What Documents Do You Need for a Loan Secured by Real Estate: the Complete List

One of the biggest advantages of a loan secured by real estate from a non-bank lender is how simple the paperwork is. Instead of dozens of certificates a bank makes you collect for weeks, here a handful of key documents are enough. The product is available exclusively to businesses, so in this article we've put together a complete checklist, split by sole proprietorship (JDG), company, and farmer. Print it out or bookmark it and come back when you're ready to submit your application.

Why does a non-bank lender need fewer documents than a bank?

Before granting a loan, a bank runs a detailed creditworthiness analysis. It checks your BIK (the Polish credit bureau) history, requires income certificates, employment contracts, statements from multiple accounts, and confirmation of no arrears with ZUS and the Tax Office. That whole process is expensive and time-consuming, which is exactly why it takes weeks.

A private lender works differently. Its main security is the mortgage on the property, not your creditworthiness. It really only asks itself one key question: is the value of the property enough to secure the loan? If the answer is yes, the matter is straightforward.

That's why the document list is much shorter. There are no certificates from ZUS or the Tax Office, no requirement for an employment contract, no BIK check. That doesn't mean the lender is being irresponsible, it simply looks primarily at the value of the collateral rather than your financial history.

Basic documents for every applicant

Regardless of whether you run a sole proprietorship, a company, or a farm, these two elements are always needed:

1. Proof of identity

An identity card or passport, for each property owner and for the borrower (if they're different people). For companies, ID documents for the people authorized to sign the agreement.

2. The land and mortgage register (KW) number and extract

The land and mortgage register is the basic document confirming that a given property exists, who owns it, and whether it's already encumbered with a mortgage exceeding its value. You'll find the register number in the notarial deed or the property purchase agreement.

You can download a current extract from the register free of charge online through the Electronic Land and Mortgage Registers portal (ekw.ms.gov.pl); a printout or PDF file is fully accepted by lenders.

Documents relating to the property

Besides the register, the lender will need information confirming the value and condition of the property.

Appraisal report (property valuation)

This is the most important document from the lender's perspective. An appraisal report is an official valuation report prepared by a licensed property appraiser. It sets the market value of the property, on the basis of which the lender calculates the maximum loan amount (usually 50–70% of the property's value).

If you don't have an appraisal report yet, don't worry. We can help arrange one, or order it ourselves. Details in the section below.

Property insurance policy

The lender requires the property to be insured against fire and other unforeseen events for the entire duration of the loan. If you don't have a policy, or it's expiring, it needs to be renewed before signing the agreement. Many insurers offer property insurance from just a few hundred zloty a year.

Floor plan (for apartments and units)

For apartments and commercial units, the lender often asks for a floor plan, which can be a scan from the notarial deed or documentation from the housing cooperative or developer. It's not an absolute requirement, but it speeds up the valuation and analysis.

Extract from the land and buildings register (for plots)

For land, building plots, or farmland, the lender may ask for an extract from the land and buildings register. This document is issued by the local county office (starostwo), usually within 1–3 days, at a cost of a few dozen zloty.

Documents for sole proprietorships (JDG)

If you're an entrepreneur registered with CEIDG (the Central Registration and Information on Business), the lender may ask for a few additional documents, not to assess your creditworthiness like a bank, but to understand your profile and the purpose of the financing.

CEIDG printout

A current printout confirming that the business is active. You can download it free of charge at aplikacja.ceidg.gov.pl; it's available instantly.

Tax returns for the last 2 years (PIT)

PIT declarations (e.g. PIT-36 or PIT-36L) for the last two tax years. The lender reviews them not to verify creditworthiness like a bank, but to get a general picture of the business's financial situation and the purpose of the financing. Even if the business posted a loss, that doesn't automatically disqualify the application.

Bank statements for 3–6 months

Statements from the main business account for the last 3 to 6 months. They confirm business activity and cash flow. They don't need to look impressive, the point is to show that the business is genuinely operating.

Documents for companies (limited liability and others)

Companies require a bit more paperwork than sole proprietorships, but even here the list is much shorter than at a bank.

Current KRS extract

An extract from the National Court Register (KRS), available free of charge through the rejestr.io or ekrs.ms.gov.pl portal. It confirms that the company exists, who manages it, and who is authorized to sign the agreement.

Financial statements for the last 2 years

The balance sheet and profit-and-loss statement for the last two financial years. If the company is small and doesn't prepare full statements, CIT declarations or a revenue-and-expense ledger are enough. We don't assess companies solely through the lens of net profit: even a company with a negative financial result can get a loan, if the value of the property is adequate.

Shareholders' / management board resolution

An internal company document authorizing the taking out of the loan and the establishment of the mortgage. If the property belongs to the company, a shareholders' meeting resolution is needed. If the property belongs to a shareholder privately and is meant to secure the company's debt, that requires a separate agreement for a third-party security.

Power of attorney (if applicable)

If a proxy, rather than the management board, is to sign the agreement on the company's behalf, a notarial power of attorney is needed. It's worth arranging this in advance, so it doesn't delay finalizing the agreement.

Documents for farmers

Farmers face a specific situation, because agricultural land is subject to additional legal regulations, particularly related to the right of first refusal held by KOWR (the National Support Centre for Agriculture).

Land and mortgage register for the farmland plot

As with any property, a current register extract with information on the land class, area, and any encumbrances. For agricultural land, it's especially important to check whether the plot carries any easements or third-party rights of first refusal.

Extract from the land and buildings register

A document from the county office confirming the soil quality class of the land and its designation in the register. This matters, because the land class affects its value and liquidity: agricultural land of class I–IV is significantly more valuable than class V–VI.

KOWR status

If the farmland plot is to be the subject of a mortgage, the lender needs to be sure that any enforcement of the mortgage isn't hindered by KOWR's right of first refusal. In practice: establishing a mortgage doesn't require KOWR's consent, but selling it through enforcement proceedings may. That's why for agricultural land over 0.3 ha, lenders typically apply a lower LTV ratio (40–55%) than for urban property. More on this in the article on KOWR's right of first refusal.

Documents relating to direct payments (optional)

If the farmer receives payments from ARiMR (the Agency for Restructuring and Modernisation of Agriculture), the lender may ask for confirmation, not as a condition for granting the loan, but as extra evidence of active farming activity. This isn't an absolute requirement.

What you DON'T need, unlike at a bank

This is the part worth reading especially carefully, because it's exactly where a loan secured by real estate differs most from a bank mortgage loan.

That doesn't mean the lender never asks about your financial situation at all. A conversation about the purpose of the loan and the planned repayment is a natural part of every meeting. But you provide that information verbally or in a short description, you don't have to prove it with a stack of documents.

What if you don't have a property valuation yet?

This is a very common case; many people applying for a loan secured by real estate for the first time don't have a current appraisal report. There's nothing to worry about.

How do you get an appraisal report?

An appraisal report is prepared by a licensed property appraiser, someone with professional credentials granted by the Ministry of Infrastructure. You can order the valuation yourself or use an appraiser recommended by the lender. Remember that the lender has to accept the valuation, it's worth asking in advance whether they'll accept a report from an outside appraiser or prefer their own.

You can read more about what an appraisal report is and how to order one in the article: What is an appraisal report?

How much does an appraisal report cost?

• Apartment in a city: PLN 800–1,200
• Single-family house: PLN 1,000–1,800
• Building plot: PLN 800–1,500
• Farmland: PLN 800–1,400
• Commercial property or warehouse: PLN 1,500–2,500 (or more for large facilities)

All in all: a typical valuation costs PLN 800–2,000. It's a one-time expense that pays for itself, the report is valid for 12 months and can be used for multiple applications.

How long does the valuation take?

The appraiser first schedules a site visit (usually within 2–5 business days of the order), then prepares the report over the following 3–10 business days. The whole process from order to finished document usually takes 5–14 business days. For urgent needs, many appraisers offer an express option for an extra fee.

The complete document list: a printable checklist

Below we've gathered every document in one place. Check off what you already have, and what you still need to prepare.

Frequently asked questions

Summary: how to get started?

Gathering the documents for a loan secured by real estate is much simpler than at a bank. Start with the basics: a form of ID and the land and mortgage register number. The rest can be put together in parallel with your conversation with the lender.

If you're wondering how much time the whole process takes, from first contact to disbursement, read our article on the differences between a private loan and a bank loan.

Want to know your chances of getting financing? Write to us or call, the preliminary assessment is free and comes with no obligation. Give us the land and mortgage register number and the approximate amount you need, and we'll reply within a few hours.