Documents for Rent Overpayment for Tenants in Poland

If you paid more rent than required, you have the right to a refund. This article helps tenants in Poland understand which documents to collect and what steps to take to effectively demand a refund. It explains how to gather payment evidence, what letters to send to the landlord, which deadlines to respect, and when to consider taking the case to court or using mediation. The advice is practical, easy to understand and tailored to a tenant without legal expertise. At the end you will find sample documents, a checklist of necessary evidence and official legal sources applicable in Poland.

Which documents to collect?

Collect all evidence confirming payments and any agreements about the rent amount. The more complete the documentation, the easier it is to prove an overpayment.

• Bank statements and transfer confirmations showing the amounts paid.
• Proofs of cash payments and receipts for handed-over funds.
• Lease agreement, annexes and agreements specifying the rent amount.
• Correspondence with the landlord: emails, SMS messages, registered letters and delivery confirmations.
• Handover protocol or other documents confirming the state of settlements.

How to prepare a refund demand letter?

In the demand letter, state the exact amounts, payment dates and the method of calculating the overpayment. Request a refund to a specified account and set a reasonable deadline for a response and a delivery method (e.g. registered letter with acknowledgment of receipt).

Legal basis: the Act on the Protection of Tenants' Rights^[1] and provisions of the Civil Code^[3] regulate rental settlements and the obligations of the parties.

How to do it

1. Gather all documents and prepare a list of evidence to attach to the letter.
2. Send a formal demand for refund describing the calculations and requesting payment to your account.
3. Give the landlord a deadline to respond (e.g. 14 days) and keep delivery confirmations.
4. If the landlord does not return the funds, file a claim at the district court.^[2]

FAQ

How can I prove I paid too much?

Proofs include bank statements, transfer confirmations, receipts and correspondence with the landlord explaining the amounts charged.

How long should I wait for a refund?

Give the landlord a reasonable deadline (e.g. 14 days). If there is no response, use your evidence and file a claim at the district court.

Help and Support / Resources

• Guides and court information (gov.pl)
• Legal texts and statutes (ISAP)
• Ministry of Justice – practical information

1. [1] Act on the Protection of Tenants' Rights (ISAP)
2. [2] Information on courts and civil proceedings (gov.pl)
3. [3] Civil Code (ISAP)