Checklist: 15 Documents You Must Have Before 20 May 2026

Short-Term Rental Document Checklist - 15 Essential Documents

Running a short-term rental in Poland in 2026 requires organized documentation. Some documents are hard legal requirements (e.g. fire safety measures, the GDPR notice), while others are good practices that protect you in the event of an inspection, a dispute with a guest, or an accident. In this article we present a complete list of 15 documents worth having. For each one we explain what it is, its legal status, and how to obtain it.

1. Registration in Your Municipality's Register

This is the real first step, and it applies today. Under Article 39(3) of the Act on Hotel Services, facilities providing accommodation services that are not hotels, motels, guesthouses, etc. (i.e. typical short-term rental apartments) must be registered in the register kept by the head of the municipality (wójt), mayor, or city president competent for the property's location.

You submit the notification on a form available at or from the municipal office. It is free. It includes, among other things, the owner's/manager's details, the property's address and type, and the number of guest places.

A note on CWTON: the separate, nationwide CWTON register stemming from EU Regulation 2024/1028 has not yet gone live - the Polish implementing act (draft UC135) is still in progress, and host registration is not currently possible. The penalties (including up to 50,000 PLN) are provisions of the draft act, not law in force today. Once the system launches we'll publish detailed instructions. Until then, the municipal register is the real registration obligation.

Consequences of not having one: A fine for failing to register in the municipal register, problems during an inspection.

2. House Rules

House rules are a document that defines the terms of use for your property by guests. This isn't just a matter of convenience - house rules are required by regulations on accommodation services and serve as the legal basis for enforcing rules with guests.

House rules should include:

• Quiet hours
• Smoking policy
• Pet information
• Rules for using property equipment
• Check-in and check-out procedure
• Rules regarding additional guests
• Information about liability for damages
• Emergency numbers and host contact details

The house rules should be available in the property in printed form and sent to guests before arrival. It's worth preparing them in Polish and English.

Consequences of not having one: Difficulty enforcing rules, no legal basis in disputes with guests, negative reviews from neighbors.

3. Basic Fire Safety Measures

An important distinction: a full Fire Safety Instruction (IBP) in the sense of fire safety regulations applies to buildings of a certain size/use and, as a rule, does not apply to an ordinary apartment rented short-term. So you don't need a formal IBP prepared by an expert for a typical apartment.

What actually applies to an ordinary apartment:

• Working smoke detectors (mandatory from June 30, 2026 - see point 5) and a CO detector wherever fuel is burned
• An easily accessible fire extinguisher and clear evacuation routes
• Annual inspection of chimney and ventilation ducts and their periodic cleaning (Article 62 of the Construction Law)
• Clear information for guests: where the detectors, extinguisher, and exit are, plus emergency numbers

For your own safety it's worth preparing a simple internal procedure for what to do in case of fire and posting it in the property - but treat that as a good practice, not a formal obligation to hold an IBP for an apartment.

Consequences of neglecting this: Liability in case of an accident, insurance problems, penalties during an inspection (e.g. for missing the required smoke detectors from June 30, 2026).

4. Evacuation Plan

An evacuation plan is a graphic diagram showing emergency exit routes from the property. It must be displayed in a visible location - ideally near the entrance door or in the hallway.

The evacuation plan should include:

• Floor plan with marked evacuation routes
• Emergency exit locations
• Locations of fire extinguishers and smoke detectors
• Assembly point after evacuation
• Emergency numbers
• Arrows indicating the evacuation direction

The plan must be legible and understandable to people unfamiliar with the property. It's worth preparing it in a bilingual version (Polish and English).

Consequences of not having one: Violation of fire safety regulations, liability in case of an accident, problems during fire department inspection.

5. Smoke Detectors (Mandatory From June 30, 2026) and Their Inspection Report

This is the most important new hard requirement for hosts. Under the Regulation of the Minister of Interior and Administration of November 21, 2024, smoke detectors become mandatory from June 30, 2026 in existing premises where accommodation services are provided - including short-term rental apartments. In addition, wherever fuel is burned (e.g. a gas heater, a fireplace), a carbon monoxide (CO) detector is required. Missing the required detectors carries a penalty (up to around 30,000 PLN).

Installation alone isn't enough - it's worth regularly checking that the detectors work and documenting those checks. The inspection report should include: inspection date, location of each detector, test result (operational/non-operational), battery replacement date, signature of the person conducting the inspection. It's recommended to install detectors in every bedroom, hallway, and kitchen.

Consequences of not having them: A penalty for missing the required smoke detectors, liability in case of fire, insurance problems.

6. Fire Extinguisher Inspection Report

Every accommodation property must be equipped with at least one fire extinguisher. The extinguisher must undergo regular technical inspection - at least once a year by a certified technician. The inspection report confirms the extinguisher is in working order.

The fire extinguisher inspection report should include: extinguisher data (type, capacity, serial number), inspection date, inspection result, next required inspection date, technician's signature and stamp. The extinguisher should be placed in an easily accessible location marked with the appropriate sign.

Consequences of not having one: Fine during fire safety inspection, no insurance coverage in case of fire.

7. GDPR Privacy Notice - Personal Data Processing Information

As a host, you collect guests' personal data (name, surname, document number, email address, phone number). Under GDPR, you must inform guests about what data you collect, for what purpose, how long you store it, and what their rights are.

The GDPR privacy notice should include:

• Data controller information (your details as the host)
• Purpose of data processing (providing accommodation services on the basis of the contract with the guest)
• Legal basis for processing
• Data retention period
• Rights of the data subject (access, rectification, deletion)
• Information about data sharing with third parties

The notice should be provided to guests before or at check-in. The most convenient approach is to include it in the property rules or send it by email along with the booking confirmation.

Consequences of not having one: Fines from the Data Protection Authority (UODO) - up to 20 million EUR or 4% of annual turnover, guest claims.

8. Guest Register (Good Practice)

Contrary to a widespread belief, keeping a guest register (guest book) in private short-term rental is not a legal obligation today - the requirement to keep guest books in accommodation facilities was abolished, and the Population Registration Act imposes no such duty on the host. A guest register is, however, a good practice: it makes accounting easier, helps in the event of a dispute, and may become a requirement in the future (such a provision appeared in the draft act implementing CWTON).

If you do keep a register, it's worth including for each guest: name and surname and the dates of their stay; you collect this data on the basis of your contract with the guest (Article 6(1)(b) GDPR). You have no obligation to report foreign guests to the Border Guard or any authority (that's the practice of some other countries, not a Polish requirement on the host).

Consequences of not having one: Harder accounting and a weaker evidentiary position in a dispute with a guest - but no statutory penalty for simply not keeping a register.

9. Cleaning and Disinfection Protocol

The cleaning and disinfection protocol documents the cleaning and disinfection procedures applied to the property between guest stays. This has been especially important since the COVID-19 pandemic, but sanitary requirements existed before that as well.

The protocol should include: list of cleaning tasks performed after each guest, cleaning and disinfection products used, frequency of linen and towel changes, procedure for disinfecting touch surfaces (handles, switches, remotes), date and signature of the person performing the cleaning. It's also worth keeping a cleaning log documenting the date and scope of each cleaning.

Consequences of not having one: Problems during sanitary inspection, negative guest reviews, liability in case of infection.

10. Emergency Contact List

An emergency contact list is a simple but crucial document that must be easily accessible in the property. It should be placed in a visible location - by the entrance door, on the fridge, or on an information board.

The list should include:

• Emergency number 112
• Fire Department - 998
• Ambulance - 999
• Police - 997
• Host or contact person phone number
• Address of the nearest hospital or clinic
• Address of the nearest pharmacy
• Building administrator's number (if applicable)
• Property address (the guest may need it when calling emergency services)

It's worth preparing the list in a bilingual version. Many foreign guests may not know Polish emergency numbers.

Consequences of not having one: Delayed response in an emergency, liability in case of an accident.

11. Liability Insurance Policy (OC)

Liability insurance (OC) is not formally mandatory for every host, but it's absolutely essential for protecting your assets. Standard home insurance usually doesn't cover short-term rental activities.

A host's liability insurance policy should cover: liability for injuries to guests in the property, liability for damage caused by guests to third parties (e.g., neighbors), liability for equipment-related damage, coverage of medical costs in case of a guest accident. Keep the policy in electronic form and have it ready to present to a guest or regulatory body upon request.

Consequences of not having one: No financial protection in case of an accident, personal liability for damages.

12. Tax Documentation

Short-term rental generates income that's subject to taxation. You need organized tax documentation, including: revenue records from rental, invoices or receipts for business-related costs, tax payment confirmations, tax office registration.

If you use the flat-rate tax (the most commonly chosen method for rental taxation), the rate is 8.5% on income up to 100,000 PLN per year and 12.5% on the excess. If you use general tax rules, you can deduct costs. For rentals operated as a business activity, additional documentation requirements apply.

Consequences of not having one: Tax penalties, tax arrears with interest, tax office audit.

13. Property Documents

You must have basic documents confirming your right to manage the property. This matters when registering in the municipal register, and in the future likely also when registering in the CWTON system. It's worth having:

• Ownership deed or rental agreement with subletting rights
• Land register (ksiega wieczysta) excerpt
• Co-owner consent (if the property has multiple owners)
• Housing community or cooperative consent (if required by their rules)

Lack of a clear legal title to the property may make it harder to register in the municipal register, and in the future in the CWTON system, and can lead to disputes.

Consequences of not having one: Problems registering the property, legal disputes with owners, lease termination.

14. Booking Platform Documents

Each booking platform (Airbnb, Booking.com, Vrbo, etc.) requires specific documents and information. It's worth having them organized in one place:

• Terms of service for each platform where you publish listings (familiarity with the rules)
• Login credentials for platform accounts
• Copies of published listings with the CWTON number
• Historical reservation data (for tax purposes)
• Correspondence with platforms regarding verification

Ultimately, once the national CWTON system launches, platforms will require a registration number for each listing. For now, though, no such system operates in Poland, so platforms do not remove Polish listings for a missing number - they have no register to verify numbers against.

Consequences of not having one (platform documentation): Harder account settlement and verification, chaos across multiple properties.

15. Confirmation of Registration in the Municipal Register

This closes the loop on point 1: it's worth keeping proof of registering the property in the register of other facilities providing hotel services, maintained by the municipality (Article 39(3) of the Act on Hotel Services). This is the real registration obligation today, independent of the future CWTON system.

The notification includes: the owner's or manager's details, the property's address and type, and the number of guest places. You'll find the form and procedure on the municipality's website or at the resident service office. Keep proof of submission in case of an inspection.

Consequences of not having one: A fine for failing to register, problems during inspections.

How to Organize Your Documentation?

With 15 different documents to manage, it's worth implementing an organizational system:

1. Digital folder - create a dedicated folder in the cloud (Google Drive, Dropbox) with subfolders for each document category. This ensures access from anywhere and protection against loss
2. Physical folder in the property - prepare a binder with the most important documents in paper form, available in the property in case of inspection
3. Reminder calendar - set reminders for document expiration dates: fire extinguisher inspection (annually), smoke detector check (every 6 months), insurance policy renewal
4. Pre-guest checklist - prepare a short checklist to run through before each guest arrival: are the house rules in place, are emergency contacts visible, is the fire extinguisher accessible

Summary

Complete documentation isn't a bureaucratic invention - it's your legal, financial, and operational protection. Each of the 15 listed documents serves a specific function, and its absence can result in concrete consequences. The good news is that you don't need to create most documents from scratch - ready-made templates and samples exist that you just need to customize for your property.

Don't want to search for templates and regulations on your own? The HostReady Package includes complete documentation, fill-in templates, and checklists - ready to use right after purchase.