Key documents

In order to improve customer service and accelerate the preparation of contracts or other notarial activities, below we present you with a list of required documents. Please be advised that the following documents are the basis for drawing up deeds and undertaking other activities and after the Notary Public has been acquainted with the case, a need may arise to provide the documents not listed below.
Please kindly contact our Notary Office (in person, by phone or e-mail) in order to define in detail the documents required for specific activities and to establish its details. Documents must be originals (not photocopies) and up to date. In performing the notarial activities, the parties shall hold valid identity documents (ID card or passport).

The basic documents required to draw up contracts, or other notarial activities involving conveyancing and transfer of ownership (disposal, inter alia, by means of sale, donation, exchange, cessation of ownership or joint ownership, division of inheritance, life annuity, the division of assets):

Dokumenty powinny być oryginałami (a nie kserokopiami) oraz aktualne. Przy dokonywaniu czynności notarialnych strony legitymują się ważnymi dokumentami tożsamości (dowód osobisty lub paszport).

  1. Premises constituting a separate property:
    - a copy from the land and mortgage register (or its number in order to receive a copy by the Notary Office),
    - the basis of acquiring the property (such as notarial contract, a court ruling, the deed of succession certificate).
  2. Developed and undeveloped plots:
    - a copy from the land and mortgage register (or its number in order to receive a copy by the Notary Office),
    - an excerpt from the Land Register which constitutes the basis for the entry to the Mortgage Book,
    - in case when one plot constitutes the subject of the contract and there are more of them in the land and mortgage register:
      dimensioned drawing from the cadastral map, with the notation that it constitutes the basis for the entry in the land and mortgage register,
    - a certificate of the City Council or Municipality to allocate the plot in the local zoning plan, if it is located in the area where the latter
      is in force or indicating the absence of such a plan,
    - in case of a plot division: a map with a division project and a final decision approving the division project,
    - in case of other surveying changes: a list of land changes,
    - the basis of acquiring the real property (such as notarial contract, a court ruling, the deed of  succession certificate),
    - in order to reveal the building in the land and mortgage register: a certificate of the Municipal Office stating that there is a building
      located on the plot.
  3. Cooperative member’s ownership right to residential premises:
    - a certificate from housing cooperative stating that the vendor has the right being the subject matter of the contract,
    - the basis for the acquisition of this right (e.g., assignment, notarial contract, court ruling, the deed of succession certificate),
    - if there has been a Mortgage Book established for the premises: a copy from the Mortgage Book
     (or its number in order to receive a copy by the Notary Office),
  4. The deed of the succession certificate:
    - a copy of the death certificate and social security number of the deceased,
    - copies of civil registry records acts of people appointed to the inheritance on the basis of the statute
      (birth certificate, certificate of marriage of women or men who after marriage changed their name),
    - last will and testament (if the deceased drew it up),
  5. Contracts of division of inheritance and the cessation of co-ownership:
    - the basis of acquisition and other documents (including the above mentioned) concerning the real estate and other property
      rights under the contract,
    - in the case of the division of inheritance – the court ruling on the certification of inheritance acquisition or the deed of succession certificate and
      the approval or certification of the head of tax office issued by the head of the tax office stating that the acquisition is exempt from tax, the tax due   has been paid or the tax liability has expired due to limitation period
  6. Agreements for the division of assets:
    - the basis for introducing a contractual or compulsory division of property or divorce decree
      (marital agreement concerning assets, court judgment),
    - the basis of acquisition and other documents (including the above mentioned) concerning real estate and other property rights
      included in the shared property.
  7. Articles of association / deeds of formation of companies, partnerships and other legal entities:
    - personal data of the founders,
    - the firm,
    - the basic assumptions of the articles of association/memorandum of association.
  8. Minutes of partnerships or companies as well as other legal entities and housing estates:
    - registration details (a copy from the register / registration number),
    - agenda and draft resolutions.
  9. Establishing a separate ownership of premises and development agreements:
    - a copy from the land and mortgage register (or its number to receive a copy by the Notary Office),
    - the basis of acquiring the real property (such as notarial contract, a court ruling, the deed of succession certificate),
    - an excerpt from the Land Register,
    - architectural and building inventory (a design of premises division),
    - a certificate of the relevant administrative authority (the President or the Mayor) stating that the premises meet the requirements of the Act of 24
      June 1994 on the ownership of premises and that they constitute independent premises,

    - in case when a legal person is the party to the activity: in addition to its registration details and data on its representatives: we need a consent (resolution) – required by provisions or by the articles of association – to carry out a particular legal action.

Please be kindly informed that depending on the specifically undertaken activities and their subject matter, additional documentation may be necessary (for this purpose, please contact our Notary Office), for example:

  • when the vendor became the owner on the basis of inheritance (or donations received after 1 January 2007): a written consent or a certificate issued by the head of the tax office, stating that the acquisition is exempt from tax, that the tax due has been paid or the tax liability has expired due to limitation period,
  • where the party to a transaction performs the activity by a proxy: the original power of attorney, drafted in the same form in which that act is performed,
  • where a legal person is a party to the legal action: in addition to its registration details and data on its representatives: we need a consent (resolution) – required by provisions or by the articles of association – to carry out a particular legal action,
  • when establishing the mortgage: the statement of the bank which grants the credit,
  • in the case of matrimonial property contracts or in the situation of introducing a compulsory regime of separate property: a document giving rise to such a regime,
  • in order to reveal the building in the land and mortgage register: the municipal office certificate stating that the building is located on the plot,
  • in case of changing the place of residence, undisclosed in the ID card – a proof of permanent residence.

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