How to restore notarised documents in Poland

How to restore notarised documents in Poland

Notarised documents are essential when concluding a Najem Okazjonalny lease in Poland. These include the lease agreement, the tenant’s voluntary submission to eviction, the guarantor statement and addenda. Losing the originals can create serious issues for both tenant and landlord. Fortunately, Polish law provides a mechanism for restoring notarised documents.

What can be restored by a notary

A notary keeps copies of all notarised documents, so you can request duplicates. These include:

• the Najem Okazjonalny lease;
• the tenant’s notarised statement submitting to the eviction procedure;
• the guarantor statement (with or without an address specified);
• addenda to the lease;
• handover reports and other records created for the tenancy.

The restoration process

1. Identify the notary. Documents can be restored only by the notary who notarised them.
2. Submit a request. Typically a written application listing the documents you need.
3. Prove your identity. Present a passport or residence card.
4. Pay the fee. The cost depends on the number of pages and the document type.
5. Receive the duplicate. The notary issues a certified copy with the same legal force as the original.

How long it takes

• Simpler documents (e.g., a guarantor statement) can be restored within 1–2 days.
• Large files (with attachments) can take up to a week.
• In urgent cases a notary may prepare copies faster.

How much it costs

The price depends on page count. The typical rate is about 6–10 PLN per page. Large leases may cost more overall. In most cases, replacing a guarantor statement or a single lease costs roughly 50–150 PLN in total.

Risks of losing notarised documents

• without a copy of the lease it’s hard to prove the rights of tenant and landlord;
• you may face problems with registration or extending a residence card;
• the landlord loses the ability to use the Najem Okazjonalny eviction route;
• in court, the absence of the document can lead to losing the case.

How to avoid problems in future

1. Keep notarised documents in a dedicated folder in a secure place.
2. Scan them and store the files in the cloud.
3. Save electronic copies if your notary provides them.
4. If lost, contact the notary immediately to restore them.

FAQ

Conclusion

Losing notarised documents for a Najem Okazjonalny lease is unpleasant but solvable. Contact the notary who prepared them, submit a request and pay the fee. Certified copies carry the same force as originals, so with the right steps neither tenant nor landlord loses their rights. To prevent issues, make backups in advance and store documents securely.