From photos and listings to the occasional-lease agreement and the handover protocol — under two models of working with us. Warsaw and the surrounding area.
One is for the landlord who wants to run the tenancy personally and pays only for finding a tenant. The other is for the landlord who wants to receive a transfer and a report and to entrust the day-to-day running of the tenancy to us — the landlord still makes the decisions. You choose the model separately for each flat.
You pay only when the flat is let
Start
70%of one month’s rent (excluding building charges and utilities), once
For the landlord who wants to collect the rent and deal with the tenant directly, leaving us to find and screen the tenant and to handle the paperwork for concluding the tenancy.
No monthly fee, no charge for vacancy and nothing to pay upfront
Invoice without VAT — the amount on the invoice is the final amount of our fee
Rent and deposit go straight to the landlord
Drafting the najem okazjonalny agreement and filing it with the tax office under a power of attorney — on us (the 17 zł stamp duty on the power of attorney is paid by the landlord)
24/7 emergency line for the tenant for the duration of the tenancy, up to 12 months — we coordinate contact with a tradesperson, with no mark-up of ours
If the tenancy agreement ends within 12 months of being concluded, for reasons not attributable to the landlord, we look for the next tenant once, at no charge (we do not guarantee the same rent)
What Start does not include: collecting the rent, paying the bills, dealing with the building manager, the repair fund, inspections of the flat, monthly reports, action on tenant arrears, or taking the flat back with a handover protocol and preparing the deposit settlement at the end of the tenancy. Those belong to Full management.
You get a transfer and a report
Full management
8%of the rent (excluding building charges and utilities) per month — only for months with a tenant
+ 2%into a small-repairs fund — this is not our fee; whatever is not spent goes back to the landlord
For the landlord with several flats, or simply with no wish to take calls about a broken lock. The landlord makes the decisions and approves expenses; we handle the day-to-day running of the tenancy as described in the agreement.
Charged only for months with a tenant. You pay nothing for vacancy
Finding a tenant and every change of tenant while the agreement is in force — no separate charge, covered by the 8%
We collect rent and charges, pay the bills out of the tenant’s payments and transfer the rest to the landlord
Building management, meters, inspections — on our side
A report every month: what came in, what was paid, what happened — with invoices
Tenant arrears: we handle reminders, payment demands and termination of the tenancy agreement (after agreeing it with the landlord); we prepare and coordinate the further procedure — before the court and the bailiff the landlord acts personally or through a lawyer of their choice (adwokat or radca prawny); court and bailiff fees and any costs of the lawyer are paid by the landlord
Start or Full management — what exactly differs
This table exists so that nothing comes as a surprise after signing.
Scope
Start
Full management
Valuation, photos, listing, viewings
yes
yes
Tenant screening and the najem okazjonalny agreement
yes
yes
Handover protocol and tax-office filing
yes
yes
24/7 emergency line for the tenant
yes, for the duration of the tenancy, up to 12 months
yes, for the entire term of the agreement
Re-letting after the tenancy ends
once, free of charge — if the tenancy ended within 12 months of the tenancy agreement being concluded, for reasons not attributable to the landlord
each time a tenancy ends while the agreement is in force, at no separate charge
Collecting rent and charges, transferring to the landlord
no
yes
Paying bills and dealing with the building manager
no
yes
Monthly report with invoices
no
yes
Repairs and emergencies
coordination; we commission repairs up to 300 zł gross per incident without prior consent, more expensive ones with consent; cost on the landlord
from the 2% fund, each expense after the landlord confirms (exception: an emergency that threatens the property); cost above the fund balance — on the landlord
outside the scope of the model — the landlord runs the case
reminders, demands and termination — us; we prepare and coordinate the further procedure; before the court and the bailiff — the landlord personally or through a lawyer (adwokat or radca prawny), at their own cost; new tenant at no separate charge
Our fee
70% of one month’s rent, once
8% of the rent monthly (plus 2% into the small-repairs fund — the landlord’s money, not our fee)
Notice in both models: one month, no penalties, for either side. Start is signed for 12 months, Full management for 24 months with automatic renewal for a further 12, which we remind you of no later than 2 months before the end of the term. For a tenancy concluded after the Start agreement ends, our fee is due only if, within 6 months, you let the flat to a person on the list you receive from us, and this results from our work.
We say it plainly: with one stable tenant, Start is cheaper. Full management costs more, but it covers the day-to-day running of the tenancy: collecting the rent, paying the bills out of the tenant’s payments, dealing with the building manager, coordinating repairs and taking action on arrears. The cost of repairs chargeable to the landlord and any court costs remain the landlord’s responsibility. The choice is the landlord’s — and they make it separately for each flat.
How we work — from the first call to the transfer
Eight steps. The first seven are identical in both models; the difference starts once the keys change hands.
01
Valuation and strategy
Market analysis for your district, a recommended rent and terms. The rent is always the landlord’s decision — we supply the numbers to base it on.
02
Photos and description of the flat
A photo shoot and a description of the flat, at no extra charge in both models. We suggest what is worth improving before letting — the decision and the cost of any changes are the landlord’s.
03
Marketing
We publish listings on property portals and in our own channels, in Polish, Ukrainian, Russian, English, German, Italian, Turkish and Spanish. The cost of the listings is on us — in both models.
04
Viewings
We show the flat, collect enquiries and pre-qualify the people who apply. If the landlord hands the keys over to us with a handover protocol, they do not need to be present at the viewings.
05
Tenant screening
An identity document (inspected, not copied), source and level of income, references. We present the candidate to the landlord with our recommendation — the decision is theirs.
06
Najem okazjonalny agreement
A 12-month agreement plus the tenant’s notarial submission to enforcement. If the landlord prefers, we can sign on their behalf under a power of attorney.
07
Handover and keys
A handover protocol with photos and meter readings, and handing the keys to the tenant. The later settlement of the deposit and of any damage is based on the protocol.
08
Tax office and ongoing service
Filing the agreement with the head of the tax office within 14 days of the start of the tenancy, under the landlord’s power of attorney. From there the chosen model takes over: under Start, the emergency line for the tenant and re-letting on the terms of the agreement remain, while Full management only begins.
What a month looks like under Full management
Under the agreement, the tenant’s payments go to our separate settlement account, used solely for landlords’ money and deposits — this money is not our income. The account is not, however, an escrow account, so we recommend that the deposit be paid directly into your account. Every złoty is visible in the report.
The tenant pays
Rent, utilities and building charges into the settlement account, by the date set in the tenancy agreement.
We pay
Out of the tenant’s payments: building charges, electricity, water, gas, internet — by their due dates. If the tenant’s payments are missing, we inform the landlord and pay once we receive the funds from them, or out of the rent with their consent.
We transfer
To the landlord by the 5th working day after the money arrives, less the 8% fee, the 2% for the fund and the bills paid.
We report
A statement with invoices attached and the balance of the small-repairs fund.
A sample monthly report
Rent — received from the tenant
4 000,00 zł
received 08.10
Utilities and building charges — received from the tenant
850,00 zł
as settled
Building charges — paid to the community
−620,00 zł
invoice attached
Electricity, gas, internet — paid
−230,00 zł
3 invoices attached
allproperty fee 8%
−320,00 zł
invoice without VAT
Small-repairs fund 2%
−80,00 zł
fund balance: 240,00 zł
Transfer to the landlord
3 600,00 zł
12.10, reference: flat address, October
Sample figures. Tax on rental income (ryczałt) is settled by the landlord, on the full rent, exactly as before. In addition to the monthly report, by the end of January the landlord receives from us an annual statement of income and deductions; we are not the withholding agent for this tax and do not provide tax advice.
Emergencies and repairs
The emergency line for the tenant runs 24/7 — under Full management for the whole term of the agreement, under Start for the duration of the tenancy, for no longer than 12 months.
Flooding, no power, a broken lock — we take the report from the tenant and inform the landlord without delay (under Full management within 24 hours at the latest)
We coordinate contact with a tradesperson — a plumber, an electrician, a locksmith, and at the landlord’s request also with a contractor they name
Repairs — at the contractor’s invoice issued to the landlord, with no mark-up of ours and no coordination fee
An emergency that threatens the property — we promptly commission only the work needed to secure the flat; further repairs after the landlord’s consent
Start: repairs up to 300 zł gross per incident are commissioned without prior consent, more expensive ones — with the landlord’s consent. Full management: every expense from the fund is confirmed with the landlord before the work is done; in an emergency that threatens the property, we pay for the securing work from the fund and, where the balance is not enough, up to 500 zł gross above the balance per incident, without prior consent; the landlord covers the shortfall
Small-repairs fund — 2% of the rent (Full management)
It is the landlord’s money, not ours
We set it aside for small repairs, with separate records for each flat. You can suspend the deductions for the fund at any time or ask for part of the balance to be paid out, and we return unused money within 14 days of the end of the agreement.
Accounted for with invoices
The fund balance appears in every monthly report. No mark-up and no coordination fee.
Larger costs are agreed separately
We will not pretend that 2% covers a new boiler. We present a quote and wait for the landlord’s decision.
Why an occasional lease?
An occasional lease (najem okazjonalny) includes the tenant’s notarised declaration of voluntary submission to enforcement, an indication of a property the tenant will move to, and the consent of that property’s owner. For the landlord it means a simpler route to recovering the flat after the tenancy ends — without an eviction lawsuit, provided the statutory conditions are met, including: the landlord is a natural person who does not run a business of letting property, and the agreement was filed with the tax office within 14 days of the start of the tenancy.
Terms — plain, without asterisks
The things landlords ask about most often before they sign.
Notice: one month, no penalties
In both models and for either side, in writing or by e-mail. Start — a 12-month agreement; for a tenancy concluded after it ends, a fee is due only if, within 6 months, you let the flat to a person on the list you receive from us (someone who viewed the flat with us or whose details we passed on to you), and this results from our work. Full management — 24 months, then renewal for a further 12 months if neither side opts out no later than one month before the end of the term; we remind you of this no later than 2 months beforehand.
A model chosen separately for each flat
We enter the flats in a schedule that is an annex to the agreement. Different flats can run on different models — we do not tie the landlord into a package.
The landlord sets the rent
We recommend a figure based on the market and say plainly when a rent is too high. The final word is the landlord’s.
External costs — outside our fee
Our fee for the scope described in the agreement is the final amount. Costs that do not go to us are borne by the landlord, with no mark-up of ours: the 17 zł stamp duty on the power of attorney if we use it to file the tenancy with the tax office (under Start you can file the tenancy yourself via e-Urząd Skarbowy — then this fee does not apply), repairs chargeable to the landlord at the contractor’s invoice, an energy performance certificate if the flat does not have one, and in the event of a dispute with the tenant — court, bailiff and notarial fees and the fees of a lawyer (adwokat or radca prawny). The notarial statement is paid for by the tenant or by the party named in the tenancy agreement. Under Full management there are also the costs of sending registered letters and the flat insurance, which the landlord maintains; we can arrange work outside the agreement, e.g. renovation or cleaning after the tenant, only under a separate order, for a separately agreed fee. Inspections under Full management: one per quarter and one extra at your request are included in the price; further ones in the same quarter — for a separately agreed fee, unless justified by a reported defect or damage.
Tax stays with the landlord
The landlord settles ryczałt on rental income, on the full rent, before our fee and the fund contribution are deducted. We are not the withholding agent for this tax and do not provide tax advice. Under Full management you receive a report every month and, by the end of January, an annual statement of income and deductions.
Liability insurance
We carry out brokerage with the mandatory civil liability (OC) insurance of a real estate broker — a copy of the policy is an annex to the agreement, and on request we show it before signing. Ongoing tenancy management under Full management (including collecting the rent, paying the bills, dealing with the building manager and the housing community) is provided only while we are covered by property manager civil liability (OC) insurance. You receive a copy of that policy no later than the day before the first tenancy begins; until you receive it, we do not start ongoing management and do not charge the 8%, and if you do not receive it by that date, you may terminate the agreement with immediate effect. The OC insurance concerns our liability, not the tenant’s arrears.
Documents to sign
The agreement (Start or Full management) with the schedule of flats and a copy of the OC policy, a power of attorney scoped to the model, and the key handover protocol if you hand the keys over to us. Before signing you also receive information on the processing of personal data and a notice of the right to withdraw from the agreement within 14 days, with a form — this right is available to a consumer. If you withdraw before a tenancy agreement is concluded, you pay nothing. If, at your request, we start work before the 14 days have passed and a tenancy agreement is concluded in that time, under Start the right of withdrawal expires and the fee is due; under Full management you may withdraw, paying the 8% only for the days on which we managed the let flat.
Let’s talk about your flat
Leave your contact details — we will call back, ask about the flat, tell you what the rent depends on, and work out which model will be cheaper for you. No obligation.
Illustrative situations rather than accounts of specific assignments — they show what we do under the agreement and what we do not promise.
01A flat in good condition, but few enquiriesA typical situation: the condition is good, but the listing is not attracting interest.See what we do
The flat has been refreshed and used to let without trouble, but now it has been standing empty for longer than the owner expected. The cause may lie in the rent, in the photographs or in the listing itself — and that is what we check first.
We view the flat and recommend a rent based on a market analysis. If we think the rent is too high, we say so plainly; the owner approves the rent.
We review the existing photographs and description. If they do not show the flat’s floor area, light and layout well, we do a new photo shoot and write a new description — at no extra charge.
Before the shoot we suggest what is worth tidying up or fixing; both the decision on any changes and their cost rest with the owner.
We publish a new listing on property portals and in our own channels, show the flat to candidates and screen those who apply.
We do not promise how soon the flat will be let — that depends on the rent, the standard of the flat and the season. Under Start the owner pays only once a tenancy agreement has been signed with a tenant we introduced; under Full management, finding a tenant is covered by the 8% fee and is not charged separately.
02Vetting a tenant: what we check before signingThe owner’s most common worry: “what if they stop paying?”.See what we do
An owner who previously let a flat on their own and ended up with a tenant in arrears wants to know who they are handing the keys to — based on documents, not on an impression from a viewing.
We check the identity document (we view it, we do not copy it), the source and level of income, and references. We do not check debtor databases ourselves.
We compare income against the rent and the obligations the candidate declares — and tell the owner plainly how it looks. The owner decides which tenant to choose.
The contract is najem okazjonalny with a notarised declaration, a protocol with photographs, and registration of the tenancy with the tax office.
The owner decides on the basis of what we have checked in the candidate’s documents rather than a hunch — we do not make copies of documents. We do not promise that nothing will ever happen — we show what can be checked before signing.
Frequently asked questions from landlords
How much does letting a flat through allproperty cost?
Under Start — 70% of one month’s rent (excluding building charges and utilities), once, for the conclusion of a tenancy agreement with a tenant we introduced; payable within 3 days of the tenancy agreement being concluded and the deposit being paid by the tenant. The invoice carries no VAT, and the amount on it is the final amount of our fee. If you plan to extend the tenancy with the same tenant, ask before signing the Start agreement whether the extension is chargeable. Under Full management you do not pay separately for finding a tenant, and the fee is 8% of the rent per month, only for months with a tenant; in addition, 2% of the rent goes into the small-repairs fund — this is the landlord’s money, not our fee. Under Full management we do not charge the tenant any fees for our benefit without your knowledge and consent. External costs, such as repairs or stamp duty, are not our fee.
Do I pay for months when the flat stands empty?
No. Under Full management the 8% applies only to months in which the flat is let. We charge nothing for vacancy, and finding a new tenant is not charged separately in that package. Under Start there are no monthly charges at all.
What happens if the tenant stops paying?
Under Full management we handle the pre-court stage: reminders and payment demands and, where arrears reach at least three full payment periods — after agreeing it with the landlord — a written warning and termination of the tenancy agreement. If the tenant does not leave the flat after the tenancy ends, we prepare a draft demand to vacate the premises; the landlord signs it and a notary certifies the signature — we arrange the notary visit and the service of the demand. We then assemble the documents for the application for an enforcement clause and coordinate the filing of the application and the bailiff’s actions — in consultation with the landlord and, if they appoint a legal representative, also with their adwokat or radca prawny. We do not represent the landlord before the court or the bailiff: the landlord acts in person or through such a representative. Court, bailiff and notarial fees and any representative’s fees are borne by the landlord — we tell you about them before they are incurred. Once the flat is recovered, we look for a new tenant at no extra charge. The Start model does not include these steps — the landlord runs the case.
What is najem okazjonalny and why do you use it?
It is a tenancy agreement that is filed with the tax office within 14 days of the start of the tenancy. The tenant attaches to it a notarial submission to enforcement, an indication of the property they will move to, and the consent of that property’s owner. As a result, after the tenancy ends the flat can be recovered without an eviction lawsuit — on the basis of the tenant’s notarial deed with an enforcement clause granted by the court; how long this takes depends on the court and the bailiff. The notarial statement is made by the tenant; the notary’s fee is capped by law and is paid by the tenant or the party named in the tenancy agreement. When the agreement is concluded, the landlord does not need to visit a notary.
Do you guarantee the rent?
No. The agreement with us is not a rent guarantee agreement, and we will not promise one. If a guarantee matters to the landlord, we can point to specialist firms that offer rental insurance; the contract is concluded directly with them, and the cost depends on the variant chosen. Our answer to risk is tenant screening, the deposit and najem okazjonalny.
Who decides the rent?
The landlord. We prepare a recommendation based on an analysis of the market in the district and an inspection of the flat, and we say plainly if we think the rent is too high. The decision still belongs to the landlord — they simply make it knowing the numbers.
Do I have to hand over all my flats?
No. We cover only the flats entered in the schedule to the agreement, and each can run on a different model. You can start with one flat under Full management and keep running the rest yourself.
How do I terminate the agreement?
With one month’s notice, without penalties, in both models and for either side. A letter or an e-mail is enough. Under Full management, no later than the last day of the agreement we hand over the keys, the documents and the tenant’s contact details, and within 14 days — the funds received from the tenant, the unused balance of the small-repairs fund and the deposit, if we held it. Under Start, termination does not cancel the fee for a tenancy concluded earlier, and for a tenancy concluded after the agreement ends a fee is due only if, within 6 months, you let the flat to a person on the list you receive from us, and this results from our work.
How long does finding a tenant take?
We do not promise a timeframe. It depends on the market, the season and the standard of the flat, and three things matter most: price, photographs and the availability date. We discuss each of them before the listing goes live.
Do you work with landlords living abroad?
Yes. We communicate in Polish, Russian, Ukrainian, English, German, Italian and Turkish, and the agreement with us is concluded in writing or with a qualified electronic signature — a scan or an ordinary e-mail is not enough; we agree on how it will be signed, including remotely, before we start working together. The power of attorney covers only the acts expressly listed in it, depending on the chosen model.
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