DOMUS GLOBALA rental handover report in Poland, or protokół zdawczo-odbiorczy, records the apartment’s condition and contents at move-in. A second report at move-out lets both parties compare condition, meter readings and keys, providing a basis for discussing claims and payments.
The report does not replace the lease. A signed return report alone does not prove that the lease ended on a particular date or that all obligations are settled. Check termination and the final account separately.
When is a handover report prepared, and what does Polish law say?
Before handover, inspect the apartment together, test accessible equipment and record observations. At return, prepare a second report and compare it with the first and its attachments. Record untested items and agree how and when to document the results.
Article 6c of the Polish Act on the Protection of Tenants’ Rights provides for a report before handover, recording the technical condition and degree of wear of installations and equipment in the premises. The report forms the basis for settlement when the property is returned. For premises outside the public housing stock, Article 6f allows the lease to arrange the rights and obligations listed in Articles 6a–6e differently.
The rule does not apply identically to every lease. For an occasional lease (najem okazjonalny), Article 19e excludes Article 6c when the owner has made the notification required under Article 19b(1). Check the lease type, notification and applicable provisions separately. A detailed report is useful to both parties regardless of the legal regime.
What should the rental handover report include?
Walk through the apartment together. Replace “good condition” with specific observations. Leave space for comments and record:
- Property and parties: address, date, time, parties, lease and whether this is a move-in or move-out report. Check a representative’s authority and specify whom they represent.
- Rooms and surfaces: walls, floors, windows, doors, plumbing and kitchen surfaces. Describe defects: “chip on the worktop to the right of the sink”, not just “damage”.
- Furniture and appliances: items, quantities and, where helpful, make or model. Note visible wear and test results. Do not call an untested item functional.
- Installations: accessible heating, water and electrical systems. Record limitations; the report is not a technical inspection.
- Meters: type, number or other identifier, units and reading, including separate tariff readings where relevant. If access is unavailable, record that and agree how to obtain the reading. Photograph the number and display legibly.
- Keys and access: count keys, fobs, cards and remotes separately. At return, count them again and note anything missing.
- Comments and signatures: make corrections before signing, list the attachments and give each party a copy of the report and agreed materials.
If readings must be sent to a utility provider, record who will send them and how. Writing them in the report does not mean the provider has received them.
How should you document photos and disagreements?
With both parties’ agreement, photograph rooms and close-ups of defects, meter displays and identifiers. Avoid unnecessary photos of personal belongings or documents. Agree which images form an attachment, how they will be shared and stored, and identify them by file name or number. Both parties should keep the same set. Do not add an agreed attachment later without both parties’ confirmation.
Record disagreements without admitting liability: “There is a scratch on the cupboard door; the landlord considers it new damage, and the tenant disagrees.” Check that signing does not mean accepting the other party’s conclusion.
Do not sign false statements such as “no objections” or “all accounts are settled” if checks remain incomplete or you disagree. Ask for corrections. If no joint report can be signed, document your position and the circumstances, retain photos and correspondence, and send the other party a written account. This does not replace a joint report, but may help in a dispute.
Moving out, normal wear and the security deposit
Bring the original report, photos and lease to the move-out inspection. Record readings and keys returned. Separate confirmed payments from bills or reconciliations still awaited. Check figures before signing a final settlement.
Article 675 § 1 of the Polish Civil Code states that, after the lease ends, the tenant must return the item in a non-deteriorated condition, but is not responsible for wear resulting from proper use. Separate residential rules on repairs and renewal, and permissible contract terms, may also matter. Normal wear does not automatically decide who pays for repainting or repairs in every case.
Light surface wear from ordinary use and a broken cupboard door call for different assessments, but appearance alone does not establish cause or liability. Compare the move-in and move-out evidence, the period of use, the lease and applicable law. If a repair charge or deduction from the security deposit (kaucja) is disputed, request an explanation and supporting documents; consult a lawyer if needed. The report does not resolve the dispute or replace the final account.
Example: a scratch at move-in and a dispute at move-out
This hypothetical example is not a client story. At move-in, the parties record a scratch on a kitchen cupboard door and attach an agreed photo. They record the water meter reading and number and count each key.
At move-out, they find the same scratch and a crack on another door. The original photo helps them compare the scratch, but they disagree about when the crack appeared. They describe both observations and the disagreement without declaring liability established. They check readings and keys separately and discuss the disputed charge separately.
Frequently asked questions
Can the report be signed after the keys are handed over?
Inspect and prepare it before move-in handover, and at the actual return when moving out. If that moment has passed, record the real date and circumstances; do not backdate the document.
Are photographs enough without a report?
Photos can help, but without a description, date and agreed list their subject and connection to the handover may be unclear. Keep them and the correspondence; propose a document recording the facts accurately.
What if I find a defect after moving in?
Notify the landlord in writing, describe the location and problem, attach photos and propose an agreed addition to the report. Do not claim the defect existed at handover unless established. Keep the reply and subsequent correspondence.
Can we sign if we disagree about damage?
Yes, if the text accurately records the observation and each position without a false admission of fault or waiver of claims. If you cannot agree on accurate wording, do not sign an incorrect statement; keep your own evidence and communicate in writing.
Does returning the keys end the lease and all obligations?
Not necessarily. Returning keys records a physical act; termination and outstanding accounts depend on the agreement and applicable law. Check the date and grounds for termination, unpaid amounts and bills not yet issued.
What if a meter reading is inaccessible or unreadable?
Do not enter an estimate as an actual reading. Note the problem, agree who will obtain the data and how both parties will confirm the addition. If possible, ask the building administrator or provider.
Before signing
Both parties should keep matching reports and attachments. Check disputed points, meter identification and the separation of key return from termination and settlement. If a clause is unclear, show the lease and both reports to a Polish lawyer before signing a final agreement.
Looking for property in Poland?
Find information about rental assistance https://www.domusglobal.pl/rental-assistance and legal services https://www.domusglobal.pl/legal-services on the DOMUS GLOBAL website. For a dispute, ask a specialist what assistance is available.
Sources
- Polish Act on the Protection of Tenants’ Rights, Articles 6c, 6e, 6f and 19e — official ELI text: https://eli.gov.pl/api/acts/DU/2023/725/text.html
- Polish Civil Code, Articles 675 and 681 — official consolidated text: https://eli.gov.pl/api/acts/DU/2026/795/text/T/D20260795L.pdf