Apartment handover protocol for students in Gdańsk (2026/2027)

Complete Checklist of 50 points (Divided into zones)

Apply this list during verification. If the point is damaged – write it down in the protocol.

I. Kitchen and Annex (Weak point of most apartments)

• Induction/gas hob: Check for scratches and if each box is warm.
• Oven: Is the interior clean? (The owners love to deduct 200 PLN for “cleaning”).
• Eaves: Are the filters not glued with grease?
• Refrigerator: The condition of the gaskets and whether all shelves are intact.
• Freezer: Are there no cracks in the drawers?
• Sink: Are there any enamel chips or scratches on the border?
• Kitchen faucet: Is it leaking at the base?
• Cabinets: Are the hinges not sagging and the fronts swollen from moisture?
• Countertop: Check the edges at the sink (they often swell from water).
• Kettle/Microwave: Are they free of scale and rust?

II. Bathroom (This is the easiest place to find “hidden” defects)

• Joints: Are there no black dots (mushroom)? Important in Sopot close to the sea, where the humidity is huge.
• Silicone at the shower tray: Is it airtight and clean?
• Shower head: Isn’t it stoned?
• Linear drain/grate: Isn’t it clogged with the hair of its predecessors?
• Mirror: Are there no “black edges” (corrosion of the mirror from moisture)?
• Toilet: Is the board not cracked and firmly fixed?
• Washing machine: Powder drawer condition (often full of mold).
• Washbasin: Inspect the underside for leaks.
• Ventilation: Is the grille clogged with dust?
• Tiles: Knock them to make sure they are not “deaf” (badly glued).

III. Your Room (Your Primary Responsibility)

• Floor/Panels: Every scratch under the desk must be noted.
• Walls: Check for double-sided tape marks and dirt at the light switches.
• Mattress: Lift the sheet! Check for stains and dents.
• Bed frame: Is it not creaking and is the frame broken?
• Desk: The condition of the countertop – are there any spires from the cups?
• Swivel Chair: Do the gun lift mechanism and wheels not scratch the floor?
• Wardrobe: Doesn’t the bar bend and do the drawer slides run smoothly?
• Curtains/Blinds: Check the winding mechanism and the cleanliness of the fabric.
• Windows: Is the handle not “jumping” and is the frame not scratched?
• Window sills: Do they have discoloration from the pots?

IV. Installations and details

• Electrical outlets: Aren’t they falling out of the wall? (Plague in blocks of flats in Żabianka).
• Light switches: Do they work the first time?
• Internet/Router: Is the signal reaching your room? (In the thick walls in Wrzeszcz this is a problem).
• Radiators: Are there no signs of rust and does the thermostat rotate?
• Intercom: Can you hear the caller and does he open the door?
• Interior doors: Do they not rub against the floor?
• Handles: Do they have no slack?
• Lighting: Do all the bulbs light up (if not, let the owner replace now).
• Skirting boards: Do they adhere to the walls?
• Threshold: Isn’t it loose?

V. General and Media (Disputes)

• Energy Meter: Exact number and condition.
• Cold Water Meter: Location (often in a shaft in the bathroom).
• Hot water meter: Compare with the number in the contract.
• Dividers on radiators: Write down the values so as not to pay for the heating of your predecessor.
• Keys: Count the number of sets (apartment, cage, garbage can, basement).
• Remote control for the gate/garage: If you have one – check the range.
• Basement/storage room: Is it emptied of the previous tenant’s trash?
• Balcony: Condition of tiles and railings (paint often chips).
• Smell: Is there no dampness or cigarettes in the apartment? (Type this!).
• General Cleanliness: If the apartment is dirty, enter: “The apartment requires professional cleaning.”

Deposit vs District – What to watch out for in the Tri-City?

The most common mistakes students make about the deposit

1. Error “On the Word”: The owner says: “Oh, this stain on the wall has already been there, we don’t have to type in”. When moving out, the same owner “forgets” and demands 300 PLN for painting. Always type everything.
2. No USOSweb verification: If you receive a welfare grant or allowance and spend it on a deposit, you must have proof of payment. Many people pay cash “to hand” without a receipt. In 2026, it’s asking for trouble.
3. Ignorance of deadlines: According to the law, the owner has 30 days to return the deposit from the day the keys are handed over. Students often think that they need to get the money immediately and sign unfavorable settlements “for half the deposit” in a nervous state.
4. Ignoring natural wear and tear: Remember that according to the Civil Code, you are not responsible for the natural wear and tear of things. A dirty wall after a year is wear and tear, but a hole in the wall is destruction. Students let themselves be persuaded that they have to give up their apartment “like new”.

A law whose owners do not want to quote

In the academic year 2026/2027, the basis for your claims is the Act on the Protection of Tenants’ Rights. Many landlords in Gdańsk count on your ignorance, using contractual provisions contrary to common law. You need to know that the deposit is refundable and indexed. What does this mean in practice? If the rent in the apartment at Do Studzienki Street increases during your lease, the deposit upon return should be recalculated in proportion to the new rent rate. Although in the case of short-term student rentals (10 months) the differences are marginal, the very fact of knowing this regulation puts you in the position of an expert during negotiations.

Remember: the deposit cannot be used to finance improvements to the apartment. If the owner wants to use your money to replace the old sofa with a new one in a room in Żabianka, and you have not destroyed it (except for normal wear and tear), it is an attempt to steal. A handover protocol with a precise description of the “degree of wear and tear of furniture” (e.g. “a sofa with traces of fading, a folding mechanism that works with resistance”) cuts off such attempts at the very beginning.

Digital Documentation and the Cloud: Your Evidence Archive

In 2026, a paper protocol is only half the battle. A digital attachment is a standard in the Tri-City, especially in modern investments such as Alchemia or Olivia Business Centre, where students with a richer portfolio often rent.

1. Image metadata: Every photo taken during a room takeover must have metadata (EXIF) preserved. Google Photos or iCloud automatically save your location (GPS) and the exact time. If the owner disputes the technical condition of the floor in Gdynia Redłów, you show a photo with the location sewn up, which is irrefutable evidence in the mediation process.
2. 3D/Lidar Scanning: If you have a newer smartphone, use an app like Polycam to create a 3D scan of the room. This allows for a millimetre assessment of the condition of walls and furniture. Write in the protocol: “An integral part of the document is a 3D scan of the room made on the day the keys were handed over.” This has a depressing effect on the owners – they see that they are dealing with someone who is technically beyond them.

Detailed inventory of equipment: IKEA vs. IKEA Design

In Gdańsk, the market is divided into “student standard” (furniture from the LACK/KALLAX series from Ikea in Targówek/Okęcie – in the case of Gdańsk, of course, it is IKEA Park Handlowy Matarnia) and premium apartments. You must note the brands of equipment in the protocol.

• Why is it important? If there is an SMEG refrigerator in the kitchen in Przymorze, and you simply enter “refrigerator” in the protocol, when you move out, the owner may try to charge you with the cost of premium repairs for defects that were there before.
• Brand checklist: Write down the serial numbers of laptops (if equipped), the serial numbers of household appliances and the condition of the filters in the coffee machines. If you are renting a “top-of-the-line” apartment in Garnizon (Wrzeszcz), check that the tableware is complete. Missing one branded glass can cost you a PLN 50 deduction from the deposit.

Tri-City Factor: Moisture, salt and windows

Studying in Gdańsk or Sopot is associated with a specific climate. The proximity of the Bay of Gdańsk means high humidity, which drastically affects the condition of apartments.

1. Leaky windows and salt: In the coastal belt (Brzeźno, Jelitkowo), salt settles on window gaskets and fittings, causing their corrosion and “heavy” walking of the handles. If the window in the room at Morska Street in Gdynia opens with difficulty – take note of it. Otherwise, the owner will accuse you of mechanical damage to the fittings.
2. Mold under window sills: In old blocks of flats in Zaspa and in tenement houses in Oliwa, thermal bridges are the norm. Uncover the curtains and check the corners by the windows. Every slightest discoloration must be included in the protocol as a “possible outbreak of moisture/mold formed before the rental”. Without this, when you move out in June, you will be accused of “not airing the apartment” and pay for fungus removal.

Deposit in “All-Inclusive” packages – the lump sum trap

In 2026, “room with media included” offers have become popular. The student thinks that the deposit is safe because he “pays a lump sum”. This is a mistake.

Owners often use provisions about “excessive wear”. If your contract includes a lump sum but the deposit is charged, check if the protocol contains meter readings. If there are no states, the owner has no basis to claim that you have used more water than the lump sum provides. Always demand meter readings, even if utilities are “included”. This blocks the possibility of unjustifiably deducting PLN 300 from the deposit for “excess electricity”, which no one is able to prove.

Evacuation: Strategy for the “Acceptance” of the apartment in June 2027

The refund of the deposit depends on how you play the last 30 minutes in the apartment.

• Pick-up date: Never make an appointment to pick up your keys in a hurry, e.g. 2 hours before the train leaves Gdansk Główny. The owner will sense the pressure of time and start “finding” defects, knowing that you will sign everything in order to catch the train.
• Witness: When handing over the apartment, have another person with you (it can be a colleague from the Gdańsk University of Technology Student Town). The witness cools down the owner’s emotions and makes attempts to trick him on the “damaged table” more difficult.
• Final Protocol: Demand a signature under the record: “The owner does not raise any objections to the condition of the premises and equipment, the deposit is refundable in full within X days”. If the owner refuses to make such a record – do not return the keys without writing specific comments and referring to them in the same letter.

What if the owner “disappears” or blocks the number?

In the Tri-City, there are cases of “ghosting” of students after handing over their keys. The money does not flow into the account, and the phone is silent.

1. Pre-trial summons: It’s not just a scarecrow. Sending a “Final Demand for Payment” by registered mail to the owner’s address (the one from the contract!) costs 10 PLN, and often solves the problem in 24 hours.
2. USOS and legal aid: If you study at MUG or UG, you have access to free legal advice. Law students are happy to help with writing lawsuits in a simplified procedure. The court fee for a deposit of PLN 2500 is only about PLN 100-200, and the costs are charged to the owner. The very fact of informing the owner of the intention to take the case to court with the help of a university counselling centre usually ends the case with the transfer of a deposit.

Table: Technical verification on receipt

“Professional Cleaning” clause – A trap in contracts for 2026/2027

In the Gdańsk rental reality, especially in new investments in Przymorze (e.g. Olivia Star/Alchemia) or in revitalized tenement houses in Wrzeszcz, owners massively introduce a provision in contracts about the need to “professionally clean the premises before moving out”. The cost of such a service in 2027 is an expense of PLN 600-900, which the owner automatically wants to deduct from your deposit.

How do I block it in the protocol?

When taking over the apartment, if you see even the slightest dust on the skirting boards or a streak on the window, write in the protocol: “The apartment was handed over in a state of general cleanliness, with traces of use, requiring refreshment”. Why is this crucial? The tenant’s law says that you are to hand over the premises in an undeteriorated condition. If you prove with a protocol that the apartment was not “sterile clean/professionally cleaned” on the day of moving in, the provision of professional cleaning when moving out becomes ineffective. Don’t let yourself be told that you have to pay for a cleaning team if you had to wash the floor yourself when you moved in.

GPEC and Smart Metering – Precise heat settlement in Gdańsk

Gdańsk is based on the GPEC heating network. In the academic year 2026/2027, most of the apartments in the strip from Oliwa to Śródmieście are already equipped with smart meters that can be read remotely. This is a double-edged sword for you.

Deposit Protection Strategy:

1. Real-time reading: Request access to the GPEC application or e-meter on the day the protocol is signed. Do not agree to provisions such as “settlement will take place according to forecasts”. Enter the real GJ (gigajoule) value visible in the system.
2. Fixed vs. variable costs: Many quarrels over the deposit in Gdańsk concern the settlement of the so-called “ordered power”. Make sure that the protocol separates actual consumption from subscription fees. If the landlord claims that utilities are included in the price, but charges a deposit, the record must include: “The deposit is not subject to settlement due to fixed fees for the supply of heat, which are paid by the landlord as part of a lump sum”.

Notarial Occasional Lease in Gdansk

Most of the apartments near the Gdańsk University of Technology Student Town or MUG faculties are rented on an occasional basis. A notary (often with an office at Rajska Street or in the vicinity of the Court on Nowe Ogrody Street) only confirms a statement of submission to enforcement, but it is the handover protocol that protects you from losing money.

If your occasional rental agreement includes an attachment about the “condition of the equipment”, make sure that it is not a generic list from Ikea. In 2026, owners often enter inflated values of furniture. If you see in the report: “Office chair – value 800 PLN”, and the chair already has visible abrasion, add: “The item shows technical wear at the level of 50%”. This will prevent the owner from buying a new chair with your deposit under the pretext of “property damage”.

Where to look for support in Gdańsk when the deposit is at risk?

Tenant vs. “Kamienicznik” – Psychology of Reception in Sopot

Sopot is a specific market. You often rent there from older people, the so-called “native Sopotians”, who are extremely sensitive to the condition of parquet and window joinery in tenement houses near the Faculty of Economics of the University of Gdańsk.

Tricks for a safe deposit return in Sopot

• Floor verification: Dance floors in Sopot are often a hundred years old. Write down each gap between the boards in the protocol. If you don’t, the owner may claim that “you spilled water and the wood worked out”, which will end up with a deduction of PLN 1000 for scraping.
• Provision on “seasonality”: If your contract in Sopot ends in June (because the owner wants to rent tourists for Open’er), there must be a clear record in the handover protocol about the date of return of the deposit. Sopot is in a hurry in June – force the owner to have a deadline of 14 days for the transfer, instead of the statutory 30.

Equipment that was not there in 2020

Modern apartments in Gdańsk (especially those in the Garnizon housing estate or in the Letnica area) are packed with technology that you forget about in the protocol.

1. Air purifiers and humidifiers: If they are in stock, please check the filter replacement date. The new filter costs 200-400 PLN. If the filter is black at the entrance, enter: “Filter worn, needs to be replaced by the landlord”.
2. Smart locks (e.g. Tedee/Nuki): Check that the battery is charged and that you have full permissions in the app. Write in the protocol: “Electronic lock in working order, digital access has been transferred”. If the lock gets stuck after a month and you have not noted its condition, the owner will charge you for the cost of service (approx. 500 PLN).
3. Air conditioning (standard in Letnica/Śródmieście): Put it in heating and cooling mode. Check if it makes any strange noises. Lack of air conditioning service is the owner’s fault, but if you don’t notice an “unpleasant smell” at take-off, you will pay for the fungus removal.

“Final Transfer” Procedure

In 2027, instant payments (BLIK/express transfers) will be the standard. When signing the protocol when moving out, offer the landlord: “Do you agree that there is no damage? Let’s transfer the deposit now, minus the actual electricity consumption from the meter.”

If the owner refuses and you have an Electronic Student Card (ELS) and access to a trusted profile, inform them that in the event of delay, the case will go to the e-court (EPU). An application in the e-court costs 1.25% of the value of the dispute and is crossed out by a person without leaving home. In Gdańsk, apartment owners know that students of Gdańsk University of Technology or University of Gdańsk are increasingly aware of their rights and rarely risk a bail process if they have a solid, 50-point protocol with photos in the cloud against them.

Remember: Your deposit is not a “bonus” for the owner. It’s your hard-earned money that is supposed to be back in your account no later than a month after the last exam in the summer session.

What worries students most often in Gdansk? Tenant FAQ

Can the landlord in Gdańsk deduct from the deposit for cleaning the apartment?

It can only do so if you hand over the apartment in a worse condition than you took it over. If your October 2026 report says “apartment clean, cleaned”, you must return it in the same condition. Owners in the Tri-City often hire cleaning companies and issue invoices for PLN 400-600, charging students. To avoid this, take pictures of every corner of the apartment, inside the oven and behind the cabinets, when you pass the apartment. If you have proof that it is clean, the deduction is illegal. However, if the protocol at the time of introduction speaks of dirt, you are not obliged to give a “flash”.

What if the owner does not want to sign my handover protocol?

In such a situation, you face a great risk. If you rent a room, e.g. in Gdynia, Grabówek or Gdańsk Żabianka, and the owner refuses to sign, take a video walk around the apartment with a witness (e.g. another student) and send a one-sided protocol with photos by registered mail or e-mail with confirmation of receipt. In 2026, electronic proof of service has a lot of weight in court. Remember to write in the body of the e-mail: “In connection with the refusal to sign the protocol on the spot, I am sending the documentation of the facts”.

How much time does the landlord in the Tri-City have to return the deposit in 2026/2027?

The statutory deadline is 30 days from the day the premises are vacated (keys handed over). Many contracts in Gdansk have provisions for 14 days, which is beneficial for you. If the deadline passes, you must send a “Final Demand for Payment”. Don’t be fooled by the explanations about “waiting for a bill from Energi or Saur Neptun Gdańsk”. Utility billing should be based on the meter readings from the protocol. After 30 days, charge statutory interest for late payment.

Can an MZKZG metropolitan ticket or an ELS card be a “pledge” instead of a deposit?

Absolutely not. No owner has the right to demand your documents as collateral. In 2026, the deposit is the only legal form of financial security. Handing over the ELS card to a third party is a violation of the university’s regulations and may result in problems in the dean’s office. If the owner suggests such a solution, it is a “red flag” – run away from this offer, it is a market pathology.

What if I destroyed something in the apartment, but it was the fault of the old installation?

This is a common case in old blocks of flats in Przymorze or Zaspa. If the pipe burst and flooded the panels, it is not your fault, but the owner’s fault (lack of maintenance of the installation). However, if you left the iron on and burned the carpet – you are the answer. The key is to report failures immediately. In the academic year 2026/2027, communication via WhatsApp or Messenger is considered evidence in court. Document each defect at the time of its occurrence, not when you move out.

Does occasional rental change anything in terms of recovering the deposit?

The deposit mechanism itself remains the same, but occasional lease makes the landlord have an easier enforcement path if, for example, you stop paying. When it comes to returning the deposit after the end of the contract, the process is identical. However, you need to know that the notarial costs of an occasional lease in Gdansk (approx. 300-500 PLN) are often divided between the student and the landlord – make sure that this has not been deducted from your deposit illegally.

Can I “live out” the deposit in the last month of my studies?

Legally – no, unless the contract states otherwise. The deposit is intended to cover possible damages and underpayments for utilities, and not to pay the last rent. Landlords in Gdańsk are very careful about this, because they are afraid that after you move out, they will be left with a destroyed apartment and lack of funds for repairs. If you don’t pay your last rent, the landlord can charge interest and deduct it from the deposit along with contractual penalties.

How to enter the smell of cigarettes or animals into the protocol?

This is very important when renting in tenement houses in the Lower Town. The smell is difficult to remove (requires ozonation, which costs about 300 PLN). If you smell an odor at the entrance, write in the remarks section: “Intense smell of tobacco/animal smoke in the apartment.” If you don’t, the landlord may find out after a year that it was you who smoked in the room and deduct the cost of ozonation from your money.

Can the deposit be higher than one rent?

Yes. According to Polish law, the deposit for ordinary rentals can be up to 12 times the monthly rent, and for occasional rentals up to 6 times. In the student reality in Gdańsk (Wrzeszcz, Oliwa), the standard is a deposit of 100-150% of one rent. If someone demands a 3-month deposit from you for a room at Do Studzienki Street, it is a signal that the owner is extremely distrustful or is looking for quick cash.

Where to look for legal assistance in Gdańsk when the owner steals the deposit?

If you are a student of the University of Gdańsk, use the Student Legal Clinic at the Faculty of Law and Administration (Oliwa Campus). Help is also offered by the Consumer Ombudsman at the Municipal Office in Gdańsk. In 2026, FB groups such as “Sue the Owner – Tricity” are also popular, where students share their experiences with specific “tenement houses” and hire lawyers together for class actions.