Moving to Warsaw for university means a dozen or so matters that are easy to do in the wrong order: the room, the contract, insurance, registration, getting around. In the 2024/25 academic year 1.28 million people studied at Polish universities [1], and for many of them the academic year starts with looking for a room in the capital.
This checklist arranges the tasks by time: from deciding on a room, through move-in day, to your first week in the new city. You will also find the rules that protect tenants and the moments when it is worth asking for written confirmation of what was agreed.
Key takeaways
- Close the room and the rental agreement well in advance, not right before the academic year starts.
- A deposit may not exceed twelve times the monthly rent and must be returned within a month of the tenant vacating the premises [2].
- Staying longer than 3 months means you must register a temporary residence, no later than on the 30th day after arrival; you can do it online [3].
- Check your health insurance and choose a GP (primary care doctor) close to your new address [4].
What should you arrange a few months before moving to Warsaw?
The most important thing is to choose a room and sign the agreement before the rush ahead of October. The earlier you start, the more addresses and move-in dates you can compare. Our article when to look for a room for your studies in Warsaw will help you with timing.
Choose an area based on your university and commute
Start with the university, not the price. A room a dozen minutes further away but near a good metro or tram line is often more convenient than a cheaper one that requires changes. Pick your campus from the list of rooms near universities in Warsaw or compare districts on the page of rooms for rent by district.
Check the commute time for a specific address, at different times of day. We describe how to do it step by step in the article how to assess the commute from a room to university.
Work out your budget for the first month
The first month costs more than the following ones: besides rent you pay a deposit, and often also transport and groceries to get started. A deposit may not exceed twelve times the monthly rent calculated at the rate from the day the agreement was concluded [2]. The exact amount is set by the agreement, so ask about its value and the conditions of return.
You will find a summary of regular expenses in the articles cost of student life in Warsaw and rent, utilities and bills.
Nearby Campus expert tip: As a room operator, we recommend asking for a written answer to four questions before you pay the deposit: how much the rent is, what exactly it covers (utilities, internet, cleaning), how and when the deposit is returned, and how long the agreement runs. Four sentences in a message save weeks of confusion later.
Which documents and matters should be ready before you leave?
Before you leave you need a rental agreement, an ID document, proof of admission to your studies and checked health insurance. The rest of the formalities depend on your situation, but it is worth keeping these four things in one folder, also in electronic form.
Sign the agreement before you arrive
The agreement can be signed remotely. At Nearby Campus it is available in Polish and English and signed at a distance, so you do not have to come to Warsaw just to formally reserve a room. Before signing, check whether the listing shows signs of fraud; we collected tips in the article how to rent a room safely and avoid scams.
Check your health insurance
Free NFZ (National Health Fund) care is available to a person registered for insurance. A student under 26 can be registered by a parent or a parent’s spouse, and if that is not possible and the student has no insurance title of their own, they are registered through the university in the dean’s office [4]. The right to benefits expires 4 months after graduating or being removed from the list of students [4].
You can check your insurance status in the Internet Patient Account or in the mojeIKP app [4].
What should you do on move-in day?
On move-in day the most important thing is the room handover protocol, with a description of the condition of the flat, the equipment and the meters. The entries from that day later decide whether you will have to pay for someone else’s damage.
Record the condition of the room and its equipment
A tenant is obliged to return the item in an undeteriorated condition, but is not liable for wear resulting from proper use [5]. A landlord, in turn, should hand over the item in a condition fit for the agreed use and keep it in that condition [6]. The protocol records what condition the room was in at the start.
Go through the room together with the person handing it over: check the furniture, walls, windows, doors, kitchen and bathroom equipment, take photos and note everything that raises doubts. You will find a detailed checklist to use before signing the agreement in the article room viewing checklist before renting.
Take photos of the meters and keys
Take photos of the meters (electricity, water, gas, if present) with the date visible and write the readings in the protocol. Enter the number of sets of keys and remote controls. Make sure one version of the protocol, signed by both parties, stays with you.
How do you register and handle matters in the first week?
If you stay in Warsaw for more than 3 months, you must register a temporary residence no later than on the 30th day after arrival [3]. In practice it is better to do it in the first week, while you still have all your documents at hand.
Registering a temporary residence
You can register in person at a branch of the Office for Administration and Civic Affairs (BASiOS) or online via gov.pl, with a trusted profile or a qualified signature [3]. You need the form, an ID document and a document confirming your legal title to the premises, for example a rental agreement; the landlord also confirms that you live at the given address [3]. The registration itself is free, and a certificate costs PLN 17 [3].
| Matter | When | Where |
|---|---|---|
| Registering a temporary residence | no later than on the 30th day after arrival, for stays longer than 3 months | BASiOS branch or gov.pl [3] |
| Checking your insurance | before departure or in the first week | IKP or mojeIKP [4] |
| Choosing a GP | after moving | a clinic near your new address, via IKP or in person at the clinic [4] |
| Room handover protocol | on move-in day | the room, signed by both parties [5][6] |
Source: [3], [4], [5], [6]
Choose a doctor and update your details
After moving, choose a primary care doctor near your new address; you do not need to inform your previous clinic [4]. Also report your new address to your bank and university so that letters and notifications reach where you live.
Nearby Campus expert tip: As an operator, we recommend taking a “neighbourhood walk” on foot in the first week: the route to the stop or station, the nearest shop, pharmacy, clinic and parcel locker. An hour’s walk tells you more than a map, and you immediately know whether the route to university in the evening feels comfortable for you.
What should you pack and how should you plan the first month?
Pack only what you cannot easily buy on the spot, and buy the rest after seeing the room. Nearby rents furnished rooms in flats with an equipped kitchen and internet included in the rent, so you do not need furniture or household appliances. Check the scope of equipment in the description of the specific listing.
Things worth having from day one
- Documents: ID or passport, rental agreement, proof of admission to your studies, insurance numbers.
- Personal items: bedding, towels and basic kitchen utensils, if they are not included in the rental; the listing description says what is on site.
- Electronics: chargers, laptop, headphones, extension cord.
- Small things: first-aid kit, spare keys left with a trusted person.
Plan your first month
Leave yourself a buffer at the start: fees, groceries, a city travel pass and small expenses. If you reserve a room in advance, the article student room reservation step by step will guide you through it.
Summary: where to start today
Start with three things: choose an area relative to your university, get written arrangements about rent and deposit, and check your health insurance. You can spread the rest over time: documents before departure, the protocol on move-in day, registration in the first week.
If you are looking for a room in Warsaw, start with the offer of Nearby Campus – rooms for students in Warsaw: agreement in Polish and English, signed remotely, no commission.
FAQ
When should you start looking for a room for your studies in Warsaw?
Ideally a few months before the academic year starts, because then the choice of addresses and dates is the widest. The later you start, the more often you have to compromise on location.
Do I have to register in Warsaw if I am studying here permanently?
If you stay in Warsaw for over 3 months away from your place of permanent residence, you must register a temporary residence no later than on the 30th day after arrival [3]. You can do it online or at a district office branch.
What documents are needed to register a temporary residence?
The form, an ID document to be shown, and a document confirming legal title to the premises, e.g. a rental agreement [3]. If you have no legal title, the owner must confirm on the form that you live in the premises [3].
How much can a deposit for a room be?
At most twelve times the monthly rent [2]. It is returned within a month of vacating the premises, after the landlord’s claims are deducted [2].
Do you need a handover protocol for a room?
A protocol is not required as a separate document, but it protects both parties because it describes the condition of the room at move-in. Thanks to it, it is clear whether changes came from normal use [5] or from deterioration.
How can I check whether I have health insurance as a student?
Log in to the Internet Patient Account or the mojeIKP app [4]. A student under 26 can be registered by a parent or by the university [4].
Can I sign a room rental agreement before I arrive in Warsaw?
Yes, if the landlord offers remote signing. At Nearby Campus the agreement is available in Polish and English and signed remotely.
How do I choose a room so that I can commute to university comfortably?
Check the commute time for a specific address and at different times of day, not just the distance in kilometres. The method described in the section on choosing an area helps with this.
Sources
- GUS (Statistics Poland) – Szkolnictwo wyższe w roku akademickim 2024/2025 (Higher education in the 2024/2025 academic year), 16 June 2025. https://stat.gov.pl/files/gfx/portalinformacyjny/pl/defaultaktualnosci/5488/8/11/1/szkolnictwo_wyzsze_w_roku_akademickim_2024-2025.pdf
- Act of 21 June 2001 on the protection of tenants’ rights, the municipal housing stock and amending the Civil Code – art. 6 (security deposit). https://standardyprawa.pl/akt/148/art/21538 (retrieved 2026-10-08)
- City of Warsaw, Warszawa 19115 – Registration of temporary residence of Polish citizens. https://warszawa19115.pl/-/zameldowanie-na-pobyt-czasowy-obywateli-rzeczpospolitej-polskiej-rp- (retrieved 2026-10-08)
- Ministry of Health, pacjent.gov.pl – Health insurance for students, 10 October 2025. https://pacjent.gov.pl/ubezpieczenie-zdrowotne-studenta-co-warto-wiedziec
- Civil Code – art. 675 (return of the leased item). https://lexlege.pl/kc/art-675/ (retrieved 2026-10-08)
- Civil Code – art. 662 (obligations of tenant and landlord). https://lexlege.pl/kc/art-662/ (retrieved 2026-10-08)
