The property owner signs the property management contract, with its inseparable part, the power of attorney for our company to empower us to conclude on client’s behalf the rental contracts, as well as perform all daily tasks linked to property management, including taking simple decisions related to ensuring the proper functioning of the property.

There is no requirement that a power of attorney to carry out activities related to renting a property and providing its daily support would have to be in the form of a notarial deed. Sometimes, however, the owners give us power of attorney signed in front of a notary, which increases the reliability of the proxy in the eyes of potential tenants and helps to rent the property more efficiently.

Most frequently, starting a cooperation goes as follows:

1. The owner contacts us to obtain the basic information about our services.
2. We meet with the owner in the apartment that is subject to be rented.
3. We work on developing the project of the property management contract, while collecting all necessary data on the property and its legal status.
4. We conclude the property management contract.
5. We sign a hand-over protocol of the property transfer, the keys, remote controls, documentation, etc.
6. We perform a tenant search.
7. The rental contract is signed and the property is handed over to its new tenant.

The company uses two options for calculating its remuneration:

1. A fixed monthly charge during the period in which the flat is rented.
2. A leasing fee at the signature of each new rental contract, followed by a reduced ongoing monthly fee during the period in which the flat is rented.

All fees are proportional to the revenues generated be the property. The client chooses the option of calculating the remuneration at the signature of the management contract. Then the option can be changed each time the flat turns vacant.

For the period of the vacancy, between the previous and the next tenant, we do not charge any fees.

Yes, the company has the compulsory civil liability insurance for the following activities:
– services of real estate property management,
– services of real estate transactions / brokerage,
– services of accounting.

It depends on the segment of the tenants, to which we would like to address the offer. However, taking into account the average expectations of tenants, an ideal rental apartment should be:
– well located: close to the public transport, in the central districts or those surrounding the centre, close to the recreation areas,
– relatively small: studio or two rooms, with no wasted space, with a separate kitchen and preferably also a separate WC,
– ergonomic: tenants expect capacious wardrobes, equipment, appliances, good use of existing space, the absence of large empty foyers, corridors, etc.,
– aesthetically neutral: painted in neutral, light colours, clean, sunny.

This is not necessary, especially if the flat has 3 or more rooms. Tenants of larger apartments often have their own furniture.

For smaller apartments it is more likely that the tenant will expect the furniture, but it is better to wait with the decision to purchase anything until the prospective tenant is found and only then determine with him the range of necessary objects. Nevertheless, the owner of small unfurnished flat should always have in mind a budget for some furniture.

Certainly yes, but a factor that decides about the eventual success is the level of rent expected by the owner. Once the proposed price is excessive in relation to the market level, the apartment will be harder to rent. However, if the price is set at an attractive level, any property can be rented. Losses resulting from the vacancy related to the inflated price are often much higher than the loss of income associated with the owner’s agreement to reduce the level of rent.

Our company does not manage apartments that are meant to be rented for rooms.

Yes, we accept the management of flats and premises with an ongoing rental contract. However, if the owner takes such a decision because of the problems with his tenant, it is important to thoroughly analyse the actual state of the situation, which will help us choose the best way to resolve the deepening conflict.

The funds paid in by the tenant to cover rent and advances for utilities consumption, arrive at a special bank account. From this account we pay the building community charges, as well as utility invoices and any other charges which are to be paid in line with the the owner’s instruction. Then, the remaining amount is transferred to the landlord’s account.

In this way, the owner receives the ‘net’ funds, free of any further charges, that had been paid by our company. The exception is any applicable taxes, although it is also possible to delegate the tax reporting to our company, so that even the taxes are calculated and paid by us in the name of the owner.

The company does not accept cash transactions – all transactions are done by bank transfers.

At the express request of the owner, there is a possibility of calculating and paying the advances for simplified income tax (PIT-28). The tax reporting service is part of our scope of activities defined by the management contract and is not additionally billed.

Each customer receives a quarterly financial report including all income and expenses, which are charged into his ledger. Such a report can also be ordered at any time for any period. If in doubt, the owner can consult full documentation of costs, as the company keeps it safe and organised so each of these documents is available at any moment.

Our policy towards tenants is based on building relationship in such a way, that if there is a loss of financial stability or any other random situation that influences the timely payments, this information gets to us very soon. Therefore we have the ability to react in advance and propose solutions that are mutually acceptable.

In case we are dealing not only with delayed payments, but also with the difficulties in contact with the tenant, then we undertake formal and legal steps, according to our experience resulting from the previous cases. Possible court procedure is an eventuality, which – in the conditions of the non-social rental market – occurs very rarely.

Timeliness of payments from tenants is under our constant control. The application of our internal financial procedures developed for years exclude the situation where the non-payment escapes our notice and reaction.

For each rental contract the final decision on a certain candidate for the tenant is taken by the apartment owner. We consult the owner as for the interested candidates, always presenting our recommendation. But it is not always possible to fully respect the initial owner’s guidelines as for the tenant profile. In fact, quite often it is the actual profile of the property that influences the type of candidates interested by it.

For this reason, we avoid defining at the early stage of the management contract the exact profile of the prospective tenant. Nevertheless, each time it is the owner who decides whether he accepts the candidate.

The landlord can inspect his property at reasonable intervals, but in a way not to disturb the tranquillity of the tenant and after prior arrangements as for the time of the visit.

To maintain good relations with the tenant it is advised to determine the details of such a visit. Too frequent inspections by the owner do not help to build mutual confidence between the landlord and the tenant. In the case of properties managed by our company the owner has no need for personal visits in his apartment(s).

The legal obligation to declare ones residence is still in force and comes out from the law, so everyone – including a tenant – is subject to declaration of residence. The declaration of temporary residence in a rented apartment is a tenant’s legal obligation towards the municipal office. The role of the landlord is to confirm the tenant’s stay and this role can not be declined, since the rental contract is signed.

If payments are made on time and we do not receive any alarming signals from neighbours or the building’s administration, our contact takes place on the occasion of reminders to tenants on different mandatory technical inspections and work carried out in the building. Two months before the contract deadline tenants are probed for their willingness to extend the contract for a further period.

We always contact the tenants whenever any payments are not settled in a timely manner, or the advance for utilities is not sufficient to cover the incoming invoices.

When determining which party covers the costs of repair of the appliances. the general principle we follow is to identify the cause of the fault:
– if the crash is caused by the natural ageing of the equipment being normally used or achieving a high degree of wear, then the repair or replacement of the equipment is charged to the owner.
– on the contrary, if the fault is caused by tenant’s incorrect use, then it is him to cover the cost of repairs.

If an accident happens, the tenant should report it to us first. Then we will try to determine the cause of the fault consulting the manufacturer’s authorized service for a eventual repair cost estimate. Should the owner be charged, we get his approval and issue a work order.

We try to avoid such situation by offering tenants a possibility to meet at least one month before the end of the contract to verify the state of the apartment and identify possible damages, which should be removed before returning the premises. Should some of the defects be financed by the owners, we discuss it with them in advance.

Most often, when it comes to a damage at the responsibility of a tenant, we know about them earlier than the date of return of the property. We aim then to convince the tenant to repair everything on his own, before returning the flat. If necessary, we can help him by recommending proven professionals.

The scope of repairs charged to the tenant and the owner is governed by law . In case of the tenant, these are minor repairs and the maintenance of appliances and equipment, to which he has access. On the owner – in principle – are the expenditures related to renovations, replacement of various installations, window and door frames and generally all durable equipment of the premisses.

Before delivering the keys the landlord expect the following payments: (i) guarantee deposit, which usually equals to one month rent, (ii) rent for the first month or pro-rata if the first month is incomplete, (iii) utility advance for the first month of lease. Our commission is due within three working days from the date of signing the contract.

If the contract is concluded for 12 months, then the conditions can not be changed without the agreement of both parties. As a rule, there is no such circumstances that would justify the increase of the rent. If the owner plans to raise the rent at the anniversary date, the tenant is informed about it two months before the end of the contract.

The tenant pays a utility advance every month, which accumulates on his account and is consumed to cover the ongoing costs of utilities. Such costs are e.g. the water and heating bills presented by the building administration, waste disposal, but also invoices for electricity and gas. At any time the tenant may ask for a statement to know the current balance of funds gathered from his advance, after having deducted these costs. One has to be aware, however, that the current balance of the advance does not take into account the real cost of utilities used, because they may be settled only after reading the meters and calculating the final costs based of the actual amounts of water or electricity used, in line with the suppliers’ rates.

Therefore at the end of the contract, when the apartment is returned, we carry out a final settlement. This is because it is only then that we know the final readings of the counters and we can compare it with the initial state, which gives us the actual consumption. The value of such consumption is calculated based on the suppliers rate used on invoices. This makes the tenant pay only for the cost of utilities actually used. The whole amount of utility advance is then finally settled, and the eventual difference goes back to the tenant or has to be paid by him.

In some cases, landlords decide to charge the tenant with a fixed utility charge. Such a solution make that the tenant pays a fixed monthly charge to cover the cost of all utilities (water, heating, electricity, etc.). This amount is not be settled in any way at the end of the contract. In other words, if the actual media consumption will be higher than the fixed charge, the difference will have to be paid by the landlord, and if lower, he will be entitled to keep the surplus.
In practice, such a solution is perfect for smaller flats where, thanks to the use of fixed utilities charge, there is no need to prepare any settlements. If the rental contract is extended, we analyse the up-to-date utilities’ costs and adjust the level of the fixed charge to reflect the actual average.

Each of the 12 months of the period for which the contract has been signed is perfectly the same from the landlord’s point of view, regardless of whether the tenant stays in the apartment or not. What can be important for the tenant, during the period when there is no one in the flat, there would be obvious savings on the utilities consumption, which will lead to a surplus on the monthly advance paid by the tenant.

If there is a risk of an delay of payment, please let us know as soon as possible. In this way, we can warn the landlord and prevent any misunderstanding, tension or conflict. In a situation when the payment – despite of our consent for the postponed term – is still due or there is no contact with the tenant, we start the debt collection procedure. It is important, therefore, that if the tenant faces any financial disturbances, he should quickly get in touch with us, because it is always easier to find an amicable solution before the debt builds up.

The deposit is a measure of protection in the event of costs arising from tenant’s improper use, or random damages that require repair. It is not meant to cover rent for any period of the contract.

The timely counter readings are the responsibility of the tenant , especially that the information about the planned readings always comes up in advance. Very often, you can do it yourself and just pass it to the building administration via specified phone numbers, email addresses or to our office. In the absence of reading administration will evaluate the consumption from the average, which may badly affect the amount of future advances having to be paid the tenant.

A fixed period contract in fact already provides the term for which it has been concluded. Only when one of the parties does not comply with its conditions, it creates the circumstances in which it may be cancelled. In practice, however, the parties may foresee special circumstances when termination of the contract for a fixed period will be possible. The solution, which is always available regardless of the circumstances, is the compromise between the parties, to which we often refer to in our practice.

As a rule, our landlords have no reason to visit their rented flats but if for some reason it would come to this, it takes place only after prior appointment with the tenant and in his presence.

Any eventual contacts with the landlords pass through us. If for some reason there would be a need for a personal meeting, we can always arrange that, given the owner is available.

It is a service of managing the real estate property, including among others the timely payment of any charges, assuring its good technical condition, maintaining contact with tenants, etc. In other words, it is taking care of an apartment on behalf of its owner and help tenants in all matters related to the use of the flats.

The rental contracts are concluded usually for a period of 12 months, and such a modes works well for both our owners and tenants. In general we avoid signing contracts for longer periods.

If the rental contract covers an apartment with a parking lot, the tenant may, with the consent of the owner, sub-let the lot on their own, but for a period not longer than the original contract. It is very common for the buildings that people rent parting lots, either by the building administration, security clerks or a notice on building’s announcement board.

It should be stressed out that that it is likely that the tenant may cause some damage, for which he would be solely responsible. Insurance companies have offers that let tenants to insure themselves against civil liability towards the owner or against loss of any valuables stored in the rented flat. The conclusion of such insurance is entirely up to the tenant and currently is not a legal obligation.

Based on our contracts the tenant is not authorized to sublet the apartment or any part of it, but if the owner is informed in advance of such intention and agrees upon that, it is not excluded.

The tenant receives as many sets of keys, as many people have been declared in the rental contract to permanently stay in the apartment.

When preparing a hand-over protocol of premises photos are taken and added to the protocol to add an evidence to the description of the apartment, damages, etc. As a result, when the flat is returned, there is always a possibility to check and compare whether a certain damage was present at the beginning of the contract.

The tenant can bring in his own furniture, but only if he guarantees to take it back when leaving, like that the owners have nothing against it.

It happens that the tenants want to get rid of furniture being in the flat and belonging to the landlord. In such a situation:

– it is worth consulting such move with the owner in order to avoid any misunderstanding, especially since removed appliances may have a different value for the tenant, and another for the landlord,

– the tenant must find a place where he can store the removed object maintaining proper storage conditions (temperature, humidity), and then put them back, all at his own expense,

– in some cases, the owner accept to organize on his own the pick up of unwanted objects or agrees to dispose of them.

It happens that before signing the rental contract the tenant asks for providing some extra appliances or a specific piece of furniture and the owner agrees, but it has to be agreed in advance. Whatever the tenant buys something on his own, he has to take it with him after the end of the contract.

Furniture purchased by the tenant, without prior consultation with the owner, should be taken out of the apartment at the tenant’s move-out. You can propose to the owner its repurchase, but it has to be taken into consideration that not every landlord would be interested to accept it.

Currently, there is a large variety of possibilities for selecting light sources according to ones own preferences, which is why we suggest that you buy the bulbs on your own, and when leaving you take them with you. The owner is not obliged to equip an apartment in a particular type of light bulbs.

In the case of bird nets it is advised to get an approval from administration building first, since sometimes these types of installations are subject to certain guidelines or architectural limitations, like the colour of the net or to which part of the façade it could be fixed, etc. The owner is not obliged to finance such additional equipment.

Each situation is considered individually, we are guided by rational and logical explanation of the causes of destruction – if the furniture is broken, because it was misused, has been broken, etc., the tenant pays for repair / purchase of a new one. If it turns out that it has deteriorated because of normal use, the owner should provide a new one in its place.

In such situation, if you are disturbed during night hours or some incidents happen, please report the case to the relevant institution: the Municipal Guards or the Police. If someone listens to the music too loud but during the day, you constantly hear a dog barking, a renovation next door does not stop until late, the most effective way of acting is a polite conversation with a person cause a nuisance or contacting the building administrator (phone numbers should be published on the information board near the entrance).

On the contrary, if the tenant expects himself a larger group of guests or is organizing a party, it is practised to excuse the nearest neighbours and let them know that we might get a little bit noisy and animated. This will help to avoid spoiling relationships with all frequently seen people, whose help can sometimes be indispensable.

If the owner does not mind, then owning a pet does not exclude you from being a candidate for tenancy. It is very important that if you decide to move in with an animal, you must provide it with the right conditions, ensure cleanliness, hygiene, as well as good relations with the neighbours. If the animal causes a nuisance to other residents of the building (e.g. barking, howling, aggressiveness, etc.), the consequences of such a situation rests solely on the tenant and can be the reason for termination of the contract.

Just in case of any unforeseen situation it is advised to provide us with information about the long absence in the apartment or to leave us a contact data of the person temporarily staying in the apartment. It is not a duty of the tenant, but it would be advisable “just in case”. Nevertheless, it has to be observed that there is no more people staying in the apartment than it has been declared in the rent contract. It is important that people staying in the apartment do not disturb the peace of other residents of the building.

The best is to first call us with the information to figure out where to direct further steps. We will try to find the easiest way out, or call a specialist with the appropriate qualifications. It often happens that we have already come across a similar event and we have a proven simple solution. If not, we will direct the case to the manufacturer’s authorized service of the brand.

In such case, you always need to consult with the owner any details of planned painting, such as colours or brightness of paint to use. The tenant must also reckon that the landlord can expect a restoration to the initial colour at the end of the contract.

“Minor repairs and maintenance” of the apartment are the issues that relate to minor faults, which may occur during use, e.g. loosen door handle, worn tap joint, etc. There are many such small things, which with little own contribution the tenant can easily afford to handle. The appearance of this type of faults is due to the fact that something is normally used and has to be normally maintained.

“Maintenance” of the property is a use of appropriate cleaning agents, performing periodical cleaning of sewage pipes, cleaning windows and doors, replacement of cartridges in the kitchen hood, joints, rings, etc. What is also a maintenance – an annual review of ventilation pipes and the gas installation and appliances, if the apartment is equipped with it.

It is important that the tenant is aware, that if he is not able to cope, or would not know how to fix a particular failure, he should contact us. We have already dealt with most of the things that may happen in an apartment, so we will be happy to share these ideas and suggest some proven solutions.

Importantly, the building administration is carrying out the periodic reviews of the existing common installations: gas, heating, ventilation, or electricity, that are under the responsibility of the building administrator. In the event of such inspection, the tenant is obliged to let the inspection into the flat to carry out such control. If for any reasons the tenant is not present at the flat during the inspection, he risks to be charged for organizing an inspection at another time.

The tenant is obliged to keep the premises in the appropriate hygienic and sanitary conditions. However some stains or traces resulting from normal use are not considered as damages for which the tenant would have to be charged. These are e.g. marks on the walls near beds, tables, hangers, around light switches, some light scratches on the floor near the place where there are chairs, tables, etc. On the opposite, when a child paints a picture on the wall, or if the stains or scratches could by no means be considered as normal use, the tenant has to cover the actual or estimated cost of repairing the damage.

The best solution would be that the tenant on his own removes any traces of dirt before returning the apartment. This is why we always suggest a meeting before the end of the contract in order to assess a general condition of the flat and help in assessment of what would need tenant’s attention before the final return of the keys is done.

Very often, internal rules of buildings do not allow parking of cars with installation of LPG in garages and underground car parks, but to be certain and sure you need to ask the administrator of the particular building.

Unfortunately, we can not offer additional services such as: watering plants, walking out dogs, feeding cats, etc.

– is determined based on the amounts of monthly charges for water, along with sewage, heating and waste collection plus invoices for electricity and gas (if in the apartment). Utilities advance is subject to settlement between the parties based on received invoices and settlements from the building administration. At the end of the contract the final reading of counters are taken into consideration which lets us calculate the cost of actual consumption. This ensures that the tenant will pay only for utilities, which he consumed.

– fixed, monthly amount to cover the cost of utilities, determined on the basis of the historical average cost of all utilities such as: water, along with sewage, heating, waste collection, electricity and gas. Fixed utilities charge is not subject to settlement.

– remuneration for the landlord for the transfer of use of his premises to the tenant. After having collected the rent the landlord finances with these means different kinds of fees and charges, which are on him, such as property tax, building’s renovation fund, maintenance fees charged by the building’s administration, etc.

– calculation of the amount of rent in proportion to the number of days, in which the property is occupied by the tenant; used when the contract is not signed at the beginning of the month.

– it is a form of compensation for a delay in payment beyond the date agreed in the contract. The amount of the applicable statutory interest is defined via a regulation of the council of ministers.

– it is a form of financial guarantee for the landlord, paid by the tenant in the form of a deposit before receiving the keys to the apartment. Security deposit shall be returned to the tenant within one month after he leaves the premises (statutory deadline), deduction being made of any costs of restoring the premises to the condition of the day of signing the contract. It is not intended to cover any tenant’s montly charges, in particular the last month rent.

– These are all owners, whose premises are part of a specific real estate entity (usually one building with its surrounding area).

– cooperative is a voluntary association of a certain number of people, with a variable composition and variable share fund, which in the interests of its members exercises a common economic activity. The cooperative operates on the basis of relevant laws and registered statute.

– it is a legal action, the substance of which is a statement of intent of the principal authorizing another person to perform on his behalf legal actions of the mandate. On the basis of this mandate the proxy is authorized to represent the principal in the legal relations with other legal subjects, to the extent specified in the mandate.

– are performed to check the ventilation, gas, electricity or central heating. A person equipped with a suitable measuring device checks whether the condition of the installation complies with the rules and is safe and operational.