How to Find a Trustworthy Estate Agent in Poland From the UK

This guide is general legal information, not legal advice. How the rules apply depends on your individual circumstances, and the matter should be assessed by a qualified Polish lawyer. Twoja Sprawa helps you organise the documents for that assessment.

You're selling a flat in Warsaw, but you live in London. You need an agent who can represent you remotely — showing the property, running negotiations, carrying the sale through. Where do you even start looking? How do you vet an agent when you can't meet them in person? And how do you protect yourself from scams and half-hearted service?

Below are practical pointers for Poles abroad buying or selling property in Poland from a distance.

Property portals — where to find an agent

1. Otodom.pl, Gratka.pl, Morizon.pl

These are the main Polish property portals. Any agent or agency can list on them. To find an agent:

• Search for properties in the area you're interested in.
• Note who has the most listings — that usually signals an active agency.
• Click through to the agency/agent profile — you should see contact details, and sometimes a photo and description of their services.

What to check:

• How long the agency has been listed (registration date).
• How many reviews they have from past clients — read them.
• Whether the profile looks professional (photos, description, contact details).

2. Facebook, LinkedIn, Instagram

Many agencies advertise on social media. You can:

• Search "estate agent + city" and see who comes up.
• Read the comments and reviews under their posts.
• Check when the agency last posted (active pages are usually a better sign).

3. Google Maps

Search "estate agency + city" and you'll get a list of agencies in the area, complete with reviews, opening hours, and contact numbers.

Vetting an agent — a checklist

Before you commit to working with anyone:

1. Contact

• Call or email. If the agency doesn't respond, walk away.
• If they speak Polish (and you're calling from abroad), that helps. English-only can be a problem when it comes to Polish paperwork and procedures.

2. Professional indemnity insurance (OC)

• Ask directly: "What professional indemnity cover do you have, and what's your policy number?"
• If they can't answer quickly, that's a red flag.
• You can ask for written confirmation by email.

3. Written agreement

• Insist on terms in writing — at minimum, a confirmation email.
• The agreement should cover: commission, scope of services, and timeframe.

4. References

• Ask the agency about past deals — how many properties they've sold, how long it typically took.
• If they're willing to give you phone numbers for past clients, that's a good sign.

5. Online reviews

• Check Google Maps, Otodom, and similar sites for reviews.
• Watch out for fake reviews — are they specific and realistic, or suspiciously glowing?

6. Big agency vs. sole trader

• A larger agency (national chains, franchises) tends to be more process-driven, with reliable insurance in place.
• A sole-trader agent can be more flexible, but carries more risk — if something happens to them, your sale stalls.

Communicating remotely

1. Video calls (Zoom, Teams, Google Meet)

• Instead of an in-person meeting, hold a video call with the agent.
• The agent can show you documents on screen (via photo or scan).

2. Video walkthroughs of the property

• Ask the agent for a video tour — this is a reasonable request.
• It can be sent via WhatsApp, email, or a private YouTube link.
• Ask for detail: lighting, wide angles, close-ups of any obvious issues.

3. Photos and documents

• All documents should be sent by email.
• Insist on high-quality photos — not grainy phone snaps.

4. Chat, email, phone

• Agree a communication channel with the agent: email, phone, or WhatsApp.
• Anything important — agreements, decisions — should be confirmed in writing (email).

Remote procedures — selling without flying to Poland

The good news: the whole sale can be handled remotely.

1. Power of attorney

• If the agent will act on your behalf (for example, signing a preliminary agreement), you'll need to grant them a power of attorney.
• An informal version by email may do for early stages, but the notariusz (a civil-law notary, ≠ a UK notary public) will typically require an original, signed document for the final transaction.

2. Viewings with buyers

• The agent arranges viewings with prospective buyers.
• You can join by video call (Zoom) during the viewing — this shows buyers that the sale is genuine.

3. Price negotiations

• The agent negotiates with buyers and sends you offers by email.
• You make the final call (email approval/rejection).

4. The sale contract

• The notariusz drafts the deed.
• You can review it online and raise questions by email or video call.
• Signing can happen at the notary's office under your power of attorney (the agent signs for you), or you can sign before a UK notary/solicitor (with an apostille) instead.

5. Land registry update

• The notariusz handles registration in the księga wieczysta (land and mortgage register) — this part is largely invisible to you.
• Confirmation of the registration is sent to you by email.

Red flags to watch for

Steer clear of an agent who:

• Doesn't respond to messages — a sign you won't be taken seriously.
• Has no professional indemnity insurance — both a legal problem and a risk to you.
• Asks for payment upfront — a properly run agency takes its commission after the sale completes.
• Won't put anything in writing — a warning sign.
• Promises a "guaranteed price" — no one can honestly guarantee that.
• Pushes you to decide fast — "you need to decide today" is a pressure tactic.
• Has no phone contact at all — email/chat only can be a problem.

Twoja Sprawa — help finding a vetted agent

If you'd like to work with a properly vetted agent but aren't sure where to start, Twoja Sprawa can help. We connect clients like you with lawyers in Poland who support remote property transactions, and we can also point you toward a trusted agent through our partner network.

Frequently asked questions

Can an agent represent me without a notarial power of attorney? Yes, up to a point — they can find a buyer, arrange viewings, and negotiate. But signing the final sale contract requires a power of attorney if you won't be attending in person.

How do I vet listings and offers remotely? Ask for a high-quality video of the property, supporting documents (title deed, renovation invoices), and a video introduction from the agent. You can also commission an independent property inspector to view it and provide a report.

What if I can't travel to Poland to sign the deed? You can sign before a Polish consulate in the UK, or before a UK solicitor/notary (with an apostille and a certified translation). The power of attorney for your agent can sometimes start out as a simple signed email, though the notary will usually want a formal original for completion.

How do I protect myself from online fraud? Always verify by phone (a real conversation, not just text), ask for documents on headed paper, check the agency's address on Google Maps, read reviews, and work through recognised portals (Otodom, for example) rather than unfamiliar private websites.

Can I handle the entire sale without travelling to Poland? Yes — the whole process can be completed remotely, based on a power of attorney for your agent or lawyer.