Poland: templates and forms

A passenger's claim to an airline, in Polish, for compensation under Regulation (EC) No 261/2004: the flight number and date, the route, the booking reference, the scheduled and actual arrival times, the disruption to underline — a delay of 3 hours or more, a cancellation, or denied boarding — the 250, 400 or 600 euro due, expenses and the account. It reminds the airline that only extraordinary circumstances, which it must prove, release it.

An instruction to a Polish bank cancelling a standing order or withdrawing consent to direct debits for a named payee — a telecoms firm, an electricity supplier, a club or a former landlord — with the account number, the payee's details and payment reference, and if needed a request to refund the last debit within 8 weeks. It reminds the reader that cancellation must arrive by the business day before the debit at the latest.

Notice ending a personal account agreement with a Polish bank or other payment provider: the account number and contract date, termination of the linked card and service agreements too, the account for the remaining balance, and a request to confirm closure. It relies on the Payment Services Act: notice cannot exceed one month, and closing is free unless it happens within the first 6 months.

Ending a Polish employment contract by agreement of both sides, on a date they choose, with no notice period and no reasons given. The agreement records who proposed it — which matters for the certificate of employment, for severance where the reasons do not concern the employee, and for the labour office — and settles leave and anything else the parties have agreed.

Notice ending a Polish residential tenancy with one month's notice to the end of a calendar month, on the grounds in art. 11(2) of the tenants' protection act: arrears after a written warning, use against the agreement despite a warning, subletting without consent. The letter states the reason, because without it the notice is void. An owner wanting to move in relies on a different ground with longer periods, and this is not that document.

The letter without which a landlord in Poland cannot end a flat tenancy for arrears: it lists the unpaid periods and the amount, warns of the intention to terminate, and sets an additional deadline of at least a month to pay both arrears and current charges, as art. 11(2)(2) of the tenants' protection act requires. Notice given without this warning is defective.

Notice ending a contract with a Polish phone, internet or TV operator: the customer and contract numbers, the service and number, the basis for ending it to underline — a contract rolled over after the promotional term, an open-ended one, early termination, or a change of terms by the operator — the date wanted, and the return of equipment and any overpayment. It states the one-month notice for a rolled-over contract under the Electronic Communications Law.

A rent increase for a flat in Poland done the way the law requires: not as a "notice of increase" but as written termination of the current amount of rent, with three months' notice (or longer under the agreement), to the end of a calendar month. The letter states the new rent and the date it applies from, and tells the tenant their rights — which is fair to them and makes the increase easier to defend.

A tenant's written notice ending a Polish residential tenancy: which flat, which agreement, what notice period and on what basis, and the date the tenancy ends. The letter also asks to arrange the handover with a record and for the deposit to be returned. The notice period runs from delivery, not from writing, so send it in a way that proves receipt.

Notice ending a contract for an ongoing service in Poland — a gym or pool membership, a course, a subscription, a service plan: the contract and customer numbers, the service, how it ends to underline — with the contract's notice period, immediately for important reasons, or without notice for an open-ended contract that sets none — withdrawal of consent to recurring payments, and a demand to refund fees taken in advance. It relies on rules the terms and conditions cannot exclude.

A consumer's notice for when the seller refused to repair or replace goods that do not conform to the contract, did not do it in reasonable time, the repair did not work, or the defect is too serious to wait (art. 43e of the Consumer Rights Act): the choice between reducing the price and withdrawing from the contract, the amount and the account for the refund. It reminds the seller to repay within 14 days and to take the goods back at its own cost.

A Polish mandate contract with an individual: the tasks, period and place, the contractor's independence, an hourly rate no lower than the statutory minimum — 31.40 zł gross in 2026 — confirmation of hours, monthly payment, a statement of social-insurance status, and termination. A mandate contract generally carries social-security contributions, which is what sets it apart from a contract for a specific work.

A Polish settlement that ends a dispute without going to court — over a payment, damage, a tenancy account or a service: the parties with PESEL numbers, the dispute, what each side concedes, the amount, deadline and account for payment, and a statement that performing the settlement exhausts the claims concerned (art. 917 of the Civil Code). It explains that such a settlement is not enforceable on its own, and how to make it so if the other side fails to perform.

A Polish contract for a specific, verifiable result — a design, a text, software, an object: the work and its requirements, the deadline, a lump-sum fee in words, acceptance by protocol, remedying defects and warranty, the right to withdraw for delay, and transfer of copyright on the named fields of exploitation. It reminds a business client to report the contract to ZUS on the RUD form.

A resolution of the management board of a Polish limited company (sp. z o.o.) moving its address within the town of its registered seat: the resolution number, company name and KRS number, the new address, the effective date, the vote and the board members' signatures. The articles name only the town, so no shareholders' meeting or notary is needed — but the change must be filed with the KRS within 7 days, and only electronically.

A Polish employment contract with no end date, carrying what art. 29 § 1 of the Labour Code requires: the parties with the employer's registered address, job title and duties, place of work, working time, pay and its components, pay date and start date. Notice periods are written out, and the employer gives the remaining terms separately within 7 days of the employee starting work.

A Polish employment contract with an end date, carrying the elements art. 29 § 1 of the Labour Code requires and the limit in art. 25¹: no more than 33 months and three such contracts in total between the same parties — beyond that the contract becomes a permanent one. Since 2023 the employer's notice must state its reason, and the notice periods are the same as for a permanent contract.

The record made when a rented flat in Poland is returned at the end of the tenancy: the state of the flat and furnishings compared with the move-in record, meter readings, keys returned, damage found and the deposit settlement — how much is deducted, for what, and to which account the rest goes back. Settling it on the spot is the simplest way to keep the deposit out of court.

A Polish residential tenancy between private individuals for a set period: rent, deposit, utilities, each side's obligations and a handover record when the flat is handed over and returned. Under Polish law a fixed-term tenancy cannot be ended early except in the cases the agreement names, so this one names them. It is an ordinary tenancy; an occasional tenancy (najem okazjonalny), with the tenant's declaration before a notary, is a separate document.

A Polish residential tenancy with no fixed end date: rent, deposit, utilities, each side's obligations, handover records when the flat is handed over and returned, and the tenant's notice period. The landlord cannot end it at will — only on the grounds in art. 11 of the tenants' protection act, in writing and with the reason given — and the agreement says so plainly rather than promising a freedom the law does not give.

An agreement between Polish businesses for ongoing or periodic services — IT, marketing, accounting, consulting: the scope and what falls outside it, the term, the net fee plus VAT, payment within no more than 60 days, invoices in the national e-invoicing system (KSeF), professional diligence, confidentiality, a liability cap and termination. The rules on mandate contracts apply to it (art. 750 of the Civil Code).

An agreement under which an employee with access to particularly important information undertakes not to compete with the employer for a set time after leaving. The employer pays compensation of at least 25% of the pay received before the employment ended, for a period equal to the ban. It must be in writing on pain of nullity, and stops binding when the employer stops paying.

Notice of resignation from a Polish employment contract, with no reason needed: which contract, what notice period and when it ends — a period counted in weeks ends on a Saturday, one counted in months on the last day of a month. The letter also asks for the certificate of employment on the last day and for leave to be settled. If both sides want to part sooner, they can agree an earlier date after notice is given.

A tenant's request in Poland for written consent to sublet the flat or part of it: to whom, for how long, for what rent and why, with confirmation that the tenant's obligations to the landlord stay with the tenant. There is room at the foot for the landlord's signature — a signed copy is the proof of consent, because subletting without it is one of the grounds on which the landlord may end the tenancy with a month's notice.