How to Rent an Apartment in Poland as a Foreigner

Essential Documents

• Valid passport or national ID card (for EU/EEA citizens). This is the minimum identification required by every landlord.
• Visa or residence permit (for non-EU citizens). Landlords want to confirm you have legal grounds to stay in Poland for the lease duration.
• Proof of income or employment. An employment contract (umowa o prace), a freelance contract, bank statements showing regular income, or a university enrollment letter (for students). Most landlords want to see that you can afford 3x the monthly rent in gross income.
• PESEL number (recommended but not always required at signing). This is Poland's universal identification number. While not legally required to sign a lease, many landlords and especially agencies prefer tenants who have one. More on this below.
• Contact information for a previous landlord (optional but helpful). A reference from a prior landlord, even from abroad, can strengthen your application.

Documents for Students

If you are a student, you may not have traditional employment proof. Instead, prepare your university enrollment confirmation, scholarship documentation (if applicable), and bank statements showing sufficient funds for the lease period. Many landlords in university cities like Krakow and Warsaw are accustomed to renting to students and will accept these alternatives.

Erasmus and exchange students should also bring their Learning Agreement or letter from their home university confirming the exchange period. This helps landlords understand your expected stay duration.

What Is a PESEL Number?

PESEL (Powszechny Elektroniczny System Ewidencji Ludnosci) is Poland's national identification number, similar to a Social Security Number in the US or a National Insurance Number in the UK. It is an 11-digit number that encodes your date of birth and gender.

Do you need a PESEL to rent? Legally, no. You can sign a rental contract using your passport number. However, having a PESEL makes many aspects of life in Poland easier -- opening a bank account, signing up for utilities, registering with a doctor, and filing taxes. Some landlords and agencies strongly prefer tenants with a PESEL.

How to get a PESEL: EU/EEA citizens can apply at any local government office (Urzad Gminy or Urzad Miasta) by registering their address. Non-EU citizens receive a PESEL automatically when they register their residence or can apply separately at the local civil registry office. The process typically takes 1-2 weeks. You will need your passport, a completed application form, and proof of legal stay in Poland.

What Is Meldunek?

Meldunek is the formal registration of your residence address with the local government. While it was once legally mandatory, the obligation for temporary residents was relaxed in 2013. However, meldunek is still required in some situations and is generally recommended because it simplifies obtaining a PESEL and accessing public services.

To register meldunek, you need: your passport or ID, a completed registration form (available at the Urzad), and your landlord's written consent or a signed lease agreement. Some landlords are reluctant to provide meldunek registration -- this is a red flag and should be discussed before signing. If a landlord refuses to allow meldunek, it may indicate they are renting without declaring income to tax authorities.

Umowa Najmu (Standard Rental Agreement)

This is the most common type of rental contract in Poland. It can be either fixed-term (na czas okreslony) or indefinite (na czas nieokreslony). Key features include strong tenant protections -- the landlord cannot evict you without a court order except in specific circumstances defined by law. The contract must be in writing for any lease longer than one year.

Under a standard umowa najmu, your rent can only be increased once per year, and the increase must follow specific legal limits unless otherwise stated in the contract.

Umowa Najmu Okazjonalnego (Occasional Rental Agreement)

This is an increasingly popular lease type, especially among private landlords. It requires the tenant to provide a notarized declaration of submission to eviction (meaning you agree to leave voluntarily if the contract ends or is terminated) and to designate an alternative address where you can move if evicted.

Why landlords prefer it: It gives them stronger eviction rights compared to a standard umowa najmu. What it means for you: The notarial cost is typically 200-400 PLN and is usually paid by the tenant. You will also need a friend or family member in Poland to provide the alternative address declaration -- which can be difficult for newly arrived foreigners.

Tip: if you do not have anyone in Poland who can provide the alternative address, some legal services offer this as a paid service. Ask your landlord if they can recommend an option.

Umowa Najmu Instytucjonalnego (Institutional Rental Agreement)

This type is used when the landlord is a company or institutional entity (not a private individual). It also requires a notarized submission to eviction from the tenant but does not require an alternative address declaration. This makes it somewhat easier for foreigners to sign compared to the okazjonalny type.

You will encounter this type when renting from property management companies, co-living providers, or build-to-rent developments.

Eviction Protection

Under a standard umowa najmu, landlords cannot evict you without a valid legal reason and a court order. Valid reasons include persistent non-payment of rent (after written notice and a one-month grace period), using the apartment in ways that violate the contract, or causing significant damage to the property.

Between November 1 and March 31, Polish law imposes a winter eviction ban -- courts generally will not enforce evictions during this period if the tenant has no alternative housing. This protection does not apply to umowa najmu okazjonalnego contracts.

Rent Increase Limits

Your landlord can only increase rent once per 12 months and must provide written notice at least 3 months in advance (for month-to-month leases) or as specified in the contract for fixed-term leases. Excessive increases can be challenged in court.

Deposit Rules

The security deposit (kaucja) is legally capped at 12 times the monthly rent for a standard lease, though in practice most landlords charge 1-2 months' rent. For okazjonalny contracts, the cap is 6 times the monthly rent.

The deposit must be returned within one month of vacating the apartment, minus any legitimate deductions for damages beyond normal wear and tear. Document the apartment's condition with photos and a written protocol (protokol zdawczo-odbiorczy) at move-in and move-out -- this is your most important protection against unfair deposit deductions.

Right to Repairs

Landlords are responsible for major repairs (structural issues, heating system, plumbing, electrical systems). Tenants are responsible for minor maintenance (changing lightbulbs, keeping the apartment clean, minor cosmetic repairs). If the landlord fails to make necessary repairs, tenants can, after providing written notice, make the repairs themselves and deduct the cost from rent.

Common Scam Patterns

• Advance payment scams: A 'landlord' asks for a deposit or first month's rent before you have visited the apartment or signed a contract. They may claim high demand and pressure you to pay quickly. Never transfer money before seeing the apartment in person (or via a verified video call).
• Fake listings: Photos stolen from other listings or stock photography used to advertise apartments that do not exist or are not available. Reverse image search the photos if something feels off.
• Bait-and-switch: You view a nice apartment, but the contract is for a different (worse) property. Always verify the address on the contract matches the apartment you visited.
• Undisclosed fees: The listing shows a low rent, but the landlord reveals additional mandatory fees (building fees, parking, storage) only after you have committed. Ask for the total monthly cost in writing before signing.
• No-contract rentals: A landlord offers a lower price if you skip the formal contract. This leaves you with zero legal protection. Always insist on a written contract.

How to Protect Yourself

• Use verified platforms like Domkaspot where listings and landlords are vetted
• Never pay any money before visiting the apartment and signing a contract
• Verify the landlord's ownership -- ask to see a recent property register extract (odpis z ksiegi wieczystej) or check online at ekw.ms.gov.pl
• Insist on a written lease agreement (umowa najmu) -- verbal agreements are legally binding in Poland but almost impossible to enforce
• Document everything: apartment condition protocol with photos, all payments via bank transfer (not cash), and all communication in writing
• If something seems too good to be true, it probably is -- especially prices significantly below market rate in desirable neighborhoods

Typical Move-In Costs

When signing a lease, you will typically need to pay:

• Security deposit (kaucja): Usually 1-2 months' rent. Legally refundable within one month of move-out, minus legitimate deductions for damages.
• First month's rent: Paid in advance at contract signing.
• Agency fee (if applicable): If you find the apartment through a real estate agency, expect to pay a commission of one month's rent plus VAT (23%). This fee is typically a one-time payment. Renting directly from landlords or through platforms like Domkaspot avoids agency fees.
• Notarial fees (for okazjonalny contracts): 200-400 PLN for the notarized eviction submission declaration.

Example Budget: Moving Into a Shared Apartment in Warsaw

Getting Your Deposit Back

The most important step to ensure your deposit is returned in full is the apartment condition protocol (protokol zdawczo-odbiorczy). This document, signed by both tenant and landlord, describes the condition of every room, appliance, and piece of furniture at move-in. Take extensive photos and video as additional evidence.

At move-out, you will complete another protocol. Any differences between the two are the basis for deposit deductions. Normal wear and tear (scuff marks, faded paint, worn carpet) is not a valid reason for deduction. If the landlord withholds your deposit unfairly, you can pursue the matter in Polish consumer court (sad konsumencki), which handles cases up to 20,000 PLN without an attorney.

Online Platforms

• Domkaspot: Smart matching platform specializing in verified housing and flatmate matching for internationals across Poland. No agency fees, personality-based roommate matching, and English-language interface. Best for shared apartments and co-living.
• Otodom: Poland's largest real estate portal with extensive listings in Polish. Good for browsing market prices but limited English support and no verification of landlords.
• OLX: General classified ads platform with a large housing section. Wide selection but higher scam risk -- exercise caution and always verify listings in person.
• Flatio: Monthly rental platform popular with digital nomads. Fully furnished apartments with no deposit required, but prices are typically 20-40% above market rate.

Social Media and Community Groups

• Facebook groups like 'Expats in Warsaw,' 'Krakow Rentals for Foreigners,' and city-specific international community groups are active listing sources. The advantage is direct landlord contact; the risk is zero verification. Treat these leads with extra caution.
• University student groups and Erasmus networks often share housing opportunities among members. Check with your university's international office for recommended groups.

Real Estate Agencies

Traditional agencies (biuro nieruchomosci) offer a full-service experience: they find apartments matching your criteria, arrange viewings, and handle contract negotiations. The downside is the commission fee (typically one month's rent + 23% VAT). For foreigners unfamiliar with the market, an English-speaking agent can be worth the cost -- but only if you are renting a full apartment, not a room.

For room rentals and flatsharing, skip agencies entirely and use Domkaspot's flatmate finder instead. It is free to browse, and the matching algorithm saves you weeks of searching.