Cash Payments: Tenant Proofs in Poland

As a tenant in Poland you should know which confirmations to obtain when paying in cash so you can prove the payment in case of a dispute. This step-by-step guide explains which pieces of evidence are best (bills, receipts, photos), how to ask the landlord for a signed receipt and what to do if there is no confirmation. I also discuss deadlines, simple receipt templates and the next legal steps, including where to file a claim or which documents to submit to court. The information is practical and adapted to realities in Poland, without unnecessary legal jargon, so every tenant can better protect their rights. Note the importance of keeping copies, dating payments and responding to letters on time — these simple actions often determine the outcome of a case.

What counts as proof of payment?

When paying in cash, try to collect as many documents as possible that confirm the transaction. Not all proofs carry the same weight, but together they build a strong body of evidence.

• Bills, receipts and photos (evidence) showing the date and amount of payment.
• A receipt signed by the landlord or an authorized person (form) with date and amount.
• Your own dated notes with time and witnesses.

How to ask the landlord for a confirmation

The request for a written confirmation should be clear and polite. It is best to ask in writing and keep proof of sending. If the landlord signs the receipt, the matter becomes much simpler.

• Ask for a signed receipt (form) with the amount and date.
• Keep a copy of the receipt and take a photo of the document.
• If the landlord refuses, send the request by email or registered letter and keep the proof of sending and delivery.

If the landlord refuses

If the landlord will not issue a receipt, gather alternative evidence: witnesses, notes, photos confirming the handover of cash. Send a request for confirmation by registered letter or e-mail and keep proof of sending and receipt. In a dispute you can rely on the collected evidence in a claim to the district court (Civil Division)^[3] or use advice available on government pages about tenant rights^[1] and sample letters^[2].

How to prepare a simple receipt template

A simple receipt should include: the date, the exact amount in words and numbers, the name of the person receiving the money, a signature and a note about what the payment was for (e.g., "rent for March"). You can draft a sample yourself and ask the landlord to sign it.

FAQ

Is a signed receipt sufficient as proof?

Yes, a signed receipt with date and amount is one of the strongest proofs of payment, especially if there are copies or witnesses.

What to do if the landlord claims they did not receive the money?

Gather all evidence (receipts, photos, witnesses) and consider filing a claim in district court; it is also useful to send a written request for confirmation.

Is a bank transfer better than cash?

A transfer is usually safer because it automatically generates proof of payment, but for cash payments a proper receipt also protects the tenant.

How to obtain payment confirmation (step by step)

1. Collect evidence (evidence): bills, photos and dated notes.
2. Ask the landlord for a signed receipt (form) with amount and date.
3. Make copies and photograph the documents.
4. If necessary, file a claim with the district court attaching the evidence.

Help and Support / Resources

• [1] ISAP - Act on the Protection of Tenant Rights
• [2] gov.pl - Tenant information and sample letters
• [3] Ministry of Justice - court procedures and eviction

1. [1] ISAP - Act on the Protection of Tenant Rights
2. [2] gov.pl - Tenant information and sample letters
3. [3] Ministry of Justice - court procedures and eviction