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Flat handover protocol (protokół zdawczo-odbiorczy)
Fill in a move-in or move-out protocol and download it as a PDF with photos. Your data and photos stay in your browser.
- Meters, keys, rooms
- Photos in the PDF
- PL + UA or PL + EN version
The template is for information only and is not legal advice.
Why a protocol
A protocol protects both parties when settling the deposit
The most common dispute at the end of a tenancy is about the condition the flat was in at the start. A protocol signed by both parties is simple evidence.
Fewer deposit disputes
Comparing the move-in and move-out protocols shows what has actually changed – and what is normal wear and tear versus damage.
Settling utilities
Dated meter readings let you settle electricity, gas, water and heating for the actual rental period.
Keys under control
The number of keys, fobs and remotes is written down, so at move-out it is easy to check that everything came back.
Photos as an appendix
Captioned photos go into the PDF. We don't upload them to a server – they stay on your device.
FAQ
Frequently asked questions about the handover protocol
Is a handover protocol mandatory?
There is no single mandatory template, but a protocol is strongly recommended for every tenancy. Without it, it is hard to show the condition in which the flat was handed over, which makes settling the deposit harder. Some types of agreements may have additional requirements – check them for your agreement.
Who signs the protocol?
The landlord and the tenant (or persons authorised by them). It is best to prepare two copies – one for each party.
Are photos sent to Flats?
No. Photos are downsized and stored only in your browser, and they go into the PDF as an appendix. Keep the originals on your phone.
How do I prepare a move-out protocol?
Choose “Move-out” and fill in a new protocol when the tenant leaves: enter the current meter readings and the condition of each room. Keep the signed move-in protocol at hand to compare the flat's condition and settle the deposit.
Within what time must the deposit be returned?
Under the Polish Act on the Protection of Tenants' Rights (ustawa o ochronie praw lokatorów), the deposit is to be returned within one month of the flat being vacated, after the landlord's claims are deducted. The Act also regulates deposit indexing; details depend on the type of agreement, so if in doubt, consult a lawyer.
Can I prepare the protocol in Ukrainian or English?
Yes. Choose the bilingual version: Polish with Ukrainian, or Polish with English. The document will state that the Polish version is binding.
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