How to rent out a commercial unit fast and stop losing money

The good news is that a few concrete steps can attract the right tenants and let you rent out the unit faster, without agents or commission. We describe them one by one below.

1. Prepare the unit as if you were renting it yourself

First impressions make a huge difference. A unit that looks clean, bright and professional attracts more interest than one that looks neglected.

Take care of:

• tidiness and a neutral look: remove unnecessary furniture, refresh the walls, clean up,
• lighting: replace burnt-out bulbs, consider LED lighting,
• visibility: if the building rules and your municipality's landscape resolution allow it, put a “To let” banner with contact details in the shop window,
• the first photo: let it show the whole space, not just a corner.

A unit that looks ready for work attracts not only companies, but also freelancers or people looking for a storeroom or a studio.

2. Say exactly what you are offering

Tenants look for specifics. In the listing description, give:

• the total floor area (e.g. 45 m²),
• the ceiling height,
• utilities: water, electricity, heating, internet,
• access to a toilet and a back room, entrance from the street,
• the type of unit: office, retail, service, storage,
• which businesses the unit is suitable for and which you do not allow,
• which charges come on top of the rent, e.g. utilities or service charges.

Also add information about:

• location: proximity to public transport, parking, visibility from the street,
• the possibility of changes to the space: partition walls, painting, layout.

A well-described unit and a full set of photos mean more enquiries from interested people. We show how to add such a listing step by step in the guide to adding a long-term rental listing for a commercial unit.

3. Set a realistic price

A price that is too high will put tenants off, and one that is too low may raise suspicion. It is best to compare the rates of similar units in the area. You can do this by browsing listings in the commercial units category and filtering them by city.

4. Prepare a simple, clear contract

Do not overcomplicate it. A well-constructed contract builds trust and speeds up the decision. Maszbox connects the parties to a listing but is not a party to the contract. You sign the contract directly with the tenant.

The contract should include:

• the details of the parties,
• a description of the unit,
• the intended use of the unit, that is what business the tenant may run in it,
• the amount of rent and the payment date,
• who pays for utilities and service charges,
• the duration of the contract and the rules for ending it,
• the deposit: you agree its amount in the contract,
• the rules for fitting out the unit: what the tenant may change and whether they must restore it to its original condition when the rental ends.

When handing over the keys, draw up a handover report and take photos. That makes it easier to settle the deposit when the unit is returned.

5. Remember the tax

If you rent out a unit privately, outside a business, since 2023 revenue from private rental has been taxed only with the flat-rate tax on recorded revenue: 8.5% of revenue up to PLN 100,000 a year and 12.5% on the excess, in the PIT-28 return. When renting out a commercial unit, also check with an accountant whether VAT applies to you. If the unit belongs to your company, you settle the revenue as part of the business.

6. Put the listing where business people look

List the unit in the category where people looking for space to work, trade or provide services search for it. On Maszbox, listings are free and commission-free, and you contact interested people directly, without an agent.

7. Act like an entrepreneur, not just an owner

Instead of just waiting for the phone to ring, reach out to tenants yourself. The unit may interest, among others, construction and service companies from the area, freelancers who need an office, brands looking for a pop-up shop, or foundations and start-ups looking for affordable space. How to reach them:

• reply to listings from companies that are looking for a unit themselves,
• talk to business owners in the area in person, e.g. at meetings of local business organisations,
• leave information about the unit where business owners look for it themselves, e.g. on the notice board in a coworking space or business centre, with the manager's consent,
• share the listing on your social media and ask business owners you know to pass it on.

Remember: the Polish Electronic Communications Law prohibits sending offers by email or text message and making marketing calls to people and companies that have not agreed to it beforehand. So do not send rental offers to random companies.

If besides the unit you have other spare space, e.g. a garage or a basement, see how to earn from spare space.