Services / Rental Management
Rental Property Management
We find a tenant, monitor timely payments and the condition of the apartment. The owner handles nothing — even if they live abroad.
Management adapted to the owner's situation
We can begin the engagement at various stages — when the property is already rented, being prepared for rental, or when the owner has several properties.
Owner based abroad
If you are based outside Poland, we take over agreed tasks on the ground — tenant contact, coordination of property matters and informing you about situations that require your decision.
Property already rented or being prepared for rental
We can take over the management of an existing tenancy, monitor payments and coordinate ongoing matters. If the property is not yet rented, we can first find a tenant, organise the handover and then continue with ongoing management.
Multiple properties
For owners of several properties we can prepare a unified management model — with an agreed scope of service for each property, a transparent reporting system and a single point of contact for ongoing matters.
Day-to-day property matters — on our side
The exact scope of tasks is agreed before the engagement begins. Depending on the property, management may include:
Tenant contact
We handle day-to-day communication on matters related to the tenancy and the use of the property.
Payment monitoring
We monitor timely payments related to the tenancy and respond in case of delays.
Operating costs
Within the agreed scope we monitor payments and costs related to property operation and coordinate arising matters.
Repairs and faults
We receive reports of issues and coordinate necessary actions with the owner and contractors.
Building administration contact
Where needed we coordinate ongoing property matters with the building administration or property manager.
Tenant changeover
If the current tenant moves out, we can organise the property handback, preparation for the next tenancy and the search for a new tenant.
Documents and agreement
We help coordinate documents related to the start, continuation or termination of the tenancy.
Owner updates
We inform the owner about significant matters concerning the property and situations that require their decision or approval.
From learning about the property to ongoing management
The scope of management, decision-making process and service cost are agreed before we start working with the property.
Learning about the property
We discuss the property, the current tenancy situation and the tasks the owner wants to hand over to VT Group.
Defining the management scope
We determine which matters remain with the owner and which are taken over by our team.
Agreeing the terms of engagement
We agree the communication method, rules for approving costs and decisions, the reporting process and the service cost.
Starting property management
We receive the necessary information and documents about the property, active agreements and tenants.
Ongoing management
We coordinate agreed property matters and inform the owner about significant events and decisions.
The scope of management and the price are agreed individually
We do not use a single mandatory package. VT Group can take on comprehensive property management or only selected tasks. The scope of service, terms of engagement and price are agreed individually — taking into account the property, the current tenancy situation and the owner's needs.
Depending on the situation we can take on:
- ongoing management of a property that is already rented;
- finding a tenant and then continuing to manage the property;
- extended scope covering coordination of works, maintenance and property preparation;
- a unified management model for several properties belonging to one owner.
VT Group provides property management services exclusively on a sole-agency basis.
One team is responsible for the property, and both the owner and the tenant have a single clearly defined communication channel. This avoids duplicating actions and clearly defines responsibility for the agreed scope of management. The terms of sole-agency engagement are agreed before it begins.
Frequently asked questions about rental management
How much does rental management cost?
The finder's fee is typically equivalent to one month's rent. The fee for ongoing remote property management is agreed individually depending on the property and scope of services. The first consultation is free of charge.
What is najem okazjonalny and does a landlord need it?
Najem okazjonalny is a special form of tenancy agreement in Poland that gives the owner additional legal protection — the process of recovering the property in the cases provided by law is significantly simpler than under a standard tenancy. We help prepare the complete document pack and guide the owner through the procedure.
How are tenants screened?
We carry out initial screening of candidates — we check documents, proof of income and basic background information. We present the owner only with candidates who have passed the initial screening stage. The final decision always rests with the owner.
Can rental management be handled remotely from outside Poland?
Yes. We manage property preparation, tenant search and ongoing matters entirely remotely — the owner does not need to be present in Poland at any stage.
How quickly can a tenant be found?
It depends on the city, the property's condition, the time of year and the rental price. The process typically takes one to three weeks. A realistic market price and a strong property presentation reduce the search time.
What happens if the tenant stops paying rent?
We contact the tenant and help the owner organise next steps. If the tenancy agreement was concluded as najem okazjonalny, the owner has additional legal protection. Where needed we bring in legal support and advise on further action.
Let’s discuss managing your property
Tell us about your property and what you need. We will contact you to clarify your expectations and discuss a tailored approach to working together.