Handover Protocol for Tenants in Poland

When moving into a new apartment, the handover protocol is a key document that protects the rights of the tenant and the landlord. This text explains step by step how to prepare the protocol in Poland, what information to include, how to hand over keys and what to do when returning the property. You will find practical tips on documenting the condition of the apartment, taking photos, agreements on repairs and deposit settlement. The material is intended for tenants without specialist legal knowledge; it describes deadlines, evidence and possible dispute steps in an accessible way. At the end there are questions and step-by-step instructions and links to official sources.

What is a handover protocol?

The handover protocol is a document in which the condition of the apartment is described at the moment of transfer. The protocol records visible damages, equipment, meters and other arrangements, and both parties sign the document to avoid disputes when returning the property.^[1]

How to prepare the protocol and hand over keys

1. Set a meeting date and confirm the time, recording the date in the document.
2. Make a list of defects and inventory and take detailed photos of all rooms and visible damages.
3. Record meter readings, the number of keys and who hands them over and receives them.
4. Ensure signatures of both parties and keep copies; attach notes on repair arrangements and deposit settlements.

If the landlord proposes a verbal repair agreement, ask to include it in the protocol or in a separate signed document.

What to record when returning the property

• Check items listed in the move-in protocol and compare their condition.
• Note any new damages and agree whether they require tenant repairs.
• Agree on deposit settlement and the method of returning funds.

FAQ

What if the landlord refuses to sign the protocol?

Try to prepare the protocol in the presence of witnesses, take photos and send the confirming document by e-mail or registered mail; in case of a dispute you can use this evidence in court.

Can I leave small damages as "normal wear and tear"?

Yes, small scratches or signs of use are usually considered normal wear and tear, but it is worth recording this in the protocol to avoid misunderstandings.

What to do if the landlord deducts part of the deposit without justification?

Collect documents, photos and correspondence, then file a written complaint; if that does not help, you can pursue the deposit return in the district court.

How-To

1. Prepare a template protocol or use a simple form listing rooms and inventory.
2. Take photos immediately at handover and record file dates.
3. Arrange an inspection with the landlord and record all agreements on site.
4. Return the keys and keep proof of handover.

Key takeaways

• Document everything and keep photos at every stage.
• Respond to notices and deadlines — lack of response may limit your rights.
• Keep copies of signed documents and confirmations.

Help and Support / Resources

• [1] GOV.PL - tenant rights and assistance
• [2] ISAP - legal acts (e.g. tenant protection act)
• [3] Ministry of Justice - civil procedure information

1. [1] ISAP - Ustawa z 21 czerwca 2001 r. o ochronie praw lokatorów
2. [2] GOV.PL - Information for tenants and practical advice