What Is a House Title Deed and Why Does It Not Exist as a Single Document?

Under Polish law, a "house title deed" is not one specific document with that official name. Instead, it is a commonly used term that may refer to several different documents confirming ownership rights to a property. Most commonly, it refers to:

• an extract from the land and mortgage register (księga wieczysta),
• a notarial deed transferring ownership,
• a court decision confirming inheritance or the division of an estate,
• a court judgment or administrative decision in specific circumstances.

Each of these documents serves a slightly different purpose, but all of them can be used as proof of property ownership before institutions, banks, and public authorities. Understanding this distinction is important before searching for a specific document.

Similarly to apartment ownership documentation, the primary source of information about the owner of a property is the land and mortgage register maintained by the competent district court.

House Title Deed vs Notarial Deed – What Is the Difference?

This is one of the most common misunderstandings. A notarial deed is a document prepared by a notary confirming that a specific legal transaction has taken place, such as the sale of real estate. It forms the basis for registering the new owner in the land and mortgage register, but it is not the same as an extract from that register.

An extract from the land and mortgage register, on the other hand, is an up-to-date record from the public register confirming the current legal status of the property. This is the document most commonly required by banks when applying for a mortgage, selling a property, or purchasing home insurance.

Detailed information about the contents of an apartment notarial deed can be found in a separate article on our blog.

What Does a House Title Deed Look Like and What Information Should It Include?

Since the term "house title deed" is most often associated with an extract from the land and mortgage register, it is useful to understand what information this document contains. The register consists of four sections:

1. Section I – property identification details (address, size, and description),
2. Section II – information regarding the owner or perpetual usufruct holder,
3. Section III – rights, claims, and restrictions affecting the property (such as easements),
4. Section IV – mortgages secured against the property.

When purchasing a house, particular attention should be paid to Sections III and IV. These contain information about any encumbrances that could affect the safety of the transaction.

Below you can find an example of a house title deed template.

Where Can You Obtain a House Title Deed?

You can obtain an extract from the land and mortgage register in two ways.

The first option is to visit the land and mortgage register department of the district court responsible for the property's location. You need to submit an application using the KW-ODPIS form and pay the applicable court fee.

The second, and much more convenient, option is to use the Electronic Land and Mortgage Register system available through the Polish Ministry of Justice website. After entering the register number, you can view its contents online free of charge or download an official extract for a fee of:

• PLN 20 for a standard extract,
• PLN 50 for a full extract.

If you do not know the register number, it may be possible to obtain it from the relevant land surveying and cartography department of the district authority based on the plot number or property address. In such cases, you must demonstrate a legitimate legal interest.

Who Issues a House Title Deed and How Long Does It Take?

Extracts from the land and mortgage register are issued by the district court responsible for maintaining the register. For applications submitted in person, the waiting time is usually a few business days. Extracts downloaded electronically through the online register system are available immediately after payment is completed.

What Should You Do If the House Title Deed Is Lost?

Losing documents confirming ownership of a property is not an irreversible problem. An extract from the land and mortgage register can be obtained at any time because the register is maintained by the court and remains permanently accessible. All you need to do is submit a new request for an extract.

If you lose the notarial deed, you should contact the notary's office that prepared the original document and request another certified copy. If the notary's office no longer exists, responsibility for the documents passes to the Land and Mortgage Register Department of the relevant district court.

FAQ – Frequently Asked Questions

Where can I obtain a house title deed?

An extract from the land and mortgage register can be obtained from the district court's land and mortgage register department or online through the Electronic Land and Mortgage Register system. Copies of notarial deeds are issued by the notary's office that prepared the original document.

Is a notarial deed the same as a title deed?

No. A notarial deed confirms that a legal transaction, such as a sale, has taken place. A house title deed is an informal term that most commonly refers to an extract from the land and mortgage register confirming the property's current legal status.

When do you receive ownership rights?

Ownership rights transfer to the buyer when the notarial deed is signed. The registration of this change in the land and mortgage register is usually completed within several weeks after the notary submits the application on behalf of the parties.