How to Choose a Property Management Company in Gdańsk? A Guide for Landlords

You’ve bought an apartment in Gdańsk or are just about to do so. Someone told you that short-term rentals are more profitable than regular rentals, and that’s true, but there’s one catch: someone has to manage it. Every day. Responding to guests at 11:00 p.m., handling cleaning between check-outs and check-ins, and keeping an eye on prices when there’s a concert or conference in town. That’s why, sooner or later, most owners look for a company to take this off their hands.

And this is where the real problem begins, because there are over a dozen rental management companies in the Tri-City, each promising high occupancy rates and peace of mind, yet their contracts can differ from one another more than a studio apartment does from a penthouse. We’ve been managing apartments in downtown Gdańsk for 10 years and have seen more than a few contracts that owners later couldn’t get out of. This guide is a list of questions we’d ask ourselves if we were entrusting our own apartment to someone else.

Where should you start before talking to any company?

Before you start calling real estate agents, spend an evening doing two things. First, check how your apartment stacks up against the market: what’s the location like, how many similar listings are in the area, and what their prices and reviews are like. It’ll also help to have a realistic idea of how much you can actually earn from renting out an apartment in Gdańsk. Second, figure out what’s important to you. Some people prioritize maximum income and don’t mind high tenant turnover. Others prefer a slightly more relaxed approach, as long as the apartment is well-maintained and the billing is clear. These are two very different conversations you’ll have with the rental management company.

It’s also worth knowing that reputable companies don’t accept just any apartment. If an operator tells you outright that your location isn’t promising, that’s—paradoxically—a good sign. It means they take their forecasts seriously. For example, we operate exclusively in the very center of Gdańsk and refuse to accept apartments outside that area, because we can only guarantee results in a market we know inside and out.

How much does rental management cost, and how can you compare commissions?

Short-term rental operators in Poland typically charge a commission ranging from 15 to 30 percent. This range may seem alarming, but the commission rate itself is less revealing than it appears. What matters most is what the commission is based on and what it covers.

The most common catch goes like this: a low commission based on revenue, accompanied by a whole list of additional fees. There’s a separate sign-up fee, a separate photo shoot fee, a separate fee for linens and cleaning supplies, and sometimes even a monthly subscription fee regardless of whether the apartment generates any income at all. When you add it all up, it turns out it wasn’t cheap at all.

The second model is a commission calculated based on income—that is, what’s actually left after operating costs and booking platform commissions. In this arrangement, the operator’s interests align with yours: the company only makes money when you do. Ask directly what exactly is included in the commission and what will be added on top. And ask for a sample monthly statement for another apartment, with the specific details redacted. A company that has nothing to hide will show it to you without hesitation.

What should you watch out for in a lease agreement with a property manager?

Read these three things very carefully. The first is the term of the contract and the notice period. Fixed-term contracts with penalties for early termination are a red flag, because a company confident in its performance doesn’t need to keep customers tied down with such clauses. Look for an open-ended contract with a short notice period—for example, thirty days—and no penalties.

The second issue is access to your own apartment. There are some lease agreements where the owner must book a stay in their own apartment as a guest or pay for cleaning up after themselves. Meanwhile, the standard practice is that it’s still your apartment, and you can use it whenever you want—you just need to give advance notice.

The third issue is billing. Determine by what date of the month you’ll receive the report, exactly what it will include, and when the company pays out the funds. A good report lists each stay separately, along with revenue, expenses, and net pay, so that your accountant can simply enter the information into your tax return.

How can you tell if a company really provides good customer service?

Here’s an advantage that hardly anyone takes advantage of: you can see how the operator runs things from a guest’s perspective before you sign anything. Go to Booking.com or Airbnb and read the reviews for the apartments the company already manages. Not the ones on the operator’s website, but the ones for specific apartments. Pay attention to recurring complaints: dirt, check-in issues, lack of communication. A single bad review can happen to anyone, but a series of similar ones is a pattern.

Also ask how guest services work in practice. Is there 24/7 contact, are guests screened before arrival, and does the company collect a security deposit in case of damage? The latter is more important than it sounds, because without a security deposit and document verification, any damage to your apartment will end up in a dispute over who will pay for it.

A large nationwide provider or a local company?

Both options make sense, but they offer different things. Large networks managing thousands of apartments in many cities have extensive systems and processes. However, your apartment may end up being just one of many entries in a database, and pricing decisions are made by an algorithm designed for a completely different market.

A local company has a different understanding of the area. It knows that there’s a sailing rally this weekend and prices might be higher, that in November it’s a good idea to switch your apartment to medium-term rentals, and that guests from a specific region ask about specific things. With a narrow specialization, it’s also easier to establish personal contact: you’re talking to someone who knows your apartment, not a call center. The choice is yours, but when comparing offers, don’t ask about the number of apartments across all of Poland—ask about the results in your area.

Questions to Ask During Your First Interview

Instead of a checklist, treat this as a conversation guide. Ask for a revenue forecast for your specific apartment, broken down by month, and ask what data was used to calculate it. Ask what the commission is based on and what additional costs will be added on top of it. Ask for a sample contract to read through at home and for a sample monthly report. Ask who is responsible for minor repairs and up to what amount the company will handle them without asking. And finally: how soon can the apartment start generating income?

You’ll learn more from their answers than from any advertisement. A company that responds to a question about earnings with a round figure without looking at the details of your apartment is making exaggerated promises. One that says it will prepare an estimate based on actual sales results for similar apartments in the area is taking you seriously.

What’s next?

If your apartment is located in downtown Gdańsk, we can assess its potential for free. We analyze the location, square footage, and condition, and then provide a month-by-month revenue forecast based on the actual performance of our apartments in the same neighborhood. No strings attached and no spam—just concrete numbers that you can also take to our competitors. You’ll find more details on our short-term rental services page for Gdańsk.