Certified Translation of a Lease Agreement: What to Check Before Signing

A certified translation of a lease agreement is a highly specialized service that can be provided in both written and oral form, depending on the client’s preferences and Polish legal requirements.

These translations are most frequently commissioned when a foreigner moving to Poland plans to rent an apartment and wants to thoroughly understand every legal clause before signing a binding contract.

In this article, the MS Mostowy Translator’s Office explains exactly when a sworn translation of a lease agreement is legally required, who is authorized to perform it, and the difference between a written translation and an oral interpretation at a notary. Most importantly, we will highlight what a tenant must check before signing the document and how to seamlessly order this service.

When Do You Need a Sworn Translation of a Lease?

The choice between a written translation and oral interpretation is dictated entirely by how you intend to use the document.

Oral Interpretation (At the Notary): If you are planning to sign an “Occasional Lease Agreement” (umowa najmu okazjonalnego), Polish law strictly requires the presence of a sworn translator if the tenant is not fluent in Polish. In this scenario, the translator provides live, oral interpretation of the document at the notary’s office. Upon concluding the legal act, the sworn translator signs the notarial deed alongside the tenant, officially certifying that the interpretation was faithful, accurate, and impartial.

Written Translation (For Administrative Purposes): If you are wondering when a certified written translation is necessary, it is primarily required for Polish administrative procedures. For instance, a foreigner will need it when applying for a temporary or permanent residence permit (karta pobytu) at the Immigration Office (Urząd Wojewódzki). A written sworn translation is also mandatory at the City Hall (Urząd Miasta) if an expat needs to officially register their residential address (zameldowanie). In these situations, the clerk must receive a sealed, legally binding Polish translation of the foreign lease clearly stating the applicant’s address.

What to Check Before You Sign

Before handing over your money and signing a lease with a landlord, you should calmly analyze the document. There are several critical issues you must verify:

• Personal Details: First and foremost, verify that the tenant’s and landlord’s details are flawless. Any typo in a PESEL, passport number, or name (such as spelling discrepancies that might contradict your passport translation) must be corrected before signing.
• Costs and Fees: Ensure that all financial obligations—the base rent, utility advances, and administrative fees (czynsz administracyjny)—are explicitly defined and perfectly align with the verbal agreements you made with the landlord.
• Termination Conditions and Deposits: The contract must clearly state the notice period for terminating the lease. Regarding the security deposit (kaucja), verify its exact amount, the deadline for its return after moving out, and the precise conditions under which the landlord can make deductions.
• Maintenance Responsibilities: The lease should specify who is responsible for repairing appliances or fixing plumbing. In Poland, it is standard practice that the tenant covers minor, everyday maintenance, while the landlord handles major failures and structural repairs.
• Handover Protocol (Protokół Zdawczo-Odbiorczy): Ensure a detailed handover protocol is attached to the lease. It should list all the apartment’s furnishings and the exact, current utility meter readings (water, electricity, gas). Pro Tip: Always take date-stamped photos of the apartment before moving in to document pre-existing damage.

Who Can Translate It and How?

A sworn translation carries official legal weight and can only be performed by a licensed state expert. As explained in our guide on how to choose a sworn translator, a candidate must pass a rigorous state exam organized by the Ministry of Justice and take a formal oath before the Minister.

Written Translation vs. Standard Translation: A written certified translation is always issued as a physical printout bearing the official state seal and handwritten signature. Because it is a “closed” document, absolutely no handwritten corrections or additional signatures can be added to it later.

Therefore, if you are still negotiating the lease, ordering a standard commercial translation (editable file) is often a better first step. You can review the content, make adjustments, and only ask the sworn translator to officially certify the final, signed version.

Oral Interpretation at the Notary: As mentioned, an Occasional Lease Agreement requires a notary. This lease type is legally inseparable from a “Submission to Enforcement” declaration (oświadczenie o poddaniu się egzekucji under Art. 777 of the Polish Code of Civil Procedure). This powerful clause protects the landlord by allowing swift eviction if the tenant stops paying rent.

The sworn translator will use sight translation (a form of consecutive interpretation) to instantly translate the notarial deed so the tenant fully comprehends these severe legal consequences. Following this, the translator stamps and signs the notarial act.

Costs and Delivery Times

Pricing varies drastically depending on the chosen format.

Written Translations: In Poland, sworn written translations are billed based on the statutory character count: 1 standard page = 1125 characters (including spaces).

The cost of translating a lease is directly tied to its length and detail. A simple room rental agreement might take just 5 pages, but leases drafted by developers or corporate rental agencies are dense legal texts that frequently span from 10 to 40 statutory pages. Therefore, we can only provide an accurate quote after analyzing a scan of the document.

Oral Interpretation (Notary): Interpretation services are billed completely differently—usually at an hourly rate or in pre-determined blocks (e.g., up to 4 hours). If billed hourly, the law dictates that every started hour counts as a full hour, even if the meeting only ran over by 10 minutes. A standard lease signing at a notary typically takes between 1 and 2 hours.

How to Order Your Translation

The process at MS Mostowy is highly intuitive:

• Written Translation: Email us a clear scan or PDF of the lease agreement. We will immediately provide a free quote and delivery timeline. Once you accept the quote and provide the down-payment (via bank transfer or BLIK), we begin the translation. When finished, you will receive the physically stamped document. (Note: If you need to submit it to a Polish office, they may also require a certified translation of your ID card.)
• Oral Interpretation: Email us the exact date, time, and address of the notary’s office. Once we verify our translator’s availability in the calendar, we will confirm the appointment and provide our hourly rate. Payment for oral interpretation is made directly to the translator in cash or via BLIK immediately after the notarial act concludes.

FAQ: Certified Translation of a Lease Agreement in Poland