01
Identity and circumstances
Who will actually be living there, how many people, and on what basis they are in Poland. The person who signs is the person who moves in — it sounds obvious, and it is the source of some of the worst problems.
Let Your Property
For owners of apartments, houses and commercial units in Warsaw and the surrounding area.
I
In good hands
We take owners through the whole tenancy — calmly, safely and on good terms.
II
Ready to let
Home staging, a professional shoot and a rent strategy raise what your listing is worth.
III
An owner's peace of mind
Thorough tenant vetting and an agreement written by a lawyer — real protection for your rights.
[ 01 · Service ]
The right tenant, not the first.
You'll get the flat back. The year spent getting it back, you won't.
Villa Estate is a Warsaw agency run by lawyers. We prepare the property, set the rent from data, run the viewings, check the tenant before they get the keys, and write an agreement that genuinely protects the owner.
[ 02 · The point ]
An empty month costs you one month's rent. The wrong tenant can cost you a year.
Owners are usually afraid of a void, so they say yes to the first person who turns up. In Poland the real exposure isn't the empty month — it's a tenant who stops paying and won't leave. Getting the flat back can take well over a year, and for all that time you go on paying the building charges, the utilities and the tax for somebody who is living in it.
[ 03 · Comparison ]
On your own, or with us
Letting a flat yourself is easy. The hard part only starts when something goes wrong.
On your own
- An advert with phone photos and a rent set by feel.
- Viewings after work and at weekends, with anyone who calls.
- You judge the tenant on a first impression and the first month's transfer.
- An agreement downloaded off the internet, whose worth you discover in a dispute.
With Villa Estate
- A prepared property, a professional shoot and a rent built on local data.
- We run the viewings and only bring you candidates who have passed vetting.
- Identity, income and rental history checked before anything is signed.
- An agreement written by a lawyer for this property and your situation.
[ 04 · Reach ]
More candidates means a better choice
The point isn't to let quickly. The point is to have someone to choose between. We work with hundreds of Warsaw agencies, so your listing reaches their clients and our own book of tenants at the same time — and the more genuine applications there are, the easier it is to turn down the ones that give you pause. That's the whole advantage: you choose, instead of taking whoever happened to turn up.
[ 05 · Vetting ]
How we vet a tenant
Five things established before anything is signed. The keys only change hands afterwards.
02
Income and where it comes from
Whether the rent sits sensibly inside the tenant's budget, and where the money comes from. Confirmation of employment or of a business, not just an assurance.
03
Rental history
Where they lived before, for how long, and why they're leaving. Frequent moves and a reluctance to talk about the previous landlord are a signal we don't ignore.
04
Purpose of the tenancy
Whether the flat is to be lived in, sublet, used short-term or run as a business. It changes the wear on the property, your tax position and the wording of the agreement.
05
A conversation and references
An ordinary, unhurried conversation and, where possible, a word with the previous landlord. After five hundred of those conversations you hear things that don't show up in documents.
[ 06 · Edge ]
Agreement, protection, rent
Polish tenancy law is written with the tenant in mind. The agreement is what evens up the owner's position.
01
An agreement written for you
Villa Estate is run by lawyers. We don't use templates: every agreement is drafted for a specific property and a specific owner's situation. The deposit, payment dates, termination rules, liability for damage and the ban on subletting — all worded so they can actually be relied on.
02
Form of tenancy and safeguards
Ordinary, occasional or institutional tenancy — what really separates them is how quickly you can get the property back. We match the form to your situation and see the formalities through, from the notarial declaration to the filing with the tax office, because without those the safeguard simply doesn't work.
03
A rent grounded in data
We know what flats in your building and your area actually let for, and how long they stand empty. Too high a rent means a void; too low means money handed over every month for a whole year.
[ 07 · Preparation ]
Before the advert goes up
Four things that decide how many candidates come forward at all — and therefore whether you have anyone to choose between.
01
Rent strategy
We set the rent, and what it covers, from real local figures. We also say plainly what each week of a void costs at any given price.
02
Home staging
Usually a clear-out, small repairs and better lighting are enough. Sometimes a little furnishing is worth adding — but we always work out first whether it lifts the rent enough to pay for itself.
03
Photography and video
A professional shoot and a floor plan. On the rental market a listing with weak photos collects random phone calls; a good one collects serious candidates.
04
Viewings
We run them, in blocks, at one time. You don't take a day off and you don't let anyone into the flat we haven't checked first.
[ 08 · Benefits ]
What you actually get
No asterisks and no small print — this is the scope we deliver on every tenancy.
01
A vetted tenant
Identity, income, rental history and the purpose of the tenancy established before signing, not after the first late transfer.
02
An agreement written by a lawyer
Drafted for your property, with safeguards that can be enforced. No templates off the internet.
03
More candidates
Your listing across hundreds of partner offices and our own book of tenants. More applications means a better choice, not merely a faster let.
04
The right rent
Set from local data, with a plain calculation of what a void costs at every price you're considering.
05
Your time and your peace
You don't field the calls, don't drive to viewings, and don't explain for the tenth time what the rent includes.
06
Support during the tenancy
The inventory, the meters, the handover — and if a payment problem or damage comes up later, you know who to call.
What could your property earn?
The rental valuation is free and commits you to nothing. We reply within one working day.
[ 09 · The process ]
From the mandate to the keys
This is what a typical letting with us looks like. With the rent set sensibly it fits into three or four weeks.
Start
Rental valuation and mandate
We view the property, set the rent from local figures and sign an agency agreement — with a defined scope and a fee agreed up front.
Week 1
Preparation and the shoot
A clear-out, small repairs and home staging to the agreed scope, then a professional photo shoot and floor plan. We write the description ourselves.
Going live
Publication and network
The listing opens simultaneously on the portals, across the partner agency network and in our own book of tenants. What we want is the number of genuine applications, not one quick phone call.
Viewings
Showings
We run them, in blocks. We screen out the people who came to look around out of curiosity and collect applications from those genuinely interested.
Vetting
Checking the candidates
Identity, income, rental history, purpose of the tenancy and a conversation. We bring you candidates with a short, honest summary — including what we don't like about them.
Agreement
The agreement and safeguards
We draft the agreement for your property, choose the form of tenancy, set the deposit and — if we go with an occasional tenancy — complete the notarial declaration and the filing with the tax office.
Completion
Inventory and keys
We record the condition of the flat and the meter readings, take photographs and hand over the keys. That inventory is what defends your deposit and your property a year from now.
During the tenancy
We don't disappear after signing
If payments slip, damage occurs or notice needs serving, you know who to call. We also help with renewals, settling the deposit, and the next tenancy when this one ends.
[ 10 · Voices ]
What owners say
From people whose properties we have let in Warsaw and the surrounding area.
My previous tenant left me three months of arrears and a flat that needed redoing. This time I was given three candidates with a summary of what each earned and why they were moving. We took the second. Third year now, without a single day's delay.
I let from abroad and for years did it myself, through friends. With this agreement somebody explained to me for the first time the difference between an ordinary and an occasional tenancy, and saw the notarial declaration through. I sleep better.
I wanted it let immediately and at any price. They talked me out of the first candidate — one I'd have taken myself — and told me to wait ten days. The second tenant is still there and pays four hundred złoty a month more.
[ 11 · Questions ]
Before you ask
The questions owners ask most often. If yours isn't here, write to us and we'll answer it personally.
We agree the fee before we start and write it into the contract — nothing gets added along the way. Preparing the property, the photo shoot, the viewings, vetting the tenant and drafting the agreement are part of the service, not separate line items. The rental valuation and the first conversation are free.
Above all, how quickly you can get the property back. An occasional tenancy requires a notarial declaration in which the tenant names the address they will move to, plus filing the agreement with the tax office — and it puts the owner in a far stronger position. An institutional tenancy is for landlords letting as a business. We match the form to your situation and explain what each one means.
Identity and who will actually be living there, their circumstances and basis of stay, income and its source, rental history and the reason for moving, the purpose of the tenancy, and — where possible — a reference from the previous landlord. We do it within GDPR: only the data needed to assess the risk, kept no longer than necessary.
That is exactly why we spend so much attention on the agreement and the form of tenancy — they determine what remedies you have. We act from the first late payment: formal demands, a conversation, negotiation, and if it comes to it, further legal steps. We don't promise the problem will never happen; we promise you won't face it without support, and that the agreement will be on your side.
You don't have to, but we recommend it and we'll tell you why. Exclusivity lets us invest in preparing the property and open the listing to hundreds of other offices instead of competing with them for the same tenant. The agreement runs for a fixed term and you can terminate it.
Yes, and we do it regularly. The preparation, the shoot, the viewings and the vetting all happen on the ground, and you decide from our summaries. The agreement can be signed electronically or through an attorney. For an occasional tenancy we help arrange the notary.
Private letting in Poland is now taxed under the lump-sum regime on revenue. We explain how to handle it and keep an eye on the deadlines that follow from the form of tenancy you choose — in particular filing the agreement for an occasional tenancy. For more complicated situations we refer you to an accountant we trust.
With the rent set sensibly and the flat prepared, usually three to four weeks from signing with us to handing over the keys. The opening price affects the pace more than anything: too high stretches the search by weeks, and every week of a void costs more than the difference in rent.
[ 12 · Letting ]
Let's start with a rental valuation.
Tell us what you want to let and where. Within one working day we'll come back with a realistic rent range built from local figures, a proposal for preparing the property and clear terms — no obligation, and no adding you to a mailing list.
- The rental valuation and the first conversation are free.
- Every tenant is vetted before anything is signed.
- Your details stay with Villa Estate. We don't sell them and we don't share them.