Office Viewing Checklist for Tenants in Poland: What to Inspect Before You Sign

You've found an office that looks promising. The location fits, the rent is in the ballpark, and the landlord seems reasonable. But before you sign anything, a thorough walk-through is non-negotiable. Smart tenants use a viewing checklist to compare spaces fairly and catch issues early. Here's exactly what matters in the Polish market.

Space and Layout

Start with the fundamentals: how much usable space are you actually getting? Poland's office buildings measure in both rentable area (which includes a share of common corridors and lobbies) and usable area (the space within your four walls). Clarify which figure applies to your lease before you sign, because the difference can be substantial. The lease must specify the exact measurement method.

• Measure the room yourself if possible; don't rely on the landlord's figures alone
• Check that the floor plan matches what you see on the ground
• Verify which areas count as your space (hallways, storage, breakrooms?)
• Note any pillars, alcoves or irregular shapes that reduce usable layout
• Walk the entire space at different times of day to assess light and heat
• Confirm parking allocations and whether they're reserved or shared

Building Systems and Utilities

A tired building hides expensive problems. Commercial spaces are subject to fire marshal inspections, and if HVAC isn't equipped, you'll need to negotiate upgrades with the landlord. Don't assume the obvious systems are sound.

• Ask when HVAC was last serviced and review maintenance records
• Test heating and cooling in every room - problems vary by floor and location
• Inspect electrical outlets; count them and verify they match your needs
• Turn on all light switches and note any failures or dimming
• Run water in restrooms and check water pressure
• Ask about internet and telecoms infrastructure; some older buildings require costly upgrades
• Enquire about backup power systems and redundancy for critical services

Polish Lease Terms: Rent and Hidden Costs

This is where most tenants stumble. Base rent is only the start - office rent includes service charges for maintaining common areas, taxes, insurance, utilities and parking fees, and total occupancy cost can be 25–45% higher than headline rent alone. In Poland, the structure varies.

• Office rents are indexed either in EUR or PLN; most prime Class A properties quote in EUR and you may pay in EUR or in PLN converted at a rate specified in the agreement, while PLN-denominated rents are mainly in buildings owned by Polish entities
• Request a detailed cost breakdown showing base rent, service charges, property tax, insurance and utilities separately
• Service charges typically represent around 20–25% of base rent - ask for the past two years' statements to see whether charges have risen
• Clarify whether utilities (electricity, water, heating) are included or charged separately
• Confirm whether parking fees are included or billed hourly/monthly
• Ask whether VAT is itemized; at 23%, it affects your real cost
• Review clauses concerning security for tenant performance, such as deposit or bank guarantee requirements

Lease Duration and Flexibility

In Poland, usual lease terms are three, five or ten years, and these can be extended up to the maximum lease term under law. But the terms you negotiate now matter deeply later.

• Confirm the exact start and end dates and any renewal options
• Focus on renewal clauses; sometimes a tenant wants to stay after expiry but has no guarantees, and with ten-year leases it's crucial to negotiate rent revisions after five years, for example
• Ask whether the landlord allows early termination and under what conditions
• Understand tenant incentives such as rent-free periods after handover, landlord fit-out contributions, or relocation cost reimbursement, since terms are confidential and negotiated individually
• If fit-out works are needed, request a detailed timeline and clear responsibility for design approval and costs

Building Condition and Maintenance

Small details reveal how well the building is cared for; check whether common areas are clean and well-lit, parking in good repair, lighting functional, restrooms clean and maintained, as these reflect how the property is managed and what daily life there will be like.

• Inspect stairwells, corridors, restrooms and lifts for cleanliness and repairs
• Walk the car park at peak hours; note any potholes, poor lighting, or security concerns
• Ask about the building's maintenance team: are they in-house or outsourced?
• Request contact details for the building manager and understand the response time for maintenance requests
• Ask how the landlord handles emergency repairs (heating failure, water leak, power outage)
• Check fire exits and ensure they're unobstructed

Location, Transport and Amenities

Location shapes your day-to-day. Tenants are particularly active in high-quality space in central locations, but that premium has a cost.

• Walk the area during morning and evening rush hours to assess congestion and noise
• Identify public transport links; verify timetables and journey times to key client locations
• Confirm cycle and car parking adequacy for your team
• Check whether the building has a canteen, café or nearby lunch options
• Ask about delivery access for couriers and large items
• Note that Warsaw's office market has faced a shortage of modern space with limited new supply coming, and constrained availability continues to fuel rent rises in prime locations

Fit-Out and Alterations

Most commercial leases allow you to customize the space, but with conditions. Several delivery standards are recognized: shell and core, developer finish, turnkey and plug and play.

• Establish whether the space arrives shell-and-core (bare concrete), partially finished, or turnkey (ready to occupy)
• Ask the landlord's fit-out standards; obtain written approval before signing
• Clarify whether improvements remain with the landlord at lease end or if you'll restore the space; most leases require landlord's prior consent for alterations
• Request sample designs and contractors approved by the landlord
• Ask whether the landlord contributes to fit-out costs and under what conditions

Red Flags to Watch

• Vague cost breakdowns. If the landlord won't itemize service charges or utilities, walk. Imprecise terms or absent closed lists of shared costs may lead to abuses or overinterpretations in the future.
• No maintenance history. If the building manager can't produce service records for HVAC, lifts or electrical systems, that's a warning sign.
• Locked-in long leases with no rent review. If you're signing five or more years, insist on a rent-review clause at mid-term; market conditions change.
• High vacancy in the building. Vacancy in Warsaw fell to 8.5% at the end of Q2 2026, but ask why specific floors or wings are empty; is there a hidden problem?
• Unclear security deposit terms. The lease should detail security for proper performance, including deposit or bank guarantee rules. Avoid open-ended liability.
• Restrictions on use. Leases restrict the leased property to a particular use, and you cannot change use without landlord consent. If your business model might evolve, negotiate flexibility.
• Landlord entry without notice. Polish commercial leases allow landlord inspections, but these should be scheduled with prior notice. If the lease allows unannounced entry, negotiate to change it.

Before You Sign: The Negotiation

Polish commercial leases are flexible and heavily negotiated. Commercial leases start with an offer to lease detailing key business terms including space, duration, rent and tenant inducements, and are characterized by flexibility and negotiation potential. Don't accept the first draft.

• Take the offer home and review it with a commercial lawyer or tenant adviser before responding
• Request amendments in writing; verbal promises don't bind anyone
• Negotiate rent-free periods, fit-out allowances, and service charge caps – these are standard
• Ask for a detailed Technical Specification document signed by both parties
• Ensure all incentives, concessions and maintenance obligations are written into the final lease

FAQ

What's the difference between usable and rentable area in Poland?

Usable area is the space within your four walls; rentable includes a proportionate share of common areas like corridors, lobbies and lobbies. Polish leases must specify which measurement applies. Always clarify this before you commit, because the difference can add 10–20% to your costs.

Can I negotiate service charges or ask for a cap?

Yes. Service charges vary by building and market conditions, but they're negotiable. Many tenants now ask for a closed list of what counts as shared costs and a yearly cap (e.g., no more than 3% annual increase). This requires language in the lease; add it before you sign.

What happens if I want to leave early?

Polish commercial leases typically run three to ten years. Early termination is rare and usually comes with a penalty (e.g., three months' rent in lieu of notice). Negotiate break clauses upfront if you foresee uncertainty. If you're unsure of your long-term plans, aim for a three-year initial term with renewal options rather than a longer fixed lease.

Are rents rising in Poland right now?

In prime office projects in central Warsaw, rental levels range from approximately EUR 19 to EUR 27.50 per m² per month, with low supply driving upward pressure on rents in prime locations. In Kraków, headline rents at the end of 2025 ranged between EUR 10.00–18.50 per m² per month and in projects under construction, asking rents reached up to EUR 20.00 per m² per month. Regional cities remain more affordable than Warsaw.

Should I hire a tenant adviser or lawyer?

If you're signing a lease longer than three years or the space costs more than a few thousand euros per month, hire a commercial real estate lawyer or tenant-representation adviser. The fee (typically 1–2 months' rent) pays for itself through better terms and avoided pitfalls. Post your requirement on the market and advisers will respond.

Sources

Cushman & Wakefield Poland MarketBeat Q1 2026; EurobuildCEE Office Market Reports 2025–2026; Property Forum; Officerentinfo.pl; BNM Real Estate Advisory; Dudkowiak & Putyra Commercial Leases Legal Guide; DLA Piper REALWORLD Poland