24.05.2026 - Testowa
Property Ownership Deed – How to Obtain It and What It Should Include?
What Is a Property Ownership Deed?
Many people use the terms “ownership deed” and “notarial deed” interchangeably, but they are not the same.
A notarial deed of property transfer is a document prepared by a notary that confirms the conclusion of a sale agreement or another legal act transferring ownership of real estate. In a broader sense, a property ownership deed refers to the set of documents confirming your right to the property, with the land and mortgage register playing the key role.
In practice, it is the land and mortgage register (księga wieczysta) that serves as the official record of a property’s legal status. The entry in Section II confirms who the current owner is. The notarial deed is the basis for this entry, but only the court’s registration finalizes full legal ownership protection.
What Does a Property Ownership Deed Look Like and What Should It Include?
A notarial deed for an apartment is a formally structured document. A notary prepares it in accordance with the law, and it must include:
- date and place of preparation
- personal data of both parties (seller and buyer)
- detailed description of the property, including area and land plot number
- land and mortgage register number
- sale price and payment terms
- seller’s declaration of no encumbrances or claims
- signatures of the parties, notary’s stamp and signature
The original deed is always kept in the notary’s office. The buyer and other authorized persons receive an official copy (certified extract), which has the same legal force as the original.
How to Obtain a Property Ownership Deed Step by Step
The process of obtaining ownership documentation takes place in stages:
- Signing a developer or preliminary agreement – a document obliging both parties to conclude the final agreement.
- Preparation of the notarial deed transferring ownership – signed after construction and property handover. The notary prepares the deed based on submitted documents.
- Application for entry into the land and mortgage register – usually submitted electronically by the notary immediately after signing.
- Court approval of the entry – the court processes the application and updates the register. This may take from several weeks to several months depending on workload.
When buying an apartment from a developer in Gdańsk or from a developer in Chorzów, you can count on support at every stage. A reliable developer provides all necessary documents and does not leave you alone with formalities.
Where to Get a Property Ownership Deed and Land Register Extract?
If you need proof of ownership, there are two main options:
First, a certified copy of the notarial deed can be obtained from the notary office that prepared the original document. Notaries are required to store deeds for 10 years before transferring them to archives.
Second, to confirm the current legal status of the property, you can download an extract from the land and mortgage register online via the Electronic Land and Mortgage Register system (EKW) provided by the Ministry of Justice. A full extract shows the full history, while a standard extract shows only the current status.
How Much Does It Cost to Obtain a Property Ownership Deed?
Costs depend on several factors. The largest expense is the notarial fee, whose maximum amount is regulated by law and depends on the property value. Additional costs include:
- civil law transaction tax (PCC) of 2% of property value for secondary market purchases (not applicable on the primary market)
- court fee for entry into the land register: 200 PLN
- fees for certified copies of the notarial deed (charged per page)
All these fees together make up the total notary-related transaction costs. Planning them in advance helps avoid surprises during finalization.
Property Ownership Deed in Special Situations
The process is not always standard.
In the case of inheritance, you must first confirm inheritance rights through a court decision or a notarial certificate of inheritance. Only then can you update the land register entry.
If the property belonged to a housing cooperative and the occupant held cooperative ownership rights, conversion into full ownership requires additional procedures with both the cooperative and a notary.
FAQ
How do you obtain a property ownership deed?
You obtain ownership through a notarial deed transferring property and then an entry in the land and mortgage register. The notary usually submits the application to the court.
Are a notarial deed and ownership deed the same?
No. A notarial deed confirms the transaction, while ownership is legally confirmed by the entry in the land and mortgage register.
Where can I get a property ownership deed?
A certified copy is available from the notary office. The land register extract can be obtained online via the EKW system or at the court.
What document proves property ownership?
The land and mortgage register extract—specifically the entry in Section II—serves as the primary proof of ownership.
