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Move-in inventory report template for Poland

Move-in and move-out handover reportProtokół zdawczo-odbiorczy lokalu mieszkalnego

The report that landlord and tenant sign when the flat is handed over and again when it is returned. It records the condition of each room, the installations and equipment, the meter readings and the keys. The tenant protection act makes it the basis for settling claims and the deposit at the end of the lease.

Use it on the day the tenant receives the keys, and use a second copy of the same form on the day the tenant returns them. Compare the two reports to decide what the tenant must repair or pay for. Normal wear from proper use is not the tenant's cost. The same form works for the handover of a flat after a sale.

Reviewed October 28, 2026. Not legal advice. Have a notary or lawyer check your case before you sign.

Key facts

Applies to
Whole country
Legal basis
Before handover the parties report on the technical state and wear of the installations and equipment (tenant protection act art. 6c).
Role at return
The report is the basis for settlement when the flat is returned (art. 6c).
No report
The flat is presumed to have been handed over in good condition and fit for use (Civil Code art. 675 § 3).
Return standard
Unworsened state. The tenant is not liable for wear from proper use (Civil Code art. 675 § 1).
Redecoration and fittings
Unless the lease says otherwise, the tenant redecorates and pays for worn sanitary and kitchen fittings (tenant protection act art. 6e).
Deposit return
Within 1 month after the tenant vacates, less the landlord's claims under the lease (tenant protection act art. 6 ust. 4).
Time limit for damage claims
1 year from the return of the flat, for the landlord's damage claims and the tenant's claims for outlays (Civil Code art. 677).
Private leases
Landlord and tenant of a privately owned flat may agree a different split of repairs from art. 6a to 6e (art. 6f).

The document

Text shown

You sign the Polish version. The English version helps you understand it. Your answers fill both.

Move-in and move-out handover report

  1. 1.General details

    1. 1.1

      Report made on Date and time of the handover in connection with: Type of report, for the flat located at Address of the flat, let under the lease dated Date of the lease.

    2. 1.2

      Present when the report was made: the Landlord Landlord or representative and the Tenant Tenant or tenants.

  2. 2.Meter readings

    1. 2.1

      Electricity: Electricity meter number and reading. Gas: Gas meter number and reading. Cold water: Cold water meter number and reading. Hot water: Hot water meter number and reading. Heat (allocators or meter): Heat cost allocator or meter readings.

      Photograph each meter with its serial number visible. Send readings to suppliers if the tenant takes over a contract.

  3. 3.Keys

    1. 3.1

      The following keys and access devices were handed over: Keys, cards and remotes.

      Give the number of each: flat door, building, mailbox, cellar, garage.

  4. 4.Hall

    1. 4.1

      Technical state and wear: Hall.

      Check the walls, floor, doors, lighting and built-in wardrobes.

  5. 5.Living room

    1. 5.1

      Technical state and wear: Living room.

      Check the walls, ceiling, floor, windows, radiator, sockets and furniture.

  6. 6.Bedroom or bedrooms

    1. 6.1

      Technical state and wear: Bedroom or bedrooms.

      Check the walls, ceiling, floor, windows, radiator and furniture. Describe each bedroom separately if there is more than one.

  7. 7.Kitchen

    1. 7.1

      Technical state and wear, including the appliances: Kitchen.

      Check the walls, floor, units, worktop, sink and tap, cooker, oven, hood, fridge and dishwasher. Switch on each appliance and note whether it works.

  8. 8.Bathroom and WC

    1. 8.1

      Technical state and wear, including taps and sanitary fittings: Bathroom and WC.

      Check tiles, bath or shower, washbasin, toilet, taps, ventilation, washing machine. Run the taps and shower, flush the toilet, look for leaks and damp.

  9. 9.Balcony and annexed rooms

    1. 9.1

      Technical state and wear: Balcony, cellar, storage room, garage.

  10. 10.Installations and equipment

    1. 10.1

      State of the installations: Installations.

      Check the electrical panel, gas installation, boiler or water heater, heating, intercom and smoke or carbon monoxide detector.

    2. 10.2

      Equipment handed over with the Flat: Furniture and equipment handed over.

      Give each item, its number and condition, or refer to the annex of the lease.

    3. 10.3

      Documents handed over: Documents handed over.

  11. 11.Photographs

    1. 11.1

      The parties took photographs of the state of the Flat, which form an integral part of this report: Photographs.

      Give the number of photos and how they are stored, for example a shared folder.

  12. 12.Defects and settlement

    1. 12.1

      Defects found, the deadline and the party who must remedy them: Defects to be repaired and by whom.

    2. 12.2

      Settlement on return of the Flat, including sums deducted from the deposit: Settlement at move-out. The parties agree that wear from proper use of the Flat is not charged to the Tenant.

      Use at move-out. Compare each item with the move-in one. Delete sentence 2 if the lease keeps the redecorating duty (art. 6e).

  13. 13.Remarks and signatures

    1. 13.1

      Remarks of the parties: Remarks of either party.

    2. 13.2

      The report is made in two identical copies, one for each party. Signature of the Landlord. Signature of the Tenant.

Formalities

  1. Both parties walk through the flat together, fill in the report and sign each page.
  2. Each party keeps a signed copy.
  3. Take dated photographs of each room and of each meter, and list them in the report.
  4. The law sets no form and no witness.
  5. If a party refuses to sign, write the refusal and its reason in the report.
  6. Attach the report to the lease.

Common mistakes

  • Writing "stan dobry" (good condition) for a whole room. Describe each wall, floor, window and appliance, with every stain, crack and scratch.
  • Forgetting the meter readings and meter numbers. Without them, the last utility bills are hard to split.
  • Taking photos without listing them in the report. Number the photos and date them, and say in the report that they form part of it.
  • Settling wear without reading the lease. A private lease may waive the default duty to redecorate and pay for worn fittings (art. 6e and 6f of the 2001 act).
  • Charging beyond the lease. Apply the lease, then charge only damage beyond that.
  • Leaving the exit report unsigned because of a dispute. Record both views in the remarks and sign. A signed report with remarks is better evidence than none.
  • Keeping the deposit without a written settlement. Return it, less your claims, within 1 month of move-out, with a written list of deductions and amounts.

Legal basis

Sources

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