Poland · Transaction safety
12 Apartment Inspection Points Before Renting in Poland
From meter readings to photographic documentation of furniture — what to record on move-in day so you don't lose your deposit when you leave. A checklist for Warsaw, Krakow, Wroclaw, and Gdansk.
Deposits are most often lost not because of a landlord's bad intentions, but because nobody documented the apartment's actual condition on handover day. These 12 points close that gap. Work through them on handover day — ideally together with the owner — and preserve the results in photographs and a signed handover protocol.
§ 01
Before signing the agreement
- 01Owner's documents
Match the landlord's identity document against the land and mortgage register (księdze wieczystej). If the apartment is being let by a 'representative', demand a notarially certified power of attorney — do not sign without it.
- 02Spouse's consent
If the apartment was purchased during a marriage, a long-term rental formally requires the written consent of the other spouse. This is rarely checked, but it protects the contract from being declared invalid.
- 03Registered occupants
Clarify whether anyone else is registered at the address. Otherwise, a 'distant relative' with a right of residence may appear a month later — and by law cannot be evicted.
§ 02
Move-in day — documentation
- 01Meter readings
Photograph the electricity, water, and gas meter readings in close-up, with a visible date and serial number. Enter the data in the handover protocol and sign it together with the owner.
- 02Photo album
30–50 photographs: each room as a whole, furniture, kitchen, bathroom, every scratch and stain. Save them in the cloud with automatic date-stamping — this is your evidence if someone tries to withhold the deposit 'for damage'.
- 03Inventory list
Attach to the contract a list of furniture and appliances with their condition noted ('working', 'scratch on door'). The more detailed it is, the fewer disputes at check-out.
- 04Keys
Record how many keys and for which locks you received. Return exactly the same number on departure. If the apartment has an electronic lock, ask for the code to be changed.
§ 03
Formalities
- 01Deposit receipt
Payment of the deposit is a separate document, not part of the contract. The receipt must state the amount in words, the date, the basis ('deposit for the rented apartment at address…'), the parties' ID details, and signatures.
- 02Communication channel
Agree where you will communicate (WhatsApp / email) and submit claims. Keep all correspondence — in court it works as written evidence.
⚠ This material is for informational purposes only and does not replace legal advice. For major transactions always work with a qualified specialist in your country.