Documents for
renting an apartment
in Poland
Exactly what package of documents a tenant needs — especially a foreigner. From passport to notarial deed: what is required by law, what the market asks for, and where landlords go too far. A complete list for 2026.
Article Contents
01 · Tenant's documents: law vs market
The Polish Civil Code does not establish a closed list of documents for a tenant. But there are things without which an agreement will not be signed.
The landlord decides what they want to verify. However, a clear standard of required documents has formed in the Warsaw market.
- The only mandatory document
- PESEL is not required for the lease
- Mandatory by law
- For non-EU: visa, residence card or UKR
- Confirms legal status
- De facto mandatory
- Employment contract or B2B statements
- Income ≥ 3× rent
- De facto mandatory
- Only for Najem Okazjonalny
- Alternative address consent
- For the notary
"Tenant's Portfolio" Strategy: collect all documents in a single PDF file and send them to the landlord even before viewing the apartment. The landlord sees a serious candidate and doesn't waste time figuring out details.
02 · Landlord's documents: what to check
Signing a contract with someone who isn't the owner — or is one of several owners — is risky.
Always verify these documents before signing and transferring the deposit:
- Free at ekw.ms.gov.pl
- Shows the true owner
- Mandatory
- To match with the KW
- Data must match the contract
- Mandatory
- If the apartment is jointly owned
- Signatures of all or power of attorney
- If co-owners exist
Warning! The "landlord abroad" scam: the ad is very attractive, but the owner asks for a deposit before viewing. Verification via Księga Wieczysta takes 5 minutes. Without verification — do not transfer money.
03 · Three types of leases and their documents
The type of lease determines exactly what documents are needed. In 2026, the vast majority is Najem Okazjonalny.
| Type of Lease | Notary | Lokal zastępczy | Tax Office Reg. | Popularity |
|---|---|---|---|---|
| Standard Lease (Zwykła) | ✕ | ✕ | ✕ | Rare (up to 10%) |
| Najem Okazjonalny | ✓ | ✓ | ✓ (within 14 days) | Market (90%) |
| Najem Instytucjonalny | ✓ | ✕ | ✕ | PRS operators |
04 · Najem Okazjonalny: the full package
This agreement is regulated by the Tenant Protection Act. For it to have the "occasional" status, four documents are required.
Main lease agreement
Written form is mandatory. It contains the parties' details, payment terms, deadlines. A notary is not needed for the agreement itself.
Notarial deed of voluntary eviction
The tenant signs a deed at the notary (art. 777 KPC), submitting to enforcement. This is the basis of Najem Okazjonalny.
Declaration of an alternative address
A written statement from the tenant indicating an address in Poland they will move to in case of eviction.
Consent of the alternative address owner
The owner of the address confirms their consent to accept you. Often owners require a notarized signature (20 PLN).
05 · Notary: how much to pay in 2026
Notary costs usually fall on the tenant. They are tied to the minimum wage in Poland.
Typical notary expenses
If you don't understand Polish, the notary will require the presence of a sworn translator. This is an additional 300–600 PLN.
06 · Handover Protocol (Protokół zdawczo-odbiorczy)
This document protects your deposit (kaucja) when you move out.
Never accept an apartment without a detailed protocol. You must record:
- Meter readings (electricity, water, gas) with photos.
- Condition of furniture and household appliances (every scratch should be noted).
- The number of keys handed over.
07 · Meldunek (Residence Registration)
A legal obligation under Polish law.
Good to know:
• You have the right to register without the landlord's consent.
• A lease clause stating "no zameldowanie" is legally void.
• Required for registration: passport, lease agreement, filled-out form.
08 · Tax Office (Urząd Skarbowy)
This point is critical for the landlord, but it affects you too.
09 · FAQ
We help with documents A to Z
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