Your deposit is your money, held by the landlord for the duration of the tenancy. Getting it back in full takes more than just handing over the keys — it requires some preparation and attention to the paperwork on both ends.
At Move-In: The Handover Report Is Your Protection
Everything starts with the move-in inspection report. Every existing defect should be documented there and, ideally, photographed. Without that record it becomes very difficult to prove that a scratch on the floor was there before you arrived. If no report was prepared at move-in, create your own photo documentation and email it to the landlord on the day you took possession, that timestamp matters.
What a Landlord Can and Cannot Deduct
Polish civil law distinguishes between fair wear and tear, things that degrade through ordinary use, and damage caused by the tenant. Landlords cannot deduct for:
- Natural wear of floors and walls after years of normal use
- Paint fading on sun-exposed walls
- Minor surface marks on heavily used furniture
- Normal deterioration of seals and caulking
They can deduct for items that are clearly damaged, neglected or missing compared to their condition at move-in. This is exactly why documentation is so important.
Preparing the Apartment Before Handover
One to two weeks before the handover date, go through the apartment systematically: walls, floors, bathroom, kitchen, windows, doors, fixtures. Any damage that was caused during your tenancy should be repaired or professionally fixed before you leave. The apartment should be genuinely clean — not just tidy, but thoroughly washed: oven, fridge, bathroom, grout lines, windowsills.
If the repair list is long, a single handyman visit can often cover most of it. Put the list in the app: handymen on HandyMan24 work across Warsaw and nearby towns.
Move-Out Documentation: What and How to Photograph
On handover day, photograph everything: every wall, the floors, bathroom, kitchen and all fixtures. Photograph the utility meters (electricity, gas, water) with the date visible on the display. Wherever possible, take photos in the landlord’s presence. Send this documentation to yourself by email the same day to create a reliable timestamp.
If the Landlord Refuses to Return the Deposit
If your documentation is solid and the landlord is withholding the deposit without valid grounds, you have the right to pursue the matter through the courts. In Warsaw, many such disputes resolve in settlement once the landlord sees the tenant is well-prepared. It is also worth consulting a lawyer or a tenant rights organisation.
Walls need a refresh after kids or a few years of renting? How walls with drawings and marks get repainted is in the article on repainting walls after children. You can post the job in the app, and independent handymen will send their quotes.