How do I protect my rental flat from a problematic tenant?

My name is Rafal Radomski, I have been working in the real estate industry for years and in my work I often come across landlords who want to rent out a property quickly but at the same time safely. At renting flats in Gdańsk or Gdynia, the biggest mistake is to focus solely on the amount of rent and the first person who wants to sign the contract. A well-prepared tenancy starts earlier - by vetting the tenant, getting the documents in order, establishing payment arrangements and accurately describing the condition of the property.

Problems with the tenant cannot be ruled out in 100%, because renting always involves a relationship between people. However, it is possible to significantly reduce the risk of rent arrears, damage to the flat, disputes over the deposit or difficulties in leaving the property. The contract itself is not as important as the whole process: the presentation of the flat, the interview with the applicant, the documentation, the handover protocol and the landlord's reaction to the first warning signs.

In the following text, I show what to look out for before signing a contract, so that renting a flat is as safe as possible for the landlord and well arranged from the first contact with the tenant. I invite you to read on.

Table of contents

• Why is a problem tenant often the result of poor preparation?
• How do I check out a tenant before signing a contract?
  • What warning signs should draw the owner's attention?
• Contract, deposit and protocol - the three basic landlord protections
  • Is the occasional tenancy always the best option?
• How to reduce the risk of tenant problems?
• Is it worth entrusting the rental of a flat to an intermediary?
• FAQ - Frequently asked questions

Why is a problem tenant often the result of poor preparation?

Landlords often assume that if the tenant makes a good impression during the presentation, everything should go smoothly. Unfortunately, a friendly conversation is no substitute for verification, a well-written contract and clear billing rules. Problems usually do not start on the day of the first arrears, but earlier - when the landlord skips questions about the source of income, agrees to too low a deposit or hands over the keys without a detailed protocol.

Renting a flat safely requires a cool head. It is worth checking who will actually live in the property, how many people are expected to use the property and whether the tenant accepts the rules regarding payments, pets, subletting, smoking in the flat or repairs. The more things that are agreed before the contract is signed, the less room for a later „but I thought...”.

How do I check out a tenant before signing a contract?

Tenant vetting is not about an interview. It is about having a calm conversation and gathering information to help you assess the risk of renting. It is worth asking about the reason for the move, the planned duration of the tenancy, the source of income, the number of household members and previous rental experience. If the applicant avoids basic answers, presses for an „off-the-shelf” contract or is unwilling to pay a deposit, the landlord should be cautious.

It is also useful to confirm the identity of the tenant and to establish who exactly will be party to the agreement. If the flat is rented by a couple, a group of friends or employees of a company, it must be made clear who is responsible for payments and any damages. Believe me, a well-verified tenant is better than a tenant found quickly but without any checking.

What warning signs should draw the owner's attention?

Not every unusual detail signifies a problem, but several signals at once should set off a check light for the owner. These include: avoiding to talk about income, unwillingness to show ID, pressure to skip paperwork, negotiating the deposit down to zero, unwillingness to have a handover protocol or trying to bring in extra people without writing them into the contract.

In most cases, a troubled tenancy starts with small concessions. The landlord wants to be flexible, so he gives up some of the documents, accepts a lower deposit or postpones the signing of the annexes „for later”. Unfortunately, later, when arrears, damages or a billing dispute arise, the very elements that were supposed to safeguard the landlord's interest are missing.

Contract, deposit and protocol - the three basic landlord protections

A good tenancy agreement should not be a random template downloaded from the internet and completed in a hurry. It must clearly state the amount of rent, the due date, the rules for billing utilities, the notice period, the number of people living in the property, the liability for damages and the conditions for the return of the deposit. The landlord should also take care to include provisions on subletting, pets, smoking in the flat, repairs and how to contact in emergency situations.

The deposit is not an addition to the contract, but a real security. Its amount should correspond to the standard of the flat, the value of the furnishings and the potential cost of repairs. In the case of a renovated property with new appliances, customised furniture and good finishing, a symbolic deposit often does not protect the owner sufficiently.

Equally important is the handover protocol. It should include the status of the meters, the number of sets of keys, a description of the furnishings, the condition of the walls, floors, doors, windows, appliances and furniture. Well-made photo documentation avoids many disputes, as it shows in what condition the flat was handed over to the tenant.

Is the occasional tenancy always the best option?

The occasional tenancy can be a very good security for the landlord, but only if it is properly prepared. Among other things, it requires a declaration by the tenant in the form of a notarial deed, an indication of the premises to which he or she can move, and the completion of tax formalities. If any of these elements are omitted, the landlord may have much weaker protection than he assumed when signing the contract.

This does not mean that every situation requires an occasional tenancy. With some properties, a well-prepared simple agreement, a solid deposit, a proven tenant and a thorough protocol will suffice. On the other hand, if the landlord wants to make the process of vacating the premises at the end of the tenancy more secure, it is worth considering this form and making sure all the attachments are in place.

How to reduce the risk of tenant problems?

Risks	What might happen?	How to safeguard the owner?
Non-payment of rent	Tenant becomes late, pays part or stops paying rent	Tenant verification, clear payment terms, security deposit, arrears records and rapid response to the first delay
Destruction in the flat	Damaged walls, furniture, floors, household appliances or equipment	Handover protocol, photos, inventory of equipment, adequate deposit and clear rules for repairs
The dispute over the media	Tenant disputes surcharge for electricity, water, gas or heating	Inventory of meters, determination of billing, storage of invoices and payment receipts
Illegal subletting	There are people living in the property who are not in the contract	A provision prohibiting subletting without the landlord's consent and indicating the number of persons entitled to live there
Conflicts with neighbours	Noise, parties, community complaints, violation of building regulations	Communicate the terms of use of the premises, appropriate provisions in the contract and a quick conversation with the tenant
Problem with leaving the premises	Tenant refuses to move out at end of contract	A well-prepared contract, considering occasional tenancy and keeping an eye on formal deadlines
Bail dispute	Tenant expects full reimbursement despite damage or arrears	Detailed minutes, handover and acceptance day photos, clear account of deductions
No contact with the tenant	Tenant does not answer the phone, does not respond to messages, avoids discussing payments	Contact details in the contract, definition of the form of communication and prompt documentation of arrears

Is it worth entrusting flat rental intermediary?

A professional tenancy service is not just about uploading an ad to the internet. Preparation of an offer in our office includes price analysis, photo session, property description, presentation of the premises, selection of applications, interviews with candidates and arranging documents. This is especially important when the owner does not live in the Tricity, does not have time for presentations or wants to limit the risk of accidentally selecting a tenant.

At renting flats in Gdańsk Landlords can often count on a high level of interest, but the sheer number of enquiries does not always mean that a responsible and reliable tenant will be found quickly. It is important to be able to separate those who are genuinely interested from those who send messages en masse, negotiate all the conditions or avoid basic formalities. Cooperation with our estate agency helps guide the landlord through the entire process more smoothly - from preparing the property, to selecting a tenant, to signing the contract and handing over the keys.

At Radomski Nieruchomości we look at renting not only through the prism of the monthly rent. What is important is the security of the landlord, the quality of the tenant, the correctness of the documents and whether the flat will generate a stable income without constant problems. Sometimes it is better to wait a few days longer for the right tenant than to sign a contract with the first person who applied after seeing the ad.

I invite anyone interested to contact me.

+48 783 187 968 (Gdansk)
+48 884 843 118 (Gdynia)
biuro@radomskinieruchomosci.pl

FAQ - Frequently asked questions

1. How do I secure my flat against a problematic tenant?

The most important thing is a combination of several steps: tenant verification, a good contract, an adequate deposit and a detailed handover protocol. A single document does not give full protection, but a whole structured process significantly reduces the risk of arrears, damage and disputes.

2. How do I check a tenant before renting a flat?

It is worth discussing the source of income, the planned duration of the tenancy, the number of household members, previous rentals and willingness to sign full documentation. If an applicant avoids basic information or presses to omit paperwork, the landlord should be cautious.

3 Does the occasional tenancy protect the landlord?

The occasional tenancy can better protect the landlord, especially in a situation where the tenant does not want to vacate the premises at the end of the agreement. However, it must be remembered that this form only works properly if all the attachments, the notarial deed and the notification to the tax office are prepared in accordance with the regulations.

4. How much deposit is worth taking when renting a flat?

The amount of the deposit should depend on the standard of the flat, the value of the furnishings and the potential cost of repairs. For well-finished units with new furniture and appliances, a deposit that is too low may not protect the landlord in practice.

5. can an estate agency help avoid a bad tenant?

A real estate agency cannot guarantee that a tenancy will always be problem-free, but it can significantly reduce the risk by screening applications, interviewing candidates and preparing documents. This is particularly useful when renting flats in Gdańsk, Gdynia and the entire Tricity, where interest in premises is sometimes high, but the quality of enquiries varies greatly.