The real estate market in Poland is evolving rapidly, and with it, legal requirements and consumer awareness are growing. One key document that has gained importance in recent years is the energy performance certificate. While it still sounds unfamiliar to many, an apartment’s energy performance certificate has become an essential element of almost every transaction—from sale to rental. It’s not just a bureaucratic requirement, but above all, a valuable source of information about the future costs of maintaining the property.
We explain exactly what an energy certificate is, when it’s mandatory, and how to interpret the data it contains. We offer step-by-step instructions on how to obtain a certificate and how it can impact the property’s value.
What is an energy certificate and how to read it?
An energy performance certificate is a formal document that determines a property’s energy requirements for standard use. It can be compared to the energy labels found on household appliances – it provides objective data that allows for an assessment of a property’s energy efficiency.
The energy performance certificate contains a number of indicators, the most important of which are:
- The EU (Usable Energy) index determines the amount of energy needed for heating, ventilation, and domestic hot water production. This is a theoretical value that best reflects the technical quality of the building itself – its insulation and airtightness.
- The EK (final energy) indicator indicates the amount of energy that actually needs to be purchased from a supplier (e.g., gas, electricity, district heating), taking into account the efficiency of internal installations such as boilers and radiators. This indicator directly translates into bills.
- The EP (primary non-renewable energy) index assesses a building’s environmental impact. It takes into account not only the building’s energy consumption but also losses incurred during its production and transmission. The lower the EP value, the more environmentally friendly the building is.
How to interpret the results? A key element of the certificate is a graphical “slider” that assigns the building to a specific energy class, from A (most efficient) to G (least efficient). This visual representation allows you to quickly assess the property’s standard. For example, an apartment in a modern building might achieve an EP of 60-80 kWh/(m²·year), which places it in class B. On the other hand, an apartment in an uninsulated tenement building might have an EP exceeding 200 kWh/(m²·year), which corresponds to class E or F.
An energy performance certificate is valid for 10 years from the date of its issuance, unless construction and installation works have been carried out during this time that have changed the energy performance of the property (e.g. replacing windows, changing the heat source).
Energy certificate – when is it needed?
The amendment to the regulations of April 28, 2023, significantly expanded the list of situations in which an energy certificate is mandatory. It is now required in the following cases:
- When selling real estate , the seller is obligated to deliver the certificate to the buyer no later than the time of signing the notarial deed. The notary records the transfer of the document in the deed.
- When renting a property , the landlord must provide a copy of the certificate (in paper or electronic form) to the new tenant when concluding the lease agreement.
- After construction is completed , the investor must attach the certificate to the notification of completion of construction or the application for an occupancy permit.
When is a certificate NOT needed?
There are a few exceptions to this rule. An energy performance certificate does not need to be prepared for:
- Buildings subject to protection under the regulations on the protection of monuments.
- Buildings used as places of worship and for religious activities.
- Industrial and farm buildings with an energy demand of no more than 50 kWh/(m²·year).
- Residential buildings intended for use no longer than 4 months a year.
- Detached buildings with a usable area of less than 50 m².
- Properties designated for demolition.
Importantly, the obligation does not apply to lease agreements concluded before April 28, 2023, unless the agreement is later amended with regard to its essential terms.
How to obtain an energy certificate step by step?
The process of obtaining a certificate is more structured than you might think. Below, we present a typical path to obtaining a valid energy certificate.
- Gather technical documentation. Before contacting the auditor, prepare all available documents regarding the apartment. The most useful will be the floor plan with dimensions, the construction design, technical documentation for the heating and ventilation system, and the land and mortgage register number. Complete documentation significantly speeds up the process and can reduce its costs.
- Find a certified auditor. Choose someone with the appropriate qualifications. The most reliable source is the official Central Register of Energy Performance of Buildings, maintained by the Ministry.
- Establish a methodology and schedule a visit (if necessary). If you have complete documentation, the certificate can be prepared remotely. However, if data is missing, the auditor will need to conduct an on-site inspection, during which they will take measurements and assess the technical condition of the partitions, windows, and installations.
- Receive your completed document. You will receive the certificate in electronic form, bearing the auditor’s qualified electronic signature and a unique number from the central register. Upon request, you can also receive a paper version. This document should be retained and presented when necessary.
Who can issue a certificate and how can it be verified?
One common misconception is that any architect or civil engineer can prepare an energy performance certificate. The law precisely defines who holds such authorization. The document can only be issued by an individual entered in the Central Register of Energy Performance of Buildings , maintained by the Ministry of Development and Technology.
To verify an auditor’s credentials, simply visit the government registry website and enter their name in the publicly available search engine. The system will immediately confirm whether the individual is on the list of certified specialists. This simple step protects against outsourcing the service to an unauthorized person, which could invalidate the document.
How much will an apartment energy certificate cost in 2025? Price analysis
The cost of obtaining an energy performance certificate for an apartment is not fixed and depends on several factors. In 2025, prices are expected to range from approximately PLN 400 to as much as PLN 1,000 for a standard apartment. The final price is influenced by:
- Preparation methodology: This is a key factor. A remotely prepared certificate, based on full technical documentation provided by the client, will be the most cost-effective. However, if the auditor must personally visit the site to conduct measurements and inventory, the price of the service increases significantly.
- Property location: In larger metropolitan areas such as Warsaw or Krakow, rates may be higher due to higher demand and operating costs.
- Availability of technical documentation: The fewer documents, the more work for the auditor, which translates into higher costs.
- Architectural complexity of the premises: An apartment in a typical block of flats will be cheaper to certify than, for example, a two-story apartment in a modernized tenement house.
Be wary of exceptionally cheap online offers (under 200 PLN). They often rely on simplified data and automated calculators, which can lead to unreliable results and future legal issues.
Energy certificate and property value – a tool in your hands
Treating the certificate solely as a legal obligation is a mistake. It’s a powerful tool that can be used both when selling and buying real estate.
- For sellers: a high energy rating (e.g., A or B) is a strong marketing argument. The ad can emphasize that “the apartment generates very low maintenance costs, as confirmed by the certificate.” This attracts informed buyers and can justify a higher asking price, distinguishing the property from the competition.
- For the buyer, a poor certification result (e.g., class F or G) becomes a negotiating argument. It can be argued that poor energy efficiency will result in high bills and the need for future thermal modernization (e.g., window replacement). This can be grounds for negotiations to reduce the price.
How to improve the energy class of your apartment?
If the energy performance certificate is unsatisfactory, it’s not a hopeless situation. There are a number of measures that can significantly improve the energy performance of a property, which will translate into lower bills and a higher resale value. The most effective modernizations include:
- Replacing windows and external doors with models with a low heat transfer coefficient.
- Sealing thermal bridges , i.e. places through which the most heat escapes (e.g. around window sills).
- Modernization of the heating system – replacing the old boiler with a modern, condensing heat source or heat pump.
- Installation of mechanical ventilation with heat recovery (recuperation) , which reduces heat losses associated with airing the apartment.
Frequently asked questions
Do I need a certificate for a short-term rental apartment? The regulations don’t distinguish between short-term and long-term rentals. Technically, the tenant must receive a copy of the certificate each time a lease is signed.
What if the property is inherited or gifted? In these situations, there is no sale or lease transaction, so there is no obligation to prepare an energy certificate.
My building is certified. Do I still need a separate certificate for my apartment? Yes. The certificate for the entire building describes average parameters. When selling or renting a specific unit, a certificate for that part of the building is required.
What should I do if I’ve lost my energy certificate? Each certificate is recorded in a central registry. You can contact the auditor who issued it to request a new document.
What is the penalty for not having an energy certificate?
Ignoring the requirement to have an energy certificate carries significant penalties. The main consequence is a fine, which can reach up to PLN 5,000 . A fine can be imposed on the property owner or manager who fails to provide the certificate upon sale or rental. However, the lack of a certificate poses more than just financial risks. It also poses legal complications and a loss of credibility in the eyes of potential contractors. In summary, an apartment’s energy certificate is a document whose role in real estate transactions will continue to grow. It demonstrates the owner’s responsibility and is a key element of a transparent transaction.
The real estate market in Poland is evolving rapidly, and with it, legal requirements and consumer awareness are growing. One key document that has gained importance in recent years is the energy performance certificate. While it still sounds unfamiliar to many, an apartment’s energy performance certificate has become an essential element of almost every transaction—from sale to rental. It’s not just a bureaucratic requirement, but above all, a valuable source of information about the future costs of maintaining the property.
We explain exactly what an energy certificate is, when it’s mandatory, and how to interpret the data it contains. We move from theory to practice, showing how to obtain a certificate step by step and how it can impact the property’s value.
Signature Estates editorial team