Documents for Moving and Ending a Tenancy in Poland
When moving and when ending a tenancy, tenants in Poland must ensure they have the right documents, deadlines and records of communication with the landlord. This article explains which papers to prepare — from the termination notice, through handover protocols, to receipts for rent and the security deposit. We also describe the form and delivery of documents, required notice periods and steps in disputes with the landlord or in case of eviction requests. The material includes practical tips, checklists and information on where to find official templates and legal help in Poland to protect your rights as a tenant. We also explain which documents are useful in the district court for tenancy matters and how to properly document handovers and any defects. At the end you will find practical steps to take before moving and when submitting a termination, and guidance on contacting offices and support organizations.
What to prepare before moving
Gather a complete set of documents and evidence that will make settlement with the landlord easier and protect your rights:
- Termination notice in writing (signed and dated).
- Handover protocol describing the condition of the flat and listing defects.
- Payment receipts: rent, utilities, deposit return.
- Evidence of communication with the landlord: emails, SMS, registered letters.
- Photos and recordings documenting the apartment's condition before moving out.
- Identity documents and a copy of the tenancy agreement.
Terminating the lease — form and deadlines
It is best to prepare a written termination and keep proof of delivery (receipt, registered mail confirmation or a screenshot showing the sent e-mail). For open-ended leases statutory notice periods usually apply; check the contract wording and the legal provisions.[1]
- Written termination with date and tenant's signature.
- Observe the notice period specified in the contract or by law.
- Proof of delivery: receipt, registered letter or e-mail delivery confirmation.
Documentation for disputes and court
If a dispute arises over the deposit, unpaid rent or eviction, prepare full documentation: the agreement, payment records, protocols and correspondence. Tenancy disputes are usually handled by the district court (civil division), so a complete set of documents and a clear chronology will speed up the process.[3]
- The tenancy agreement and annexes.
- Payment confirmations and invoices.
- Handover protocols and documentation of defects.
- Records of correspondence and witnesses (if available).
How to send documents and evidence
Choose delivery methods that leave a trace. A registered letter with proof of delivery, an email with delivery confirmation or secure scans stored in the cloud are good practices. If you send a termination, make sure of the formal method of delivery.
- Registered letter with proof of receipt — strong evidence of delivery.
- E-mail with sent confirmation and saved correspondence.
- Durable copies of photos and protocols stored in multiple locations.
Frequently Asked Questions
- How long is the notice period?
- The period depends on the type of agreement and its terms; for open-ended contracts statutory periods or those in the agreement apply.[1]
- What if the landlord refuses to return the deposit?
- Collect evidence of the flat's condition and payments, send a request for deposit return, and if there is no response consider filing a claim in the district court.[3]
- Where can I find official document templates?
- Templates and information can be found on official government websites and tenant information materials.[2]
How to
- Prepare a written termination with date and signature.
- Create a handover protocol and take photos before moving out.
- Send the termination by registered mail or e-mail with confirmation and retain the proofs.
- Keep payment proofs and correspondence to present if needed in court.
