Checklist: 15 Documents You Must Have Before May 20, 2026

Short-Term Rental Document Checklist - 15 Essential Documents

Running a short-term rental in Poland from 2026 requires having complete documentation. This isn't a matter of goodwill or professionalism - it's a legal requirement, and failure to comply can result in financial penalties, removal of your listing from booking platforms, and in extreme cases even criminal liability. In this article, we present a complete list of 15 documents every host should have. For each document, we explain what it is, why it's needed, and how to obtain it.

1. CWTON Registration Number

This is the absolute foundation. Starting May 20, 2026, every short-term rental property must be registered in the Central Register of Tourist and Accommodation Facilities (CWTON). The CWTON number must be visible in every listing on booking platforms.

Registration takes place online through the CWTON.pl platform. You need a trusted profile (ePUAP) or a qualified electronic signature. The process is free and takes about 20-30 minutes. After your application is approved, you receive a unique registration number that you must include in all your listings.

Consequences of not having one: Fine of up to 50,000 PLN, removal of your listing from booking platforms.

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. Fire Safety Instructions

Fire safety instructions (IBP) are a document required by fire safety regulations for properties where accommodation services are provided. This document must be prepared in accordance with the Regulation of the Minister of Interior and Administration.

IBP should contain:

• Fire protection conditions for the property
• Procedures in case of fire
• Evacuation plan
• Rules for using fire protection equipment
• Emergency contacts

For larger properties (over 50 people or over 500 sq m), the IBP must be prepared by a certified fire safety expert. For smaller properties, you can prepare it yourself, but it's worth consulting with a specialist.

Consequences of not having one: Fine, criminal liability in case of an accident, insurance problems.

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 Detector Inspection Report

Smoke detectors are mandatory in every accommodation property. But simply installing them isn't enough - you must regularly check their functionality and document these checks. The smoke detector inspection report should be updated at least once every six months.

The 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 smoke detectors in every bedroom, hallway, and kitchen.

Consequences of not having one: Liability in case of fire, insurance problems, penalties during inspection.

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, registration obligation)
• 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

The obligation to maintain a guest register comes from population registration laws. Every property providing accommodation services must keep a record of people using the services. The register can be kept in paper or electronic form.

The register should contain for each guest: name and surname, date of birth, identity document number, home address, check-in and check-out dates, number of accompanying persons. Data from the register must be kept for the period required by law (usually 2 years) and made available to authorized authorities upon request.

Consequences of not having one: Fine, problems during police or sanitary inspection.

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 is particularly important when registering with CWTON, where you must confirm your legal title to the property. Required documents include:

• 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 result in CWTON registration refusal and make it impossible to legally operate a short-term rental.

Consequences of not having one: CWTON registration refusal, 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

From May 2026, platforms will require the CWTON number for every listing. Missing numbers mean automatic removal or blocking of the listing.

Consequences of not having one: Listing blocked on the platform, settlement problems.

15. Municipality Notification of Rental Activity

Regardless of CWTON registration, many municipalities require a separate notification about operating accommodation services in their area. This is related to local regulations and the accommodation property register maintained by local government.

Municipality notification typically includes: registering the property in the accommodation facilities register, information about the property's location and category, owner or manager's contact details. The notification procedure can be found on the municipality's website or at the resident service office.

Consequences of not having one: Fine, problems during inspections, non-compliance with local regulations.

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.