authorization (ETA). This is necessary even if the employee has a valid passport.

Since when has ETA been in effect?

The ETA permit is mandatory from April 2, 2025.

What exactly does it cost to obtain an ETA?

The application fee for one business traveler is £16.

How long is the ETA valid for?

Electronic Travel Authorization (ETA) is valid for 2 years from the date of issue or until the expiry of the passport to which this document is linked. The permit allows for multiple entries in the UK during this period.

How long does it take to get an ETA certificate?

Most applications are processed within 3 business days.

In what cases can an employee be exempted from having an ETA?

A traveling employee may be exempt from having an ETA if:

• has a valid British visa (e.g., work visa),
• has settled or temporarily settled status,
• has a British or Irish passport,
• is a resident of Ireland (including a Polish citizen) and is travelling to the UK from the Common Travel Area (e.g., from Dublin).

Business activities permitted under ETA authorization

If your employee has a valid ETA, they are entitled to undertake various business activities, which include:

• participation in business meetings, conferences, and workshops,
• presence at trade fairs (only as a guest, not an exhibitor)
• participating in and conducting commercial negotiations and signing contracts,
• visits to branches of various companies, clients, or business partners.

How to apply for an ETA for an employee? Step by step

The ETA application process is done digitally. Employees can complete it themselves. Below, we've outlined the practical steps for submitting an ETA application in two steps:

Step 1: Prepare the necessary documents:

• valid passport,
• payment card to pay the fee,
• contact email address,
• current photo.

Step 2: Complete the online application:

• This can be done via the UK ETA App or the official website,
• payment of £16,
• Waiting for confirmation. The decision will be sent to the email address provided. It does not need to be printed. The ETA certificate will be digitally linked to your passport.

Pitfalls when applying for an ETA

Below are some elements that are particularly worth paying attention to:

• Last-minute applications – although the process is quite quick, there may be delays or requests for additional information. How can you protect yourself? It's best to submit applications no later than 72 hours before your planned departure date for the UK.
• Data errors – even the slightest typo in a name or a mistake in a passport number can result in ETA invalidation. How can you protect yourself? Establish a double-checking procedure within your company, meaning double-checking data before applying. It's worth recommending this procedure to employees.

Frequently asked questions about Electronic Travel Authorization (ETA)

To make things easier, we have collected answers to questions that may arise in your company.

Is ETA the same as a visa?

The answer is no. An ETA is an entry permit for citizens of visa-free countries (including Poland). In short, an ETA should be considered a prerequisite for visa-free travel. A visa, on the other hand, is required for longer stays, such as for work or study, or if a person does not qualify for an ETA.

Can an employee apply for an ETA if they have a temporary passport?

Unfortunately, no. The ETA system requires a standard (biometric) passport. Authorization is not issued for temporary passports.

What steps can be taken if an ETA application is rejected?

It's important to remember that refusing an ETA doesn't mean you can't travel to the UK for work. However, it does mean that the employee will need to apply for a standard visa, which is a much longer, more complicated, and more expensive process.

What to do if an employee loses their passport or it expires?

The ETA certificate is inextricably linked to the passport number used when applying. If the passport is lost or expires, the ETA also ceases to be valid. Therefore, before a business trip, once you have a new passport, you must reapply for the ETA.

Simplify your business trip management with worktrips.com

The requirement to have an ETA certificate for travelers to the UK is a change that must be kept in mind and cannot be omitted from the formalities. Therefore, prepare your team appropriately, establish clear rules, and consider using an online tool like the worktrips.com platform. The system makes managing business trips easier than ever for your company. Automating and centralizing business travel management is a great way to save time, money, and avoid mistakes. Want to read more posts like this in a nutshell? Answer our Tips. Or perhaps you'd like to see how the worktrips.com platform works in practice? Schedule a no-obligation system demo and see how technology can optimize business travel processes!

You can find more information about ETA here and here.

Source of information as of 31/07/2025: https://www.gov.pl/web/wielkabrytania/komunikat-dot-obowiazzywania-electronic-travel-authorisation-eta

Request a demo