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Most clients in our portfolio are owners of one, two, sometimes three apartments. But there are others as well – portfolio investors who own a dozen or several dozen properties and need something different from classic rental management. They need full passivity: handing over the properties to us, receiving reports, making strategic decisions – and nothing more.
This post is about exactly that kind of client. In 2024 we took over the management of a portfolio of 20 investment apartments in central Lodz, fixed outstanding technical issues, brought everything to full operational efficiency, and then sold all 20 within a year – at market prices ahead of the upcoming slowdown. The client was not present at a single notarial deed. He did not negotiate with a single buyer. He did not collect a single deposit.
This is a story about what “Premium management” actually means in practice – and what skills a company needs to handle a portfolio of this scale without involving the owner.
In 2024 an investor with a portfolio of 20 apartments in central Lodz reached out to us. All two-room units, around 30 sqm each, well finished and functional – a typical investment product with a very well thought-out layout for rental.
Client profile:
An investor with a larger property portfolio. The apartments were managed by another rental management company. The client was not satisfied with the level of communication and service. The plan: sell all 20 apartments within a year, taking advantage of a good moment in the market. The requirement: zero personal involvement at any stage of the process.
That last point was crucial. The client had his own business to run. Selling 20 apartments – with negotiations, paperwork, notarial deeds, coordination with tenants – would have been a second full-time job for him. And clients of this scale do’t buy our services to work even more. They buy them to gain time and peace of mind.
We agreed on terms, signed the contract, and prepared a notarial power of attorney – a document that allowed us to represent the client in all matters related to the apartments: from management, through taking over cases from the previous administrator, to signing notarial deeds during sales.
That is the foundation of this case study: without a power of attorney, you cannot handle a portfolio of this scale passively. With it – everything is possible.
The first phase was taking over 20 apartments from the previous management company. What does that involve? Recovering full documentation – lease agreements, protocols, regulations, technical documentation. Taking over deposits from the previous administrator. Final financial settlements – rent, fees, arrears, overpayments. An audit of each of the 20 apartments – technical condition, current tenant, payment history, any open matters.
The takeover process took several months. It was labour-intensive but necessary – without complete documentation and settlements you cannot manage a portfolio reliably. After this phase we had a full picture of each of the 20 apartments: who the tenants are, what the rates are, what needs attention, where the risks are.
And that is where the second phase began – the most intense one for us.
In several apartments from the portfolio we identified water damage that required quick intervention. Cracked walls, swollen baseboards, moisture marks – classic symptoms of flooding that had been developing for a long time.
The tenants knew the situation. Some had reported problems earlier. Some had simply got used to the state of things and continued living there, accepting the imperfection. The client (the owner) did not know about these floods – which meant they were not reported to insurance and the damage kept growing.
This was our first priority after taking over the portfolio. So in the first weeks we carried out a full technical audit of each of the 20 apartments in person, prepared photographic documentation of all damages, reported water damage to the relevant insurers with full documentation, and coordinated the recovery of funds to cover the repairs.
Some apartments required a full renovation. That meant relocating tenants to other apartments from the portfolio for the duration of the works – a logistical operation that itself required precise coordination. We contacted each tenant personally, explained the plan, and organised the move. After the renovation – they came back.
Importantly: everything was done on our initiative, with no involvement from the client beyond approving costs. The client received monthly reports with progress updates and information about approved expenses. Strategic decisions were his – all operational ones were ours.
After this phase we had 20 apartments in full technical order, with up-to-date documentation and satisfied tenants (for the first time in a long while, someone was actually taking care of their issues) – ready for the next stage: sales.
Selling one apartment is complicated. Selling 20 apartments simultaneously – that is a challenge of an entirely different scale. Each apartment has its own tenant under contract, requires photos, description and price, generates questions from buyers, requires viewing coordination, and ends with a notarial deed.
Our approach was: professional photo sessions – each apartment photographed while preserving the privacy of current tenants; strategic price positioning – prices adjusted to the segment (some for investors, some for individuals); viewing coordination with tenants while keeping them comfortable; differentiated marketing – different channels for different types of buyers.
An additional challenge was the fact that there were fewer parking spaces in the building than apartments. Every buyer wanted a parking spot. Thanks to careful management of the order of offers and negotiations, we managed to assign spaces in a way that maximised the value of the portfolio as a whole.
Selling 20 apartments does not happen “all at once”. It is a process spread over time, where each transaction is its own project: negotiations with the buyer (price, conditions, deadlines), checking the buyer’s capacity (financing, timing), preparing documentation (valuation, certificates, papers from the administration), coordination with the tenant (communication, contract update or termination), the notarial deed with our presence based on the power of attorney, and finally handing over the apartment (protocols, keys, instructions).
Of the 20 apartments, some were bought by investors – and those apartments are still under our management. Some were bought by private individuals, for their own use or as their first investment.
All 20 apartments sold within a year. Average price: 11-12 thousand PLN per sqm. This was achieved at the perfect market moment – just before the slowdown in the real estate market.
Apartments in the portfolio: 20.
Average sale price: 11-12 thousand PLN per sqm.
Total process duration: approx. 12 months.
Floods reported to insurance: funds recovered.
Notarial deeds signed by the client: 0.
Negotiations conducted by the client: 0.
Apartments still under our management: all those bought by investors.
The most important number in this summary is 0 in the last three categories. The client was not present at any notarial deed. He did not conduct any negotiation. He did not operationally manage any of the 20 apartments throughout the entire year.
This is the definition of Premium management: a financial result without involving the client.
If you are an investor with a larger property portfolio – or you plan to be one – here are five takeaways from this case study.
1. A notarial power of attorney is the foundation of Premium management. Without it, you cannot run a portfolio passively. A single notarial document allows the management company to act on your behalf in all matters – from leases to sales. It costs a few hundred zlotys one-time and opens up entirely different possibilities.
2. A technical audit when taking over a portfolio is critical. Apartments that look “functional” often have technical backlogs no one talks about openly. Professional takeover includes a physical audit of each apartment, condition documentation, problem identification, and a repair plan. It is hours of work for the manager – but weeks of recovered income for the owner.
3. Selling a portfolio requires strategy, not individual listings. Putting 20 apartments on portals is not a strategy – it is chaos. Professional portfolio sales mean buyer segmentation, price positioning, timing coordination, and package negotiations. Without that, you sell slowly, cheaply, and without profit.
4. Tenants are part of the equation. Selling an apartment in which a tenant lives requires the tenant’s comfort – otherwise they will not agree to viewings, will delay the process, and in extreme cases will discourage buyers. Professional service includes communication with tenants, education and protection of their rights – because a satisfied tenant means a sellable apartment.
5. Trust is built with documents and reports, not promises. A client with 20 apartments does not ask “are you professional” – he looks at the structure of your process, the quality of reports, answers to difficult questions, and your willingness to sign a contract with responsibility. What cannot be promised – can be shown in action.
A client with a portfolio of 20 apartments requires the highest level of service – and that is exactly why our Platinum package is dedicated to such situations. Let’s see how each of our packages addresses different needs.
Silver Package (12%): tenant verification before move-in, payment monitoring and basic management, tenant liability insurance included. For owners of single apartments who want basic protection.
Gold Package (15%): everything from Silver, plus full verification in BIK, KRD, BIG and Erif, official letters from a lawyer in collection and technical matters, legal handling of payment cases up to 3,000 PLN per year included. For owners who want a higher level of legal and marketing protection.
Platinum Package (20%) – for portfolio clients: everything from Gold, plus rent guarantee (rent paid to the owner even when the tenant does not pay), damage compensation up to 10x the rent, full legal service – court and bailiff proceedings up to 10,000 PLN per year included, notarial powers of attorney for full Premium management (sales, notarial deeds, complex transactions).
In this case study, the role of the Platinum package was crucial: notarial power of attorney, full legal handling of damages and sales, coordination of the entire process without involving the client. Without that, selling 20 apartments in 12 months would not have been possible.
You can find the full comparison in our rental management packages section.
Some clients are surprised when they hear about our Platinum package. “20%? That is a lot.” Yes – until you count the alternative costs. A client with 20 apartments who manages them himself, sells them himself, negotiates himself, signs notarial deeds himself, loses several dozen hours of his time each month. Plus stress. Plus mistakes. Plus missing items in documentation that come back to bite months later.
The Platinum package is not just a higher rate. It is a different model of cooperation. Full passivity, powers of attorney, full legal protection, rent guarantee – all of this combines into a product that, for a certain type of client, is the only sensible choice.
When asked after a year, the client from our case study answered briefly: “I would not know how to do this myself. This is not work for an owner – this is work for a professional.”
If you manage a larger property portfolio – several or several dozen apartments – and feel that it is starting to become your second job rather than a passive investment, book a free consultation for portfolio clients. We will show you how our Platinum package works in practice, what documents are needed, and what we specifically do in the case of your portfolio.
If you want to compare protection levels – check our management packages. Silver, Gold and Platinum differ in scope of service, legal protection, and level of passivity – tailored to different portfolio scales.
The apartments from our case study are one of hundreds of examples. Each client under our care has their own range of needs – from a single apartment for long-term rental, to portfolios that require full Premium service with notarial powers of attorney.
Author: Konrad Kopczyński
The above description is a case study of a specific situation and does not constitute legal, tax, or investment advice. Taking over a property portfolio from another management company, selling multiple apartments, and acting on the basis of a notarial power of attorney requires an individual analysis of the actual situation, documentation, and applicable law. Any formal steps (powers of attorney, notarial deeds, contracts) should be consulted with a lawyer and notary appropriate for the given transaction.
