Office Fit-Out Costs in Poland: A Complete Breakdown for 2026

Office fit-out is one of the largest capital expenditures most businesses make often running to hundreds of thousands of euros for even a mid-sized space. Understanding the cost components, how to manage them, and what you can negotiate from the landlord is essential before committing to a new office in Poland.

1. Average Office Fit-Out Cost in Poland

Fit-Out Category | Cost Range (€/sq m)

Basic fit-out (Cat A → open plan Cat B) | €150–€250
Standard fit-out (mixed open/enclosed) | €250–€450
High-spec fit-out (executive/professional services) | €450–€800
Tech/creative (exposed services, premium finishes) | €500–€900

These figures include: design fees, project management, partitioning, raised floors, suspended ceilings, LED lighting, HVAC zoning, IT cabling infrastructure and basic furniture. They exclude: AV equipment, specialist IT, artwork and branding.

2. Main Cost Components

Design and project management

Architect/interior designer: 8–12% of total project cost
Project manager: 5–8% of total project cost
CDM/H&S coordinator: 1–2%

Construction works

Partitioning (glass and plasterboard): €80–€200/sq m
Raised access floors: €40–€80/sq m
Suspended ceilings: €30–€60/sq m
LED lighting: €25–€50/sq m
HVAC (additional zoning): €40–€100/sq m

IT and AV infrastructure

Structured cabling (Cat6A): €20–€40/sq m
AV in meeting rooms: €5,000–€15,000 per meeting room
Server room/IT hub: €20,000–€80,000 depending on specification

Furniture

Standard workstation (desk + chair): €600–€1,500 per person
Meeting table and chairs (8-person): €2,000–€6,000

3. Negotiating a Landlord Fit-Out Contribution

In Poland's current office market (2026), landlords of Grade A space routinely offer fit-out contributions (also called tenant improvement allowances or capital contributions):

Standard markets: €50–€100/sq m
Competitive/high-vacancy markets: €80–€150/sq m
Pre-let or BTS: Higher contributions possible for longer lease commitments

Important: Always document the fit-out contribution in the formal lease agreement — not a side letter. And clarify whether the contribution is payable upfront, in stages or as rent-free equivalent.

4. Reinstatement: The Hidden Cost

Most Poland office leases require tenants to restore the premises to original condition (Category A) at lease end. This means removing all partitioning, raised floors, suspended ceilings and fit-out.

Budget for reinstatement: €40–€100/sq m depending on specification.

Best practice: Negotiate a partial or full reinstatement waiver at lease commencement. This is far easier to agree at the start than at lease end.

FAQ

How long does an office fit-out take in Poland?

For a standard 500–1,000 sq m office, the design-to-completion timeline is typically 12–20 weeks: 4–6 weeks design, 2–4 weeks tender and contractor selection, 6–10 weeks construction. Start the process immediately after signing heads of terms to minimise void costs.

Can I use my own contractor for office fit-out in Poland?

Generally yes, subject to landlord approval of the contractor and works specification. Some landlords maintain approved contractor lists. Ensure your contractor has local experience — local subcontractor relationships, knowledge of local building regulations and language capability are important.

What VAT applies to office fit-out in Poland?

Construction and fit-out services are subject to standard VAT at 23%. VAT-registered businesses can typically recover this. Check with your local tax advisor as recovery rules can be complex for mixed-use or exempt activities.