Tenant representation in Poland
We run office leases in Poland on the side of the company that will work in the space: from sizing your needs, through the building search and negotiations, to signing the lease and moving in.
Free consultationWe represent tenants only. Never building owners.
A tenant representative is an advisory firm that acts only in the tenant's interest in an office lease: it searches the whole market, compares offers and negotiates the lease with the landlord.
- Also called
- tenant rep, T-Rep, occupier advisory, tenant advisory
- Who usually pays
- the landlord, out of a budget set aside for this in every deal
- Brookfield Partners
- Warsaw-based since 2010, 600+ lease projects in Poland
When does a company need a tenant representative?
Most often when a lease is about to expire or the team no longer fits the current office. You get the most out of it if you start 12-18 months before the expiry date, because only then is a move a real alternative that the landlord takes seriously.
Your first office in Poland, or a new city
We show you the market on current data from OfficeList Pulse (vacancy, asking rents, pipeline) across Warsaw, Kraków, Wrocław and the other regional cities, and prepare a shortlist of buildings that actually meet your requirements.
Your lease expires within two years
We work out whether it pays to stay and renegotiate or to move, and compare both options on total occupancy cost rather than on the headline rent. See lease renegotiation and office relocation.
Your headcount is growing or shrinking
We find an office that fits the new team and the way it works, or negotiate a change of space in your current building before the lease locks you in for another five years.
Your service charge reconciliation looks wrong
We check the annual building cost reconciliation against your lease and market levels. See service charge audit.
What does a tenant representative do?
We work in five steps. A renegotiation in your current building usually takes from three months; a full relocation can take up to eighteen, because it includes the design and fit-out of the new space.
Find
We size the space and budget you need, then review the whole market, including buildings that do not advertise vacant space.
Negotiate
We collect proposals from several landlords, compare them on effective rent and negotiate the lease clause by clause.
Design
We plan the office around how your team works before the design goes to costing.
Build
We keep the fit-out budget and schedule under control and take over the space from the landlord.
Manage
During the lease we check reconciliations, indexation and deadlines, so the next negotiation starts on time.
How do office leases work in Poland?
If your company has leased offices in other countries, most of the structure will look familiar. These are the points that most often surprise tenants coming to Poland for the first time.
| Lease term | Common practice in Poland |
|---|---|
| Currency of rent | Rent in modern office buildings is almost always quoted in euro. Service charges are usually quoted in złoty, per square metre per month. |
| Indexation | Rent in euro is indexed once a year to the eurozone HICP. Standard clauses work one way only, so negotiate a cap and the date of the first indexation. |
| Lease length | Five years is standard in Class A buildings, seven for large floor plates or expensive fit-outs. |
| Early termination | Under the Polish Civil Code a fixed-term lease generally cannot be terminated early, except in cases set out in the lease itself (Article 673 § 3). A break option you do not write in before signing will not appear later. |
| Incentives | Rent-free periods of several months up to more than a year on a 5-7 year lease, plus a fit-out contribution in EUR/m². Packages are noticeably richer in regional cities with high vacancy than in central Warsaw. |
| Add-on factor | Common areas are added to your net area, typically by 2-8%. You pay rent and service charges on every square metre, common ones included. |
| Security | Landlords usually ask for a bank guarantee or a cash deposit, often together with a notarised submission to enforcement under Article 777 of the Code of Civil Procedure. |
For figures and negotiating tips see our guide How to negotiate an office lease in 2026 and the office leasing glossary. Current vacancy and rents by city: OfficeList Pulse.
How much does a tenant representative cost, and who pays?
Under the standard market model in Poland, the tenant representative is paid by the landlord of the building where the tenant signs the lease. The fee is usually the equivalent of two to three months' rent on a lease of at least five years, which is roughly 3-5% of the contract value.
Example: 1,000 m² at EUR 15/m² per month, five-year lease
Is leasing through an advisor more expensive?
Usually not. The landlord has this cost in the budget whether or not the tenant comes with an advisor. If the tenant comes without one, the landlord typically pays the same amount to its own leasing agent and does not lower the rent, because pricing has been agreed in advance with the bank financing the building.
How do we charge?
We agree the amount and form of our fee with the client before the work starts, so the cost of advice is clear from day one. On average every złoty spent on our advice comes back to the client more than four times over in better lease terms.
The risk for a tenant does not come from who pays the advisor's fee, but from a firm that works at the same time for the owner of the building it recommends.
More on the fee model and on the situations where tenants really overpay: Who really pays the office leasing advisor?
How is a tenant representative different from a full-service agency?
A full-service agency also leases buildings on behalf of their owners, so it can advise a tenant and market space in the very building it recommends at the same time. An advisor working only for tenants has no landlord in its client base, so it can press every landlord and show offers from the whole market. We compare both models point by point on the advisory model page.
For projects outside Poland we work with Exis Global, an alliance of 30 independent tenant-only advisory firms in 44 locations on three continents. You get one point of contact in Poland and the same advisory model in every country.
Brookfield Partners Sp. z o.o. is an independent Polish firm headquartered in Warsaw. It is not affiliated with Brookfield Asset Management or Brookfield Properties.
Who we have worked for
Selected projects in which we represented the tenant. Each has its own case study.
| Client | Sector | Building | City | Area |
|---|---|---|---|---|
| Revolut | IT, FinTech | Podium Park | Kraków | 5,320 m² |
| Bonprix | E-commerce | Nowa Fabryczna | Łódź | 2,400 m² |
| BLIK | Financial services | X20 | Warsaw | 1,450 m² |
| Saint-Gobain | Building materials | Varso Tower | Warsaw | 1,378 m² |
| Coface | Insurance | West Station | Warsaw | 1,377 m² |
Let's talk about your office
Tell me when your lease expires or what you are looking for. I reply within 24 working hours and say plainly whether and how we can help. The first conversation is free and without obligation.
Tenant representation in Poland - frequently asked questions
What is tenant representation?
How is a tenant representative different from a landlord's agent?
How much does a tenant representative cost in Poland?
Is leasing through an advisor more expensive than going to the landlord directly?
When should we hire a tenant representative?
Can you help a company opening its first office in Poland?
Which cities do you cover?
Is Brookfield Partners part of Brookfield Asset Management?
Is your lease in Poland expiring within two years?
Now is a good time to check how much a renegotiation or a move could save you. The first consultation is free.
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