🪪 Required Documents
- Passport;
- Employment contract or proof of income (sometimes landlords ask to see);
- PESEL number (almost always ask).
💵 Apartments Costs by City (Monthly Estimate for 1 Person)
| City | Room in shared flat | Studio flat (Without utility bills) |
| Warsaw | 1500–2200 PLN | 2500–3600 PLN |
| Kraków | 1100–2200 PLN | 2200–3600 PLN |
| Wrocław | 1100–2000 PLN | 2000–3200 PLN |
| Gdańsk | 1400–2300 PLN | 2200–3600 PLN |
| Łódź | 1000–1700 PLN | 1900–2600 PLN |
Utilities usually cost an additional 500–1000 PLN per month depending on the apartment size and season. When renting a room, utilities are usually included in the rent price.
Rent prices usually drop toward the end of the year or before the start of summer, when people’s annual leases expire. Rent prices rise in August/September before the start of the school year.
Generally, there is no discrimination in the rental market; however, not everyone is willing to rent to foreigners who do not have a basic knowledge of Polish. Most landlords don’t speak English, especially the older generation, so try to contact them via SMS.
💰 Kaucja (Security Deposit)
Kaucja is the security deposit you pay to the landlord before moving in. Its purpose is to protect the landlord against unpaid rent or damage beyond normal wear and tear.
- Typical amount: 1–2 months’ rent. In practice, most landlords charge 1 month’s rent as the deposit.
- Legal maximum: Under Polish law (Article 6 of the Tenant Protection Act), the deposit cannot exceed 12 times the monthly rent for a standard lease, and 6 times for a Najem Okazjonalny lease.
- Return deadline: The landlord must return the deposit within 30 days of you vacating the apartment, minus any legitimate deductions.
- No protected account requirement: Unlike in the UK or Germany, Polish law does not require the landlord to keep your deposit in a separate ring-fenced account.
What Can Be Deducted From the Kaucja?
Only the following deductions are legal:
- Unpaid rent.
- Outstanding utility bills attributable to your tenancy.
- Damage beyond normal wear and tear (broken appliances, stains, holes in walls, etc.).
Normal wear and tear — minor scuffs, faded paint after years of use — cannot be deducted. If the landlord deducts without justification, you can take the matter to civil court.
How to Protect Your Kaucja
- Take date-stamped photos and video of every room, every wall, and every appliance on move-in day.
- Sign a detailed move-in inspection report (protokół zdawczo-odbiorczy) describing the condition of everything.
- Pay the deposit by bank transfer — never cash — to create a paper trail.
- Do the same inspection on move-out and share photos with the landlord.
- Include the deposit return deadline (30 days) explicitly in your contract.
🚰 Media (Utilities)
Media means utilities in Polish rental context. It typically covers:
- Electricity (prąd)
- Gas — if the apartment has a gas connection
- Cold water and sewage (woda zimna i kanalizacja)
- Hot water (ciepła woda)
- Heating (ogrzewanie)
- Internet — sometimes included, often separate
How Media Are Billed
Two common models:
- Tenant pays suppliers directly: You set up your own contracts with utility companies and pay bills yourself. Most transparent option.
- Landlord includes media in rent: You pay a fixed monthly amount to the landlord who then pays the bills. Easier but you should ask for receipts to confirm payments are made.
🗑️ What is Czynsz Administracyjny?
Separate from rent and media, czynsz administracyjny is a mandatory fee paid to the building’s housing cooperative or management company. It covers building maintenance, garbage collection, elevator service, stairwell cleaning, and often cold water and heating. Typical cost: 200–600 PLN/month. This is usually paid by the tenant on top of the base rent.
💵 A Typical Monthly Cost Breakdown
| Bill | Amount |
| Base rent (czynsz najmu) | As agreed in contract |
| Building fee (czynsz administracyjny) | 200–600 PLN |
| Electricity | 150–300 PLN |
| Water (cold + hot) | 50–150 PLN |
| Gas | 35–200 PLN (if applicable) |
| Internet | 60–100 PLN |
🔍 Where to Search for Apartments
OLX.pl — Best for Private Listings
OLX is a marketplace where people post ads (like Facebook Marketplace). You can buy and sell items, find an apartment to rent etc.
Go to olx.pl → Nieruchomości → Mieszkania/Pokoje → Wynajem. Use the filter “Prywatne” (private) to show only landlord ads. Read the listing descriptions carefully. Usually, the price listed in the ad is for rent only; utility costs are almost always added to this amount. This is usually mentioned in the description, but it may not always be specified.
Otodom.pl — Use the Private Filter
On Otodom, click “Rodzaj oferty: Prywatna” in the filters. This shows listings where the owner is posting directly without an agency.
Facebook Groups
Search for groups like “Wynajem [City Name]” or “Mieszkania [City Name]”. Post your own request describing what you’re looking for — many landlords respond to these posts rather than posting listings themselves, but be careful when looking for a place to live on Facebook: people are often scammed there. Never transfer money to anyone until you’ve met the landlord in person and seen the lease agreement along with his passport.
🔢 Step-by-Step: Renting Without an Agent
- Search using the private/owner filters on OLX and Otodom.
- Contact the landlord directly by phone or message. Confirm the flat is still available and that there is no agent involved.
- Ask at the start: “Czy jest prowizja agencyjna?” (Is there an agency fee?) A private landlord should say no.
- Arrange a viewing. Visit in person — never pay before you’ve seen the flat.
- Check the landlord’s ownership — ask to see their ID and the property’s land register number (numer księgi wieczystej), which you can verify free of charge at ekw.ms.gov.pl.
- Negotiate the terms: rental price, utilities included or separate, deposit amount, lease start date.
- Sign a written rental agreement (umowa najmu) before transferring any money.
- Complete the move-in inspection report (protokół zdawczo-odbiorczy) — document the condition of every room with photos.
- Transfer the deposit (kaucja) and first month’s rent by bank transfer, not cash, for your protection.
Read the contract carefully before signing it: Make sure that all of the owner’s information matches their ID and that no other owner is listed in the contract. Also, landlords very often include various penalties in the contract.
❔Questions to Ask the Landlord Before Signing
- What utilities are included in the rent, and what is billed separately?
- What are the average monthly utility bills? (Ask for copies of recent bills)
- What is the building administration fee (czynsz administracyjny)?
- Is the minimum lease period 12 months? Can it be ended earlier and under what conditions?
Typically, rental agreements are signed for a minimum of 12 months, with the option to terminate the agreement by giving one month’s notice before moving out. However, many landlords do not allow tenants to terminate the agreement before it expires.
- Can I register myself at this address (meldunek)?
🤵🏻♀️ Real Estate Agents
If you don’t speak Polish and can’t find apartment on your own, you can use the services of real estate agents. However, keep in mind that real estate agents in Poland typically charge a commission equal to one full month’s rent plus 23% VAT. For a studio apartment in Warsaw renting for 3,000 PLN, you would have to pay 3,690 PLN to the agent, 3000 PLN to the owner and 3000 one month’s security deposit — paid in a single lump sum upon signing the lease. Finding an apartment without an agent saves a lot of money.
⚠️ Scam Warning Flags
- Landlord refuses to meet in person or show the flat before payment.
- Asks for a deposit before the contract is signed.
- Cannot provide ID or proof of property ownership.
- Price is significantly below market rate.
- Insists on cash only with no receipt.
- Won’t let sign the move-in inspection report (protokół zdawczo-odbiorczy)
ℹ️ FAQ
Can the landlord keep the full kaucja if I leave early?
Not automatically. Leaving early breaches the contract and the landlord can claim actual losses. However, they cannot simply pocket the entire deposit — they must document actual damages or unpaid amounts.
What is “zaliczka na media”?
A monthly advance payment for utilities. At the end of the accounting period (usually quarterly or annually), the actual usage is calculated and you pay or receive the difference.
Should I ask for utility bills from the previous tenant?
Yes. Always ask the landlord for at least 12 months of recent utility bills. Heating costs in winter can be double what they are in summer.
What is “Najem Okazjonalny”?
A special type of lease that gives landlords stronger eviction rights. It requires a notarized declaration from the tenant (cost: 200–400 PLN). Some landlords require it — others use a standard contract (umowa najmu).