Record & Protocol: templates and forms
8 forms available to fill out or download.
Vehicle handover record (protokół zdawczo-odbiorczy samochodu)
A record of handing a car over to a buyer, hirer or other user in Poland, to go with the sale or rental agreement: the date and time of handover, the parties, the make, registration and VIN, the odometer and fuel level, the number of keys, the documents and equipment handed over, and visible damage. The handover time settles who answers for fines, charges and damage, and the description of condition heads off disputes about defects.
Acknowledgement of debt (uznanie długu)
A debtor's written acknowledgement of a debt under Polish law: the creditor, what the debt is for and how much it is as of a stated date, in words, and an undertaking to pay by a date or on a schedule into a stated account. Acknowledging a debt interrupts the limitation period, which then starts again (arts. 123 and 124 of the Civil Code), and is strong evidence the debt exists, which is why creditors often ask for one before agreeing to instalments.
Minutes of an annual shareholders' meeting with resolutions (Poland)
Minutes of the annual shareholders' meeting of a Polish limited company with the three resolutions art. 231 of the Commercial Companies Code requires: approving the financial statements and the management report, distributing profit or covering a loss, and discharging the board members. It records the chair's election, the meeting's capacity to pass resolutions, the agenda and the votes. The meeting must be held within 6 months of the financial year's end.
Management board resolution changing a company's address (Poland)
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.
Shareholders' resolution appointing a management board member (Poland)
A resolution of the shareholders' meeting of a Polish limited company appointing a management board member: the person's details and PESEL, the role, the term, the effective date, the secret ballot and its result, and the chair's and minute-taker's signatures. It notes that the change is filed with the KRS within 7 days together with the appointee's consent and address for service — the statement for that is a separate document in the catalogue.
At-fault driver's statement after a collision (Poland)
A statement written at the scene of a minor collision in Poland where nobody was hurt: the date, time and place, the at-fault driver's details and licence, their vehicle and OC policy, the other driver and vehicle, what happened, visible damage, witnesses, room for a sketch, and the admission of fault. It is the main evidence for a claim against the at-fault driver's insurer when the parties do not call the police.
Flat handover record — move-out
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.
Flat handover record — move-in
The record made on the day a flat in Poland is handed to the tenant: the state of the flat, its furnishings, the electricity, gas, water and heating meter readings, the keys handed over and any defects noticed, signed by both sides. When the flat is returned its state is compared with this record — which is what decides which damage happened during the tenancy, and so what may be deducted from the deposit.