Warehouse Guide - Knowledge, Practice, Inspiration

Building your own warehouse is a breakthrough moment for many companies - the first step to greater independence, better logistics and business development. But how do you go about it if you have no experience in construction investments? What materials are worth building with, what does the whole process look like and what should you pay attention to in order not to get stuck at the planning stage or not to overpay for execution errors? In this article, I answer the most important questions that everyone who is thinking about their own warehouse asks themselves - from the choice of technology, through the construction stages, to practical tips for getting started.<h2>What materials and structures should be chosen to build a warehouse?</h2>The choice of technology depends on several key criteria:<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">Purpose of the warehouse – will it be a high-bay hall, cold store, e-commerce warehouse, or universal storage space?</li><li style="tab-stops:list 36.0pt;">Expandability – steel structures are easier to enlarge, concrete gives greater durability and resistance.</li><li style="tab-stops:list 36.0pt;">Lead time – steel and prefabricated warehouses are built faster; classic reinforced concrete halls require more time.</li><li style="tab-stops:list 36.0pt;">Budget – steel and precast elements are usually cheaper at the start, concrete gives lower operating costs in the long run.</li><li style="tab-stops:list 36.0pt;">Local conditions – e.g. in humid climates concrete will work better, in dry and warm climates - steel.</li></ul>The most common solutions:<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">Steel structure – quick assembly, flexibility, easy expansion.</li><li style="tab-stops:list 36.0pt;">Reinforced concrete structure – durability, fire resistance, good insulation.</li><li style="tab-stops:list 36.0pt;">Prefabricated elements&nbsp;– ready-made elements of walls and roofs that shorten the construction time and minimize the risk of errors.</li></ul><h2>What does the process of building a warehouse look like step by step?</h2>Building a warehouse consists of several key stages, each of which should be well thought out and planned. Don't forget to prepare a cost estimate and&nbsp;cooperate with the architect or project contractors on an ongoing basis.&nbsp;<ol><li style="line-height:normal;tab-stops:list 36.0pt;">Planning and design First, you determine the function of the warehouse (storage, distribution, production?), choose the location and commission the architectural design. This is the moment to decide on the size, height, number of docks, logistics systems and possible automation.</li><li style="line-height:normal;tab-stops:list 36.0pt;">Obtaining permits and preparing the site Before the excavator enters, you must have a building permit and conduct geotechnical surveys. The area needs to be levelled; drainage must be taken care of and the ground for the foundations must be prepared.</li><li style="line-height:normal;tab-stops:list 36.0pt;">Construction of foundations Foundation slabs&nbsp;or strip footings are most often used - the choice depends on the size of the warehouse and ground conditions. For large halls, piles or deep foundations are also used.</li><li style="line-height:normal;tab-stops:list 36.0pt;">Assembly of the supporting structure This is where steel (columns, girders, trusses) or prefabricated concrete elements come in. At this stage, the "backbone" of the warehouse is created.</li><li style="line-height:normal;tab-stops:list 36.0pt;">Installation of walls and roof Most often these are steel panels, sandwich panels with an insulating core, sometimes brick or concrete. Warehouse roofs are usually steel structures with trapezoidal sheet or sandwich panels.</li><li style="line-height:normal;tab-stops:list 36.0pt;">Installations and interior finishing Electrical installations, LED lighting, heating (if necessary), ventilation, fire protection systems and monitoring are installed. Floors are usually concrete with a hardened surface, sometimes covered with resin or epoxy.</li><li style="line-height:normal;tab-stops:list 36.0pt;">Technical acceptance and commissioning of the warehouse After the completion of construction, acceptances, tests of the installation are carried out and an occupancy permit is obtained. Only then can you start entering the item and running the operations.&nbsp;</li></ol><h2>How much does it cost to build and finish a warehouse?</h2>The cost of building a warehouse depends on many factors, and the price range can be surprising.&nbsp; The most important elements of the budget are:<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">Purchase or preparation of land – prices vary greatly depending on the location.</li><li style="tab-stops:list 36.0pt;">Design and permits – the cost of architectural design, obtaining permits, geotechnical surveys.</li><li style="tab-stops:list 36.0pt;">Hall structure – steel or concrete, prefabricated or traditionally built.<ul style="list-style-type:circle;"><li style="tab-stops:list 72.0pt;">A simple steel hall: 1000–2000 PLN/m²</li><li style="tab-stops:list 72.0pt;">Reinforced concrete warehouse: 1500–3000 PLN/m² (approximate prices, depending on location and standard)</li></ul></li><li style="tab-stops:list 36.0pt;">Interior finishing – industrial floors (concrete, resin), racks, gates, docks, lighting, heating, ventilation, offices and social facilities.</li><li style="tab-stops:list 36.0pt;">Installations and systems – electrics, monitoring, fire protection systems, WMS.</li><li style="tab-stops:list 36.0pt;">Insurance, technical acceptance, provision for unforeseen expenses.</li></ul>Example: The construction of a warehouse with an area of 1000 m² in the basic standard (steel structure, without cold storage and automation) costs about PLN 1.2-2.5 million. Finishing (racks, docks, offices, systems) is an additional 10-30% of the investment value.Tip:&nbsp; It is worth preparing a provision for unforeseen expenses - in practice, it is rare for the final cost to be lower than originally assumed.<h2>What modern technologies are used in the construction of warehouses?</h2>More and more investors are opting for prefabrication and modular solutions - ready-made elements are made in a factory and assembled on the construction site like building blocks. This reduces lead times and allows you to better control quality. Energy-efficient warehouses&nbsp;with good insulation, windows and skylights illuminating the interior, photovoltaic panels on the roof and heat recovery systems are also gaining popularity.It is also worth thinking about the future - a warehouse that is "just right" today may need to be expanded in a few years. Therefore, halls are increasingly often designed with the possibility of easy expansion or adaptation to new needs (e.g. adding cold stores, mezzanines, picking zones).<h2>The most common mistakes and practical lessons from building a warehouse</h2><ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">Underestimation of the budget and lack of a reserve for unforeseen expenses.</li><li style="tab-stops:list 36.0pt;">Too hasty choice of location or technology (e.g. saving on insulation, which then generates high heating/cooling costs).</li><li style="tab-stops:list 36.0pt;">No plan to expand or change the function of the warehouse in the future.</li><li style="tab-stops:list 36.0pt;">Ignoring safety issues (fire protection systems, ventilation, monitoring).</li><li style="tab-stops:list 36.0pt;">Hiring contractors with no experience in the construction of industrial facilities.</li></ul><h2>What should you keep in mind before&nbsp;breaking ground?</h2>Building a warehouse is an investment that requires not only money, but also time, patience and good organization. The better you plan each step - from the choice of technology to the interior finish - the fewer surprises you will encounter along the way. It is worth using the experience of proven designers and contractors, compare offers and not be afraid to ask questions.&nbsp;A well-designed and constructed warehouse will serve for years, and mistakes made at the start can cost much more than savings on materials or construction time. Remember - it really pays to think long-term here.

Steel structure of warehouse hall under construction

Warehouse construction – what and how to build it?

Opening a warehouse is more than just finding an empty hall and ordering a few racks. It's a decision that could completely change the way your business operates - or simply allow you to finally sort out the chaos in your inventory. If you're wondering how to go about it and what really matters at the start, you've come to the right place. Below I have collected the most important questions that arise when you want to open a warehouse - and I answer them in a simple way.<h2>How to open your own warehouse?</h2>Opening a warehouse starts with a good plan. First, think about what kind of warehouse you need&nbsp;- is it to be a high-bay hall, a simple closed warehouse, or maybe self-storage?The next step is to choose the location. It is worth being guided not only by the price, but also by availability for suppliers, customers and employees.&nbsp;Once you've found the right place, it's time to prepare the space: plan the layout of the shelves, reception and release areas, take care of signage and security systems.&nbsp;Only then can you think about launching the operation, i.e. the first receipt of goods and the implementation of the team.<h2>How to set up a warehouse step by step?</h2>Start by analysing your own needs: what goods you will store, how often you plan deliveries, whether you need special conditions (e.g. cold storage, ADR warehouse). Maybe the simplest open or closed warehouse will be sufficient for you? Then choose the type of storage - own, rented, or maybe a container or a self storage box?&nbsp;The next stage is to choose the location and negotiate the terms (if you rent). After signing the contract, take care of the equipment: racks, trolleys, information system (WMS), monitoring. Train your team and prepare procedures&nbsp;- even the simplest, but clear to everyone.&nbsp;Finally, conduct a trial receipt and release of the goods - this will allow you to catch any mistakes at the start.<h2>What do I need to open a warehouse?</h2>The list of things to do depends on the scale of the project, but in practice it will always be useful to:<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">appropriate space (hall, box, container - depending on the needs),</li><li style="tab-stops:list 36.0pt;">racks or other storage systems,</li><li style="tab-stops:list 36.0pt;">internal transport equipment (trolleys, pallet jacks, sometimes overhead cranes),</li><li style="tab-stops:list 36.0pt;">an IT system for recording goods (even a simple Excel at the beginning, although WMS makes life much easier),</li><li style="tab-stops:list 36.0pt;">marking zones and shelves,</li><li style="tab-stops:list 36.0pt;">protection: monitoring, alarm, fire protection systems,</li><li style="tab-stops:list 36.0pt;">warehouse and goods insurance.</li></ul>Don't forget to train your employees and implement basic safety and work organization procedures.<h2>How much does it cost to open a warehouse?</h2>The cost of opening a warehouse is a topic that always arouses emotions - and it is hardly surprising, because the price range is huge. Renting a small self-storage warehouse or container is an expense of several hundred zlotys per month. Renting a large warehouse hall is already a few thousand zlotys per month (plus service charges and utilities). In addition, there are the costs of equipment (racks, trolleys, IT system), security and insurance.&nbsp;You can read more about the costs of renting warehouse space in the article: <a target="_blank" rel="noopener noreferrer" href="https://magazyny.pl/en/poradnik-magazynowy/how-much-does-it-cost-to-rent-a-warehouse-factors-affecting-the-price">How much does it cost to rent a warehouse? Factors affecting the price</a>Your own investment in the construction of a warehouse is already an expense counted in hundreds of thousands or millions of zlotys. In practice, it is worth preparing for an expense of several to several thousand zlotys if you start with rental and basic equipment.<h2>How to prepare a warehouse for work?</h2>Preparing the warehouse for operation is a stage that often determines the subsequent success. Start by planning the layout of racks and zones (receiving, storage, picking, shipping). Take care of signage, safety systems and convenient transport paths. Choose a system for recording goods – even a simple solution will avoid chaos. Train your employees, establish clear procedures, and regularly check that everything is working as planned. A well-prepared warehouse means not only order, but also real savings in time and money.<h2>How to run warehouse operations?</h2>The start of the warehouse is the moment when theory meets practice. It is worth starting with a trial receipt and release of goods - this will allow you to catch any errors in the organization of space or procedures. Make sure your team has a clear division of responsibilities and regularly check in to make sure everything is working as planned.Don't be afraid to make changes - the warehouse is a living organism that will change along with your company. It is also worth analyzing costs, inventory turnover and process efficiency on an ongoing basis. Sometimes even a small change (e.g. moving the picking zone closer to the exit) can significantly improve the work.&nbsp;<h2>The most common mistakes when opening a warehouse - and how to avoid them</h2><ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">A hasty choice of location – guided only by the price - can take revenge if access is difficult or there are no employees.</li><li style="tab-stops:list 36.0pt;">No plan for development – a warehouse that is "just right" today may turn out to be too small or impractical in a year.</li><li style="tab-stops:list 36.0pt;">Underestimating the role of IT systems – even in a small warehouse, it is worth having at least a simple program for recording goods.</li><li style="tab-stops:list 36.0pt;">Skipping training and safety procedures is not only a matter of regulations, but also of the real safety of people and goods.</li></ul>Setting up your own warehouse is quite a challenge, but also a great satisfaction when everything starts working according to plan. The most important thing is not to be afraid to ask questions, learn from the experience of others and leave nothing to change - even if the list of actions to do seems overwhelming at first. Each next step will be easier, and a well-organized warehouse will quickly become one of the pillars of your business. Good luck!&nbsp;

Warehouse project in 3D visualization on architectural plans

From the idea to the first package – how to set up and open your own warehouse?

Have you ever experienced that feeling when, after weeks of searching, you finally find a warehouse that seems perfect? The location is right, the price is not a deterrent, and the owner seems fine. You think: "Great, I'll sign, and we’re done!" – But that's when things get complicated. Because renting a warehouse is not only about handing over the keys and a quick transfer once a month. The formalities when renting a warehouse and the number of questions&nbsp;can surprise even experienced entrepreneurs. And you don't have to be a lawyer or accountant to get the hang of it all – you just need to know what to ask and what to pay attention to. This article is your practical guide through the entire process: from the first contact with the landlord, through completing documents, to settlements and obligations after signing the contract. I promise that after reading it, everything will become simpler.<h2>What documents do I need to rent a warehouse?</h2>Let's start with the basics. Regardless of whether you rent a warehouse as a company or as an individual (although the latter situation is rare), you need to prepare a few documents.&nbsp; The most important are:<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">Lease agreement – preferably in writing, with a detailed description of the warehouse, payment terms, rental period and termination rules.</li><li style="tab-stops:list 36.0pt;">Company documents – KRS, NIP, REGON, current excerpt from the register, if you rent as an entrepreneur.</li><li style="tab-stops:list 36.0pt;">Owner's documents – confirming the ownership of the warehouse (e.g. a copy of the land and mortgage register).</li><li style="tab-stops:list 36.0pt;">Certificates of no arrears from the Social Insurance Institution and the Tax Office – sometimes required by the owner, especially in the case of larger areas.</li><li style="tab-stops:list 36.0pt;">Insurance policy – both for the warehouse and for the stored goods (this is often a necessary condition).</li></ul>For large, modern facilities, additional documents may be needed: Energy Performance Certificate (EPC), occupancy permit, sometimes even fire or health and safety instructions. It is worth asking about it already at the negotiation stage to save your nerves.<h2>Do I have to report a warehouse lease agreement to the tax office?</h2>This question comes up regularly and... The answer is simple: no, the warehouse lease agreement itself does not require notification to the tax office.<ul style="list-style-type:disc;"><li>In practice, if you rent a warehouse as a company, you settle the lease in your accounting and show the revenue or cost in your tax returns.</li><li>If you rent a warehouse as a private person, you settle with a lump sum and submit a PIT-28 declaration at the end of the year.</li></ul> The tax office can only ask for the contract in the event of an audit, so it's a good idea to have it on hand – but you don't have to report it anywhere!<h2>What are the tax and registration obligations when renting a warehouse?</h2>Here it depends on who you are as a tenant:<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">Company: you keep records of revenues and costs (revenue and expense ledger, lump sum records or full accounting), store all invoices, contracts and payment confirmations. You always show the rental of a warehouse in your accounting.</li><li style="tab-stops:list 36.0pt;">Private person: you settle with a lump sum on income, you do not have to keep detailed records of costs, but it is worth collecting transfer confirmations and a contract. At the end of the year, you submit PIT-28.</li><li style="tab-stops:list 36.0pt;">Property tax: the owner pays, but as I have already mentioned – this cost is often passed on to the tenant.</li><li style="tab-stops:list 36.0pt;">Cash register: applies only to rentals to non-business individuals if the payment is in cash or short-term. In practice, this is a rarity in warehouses.</li></ul>Also, do not forget about the obligations related to health and safety, fire protection or the implementation of safety procedures if you store goods that require special conditions.<h2>What are the most important formalities after signing the contract?</h2>After signing the warehouse lease agreement:<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">pay a security deposit (usually 2–3-month rents),</li><li style="tab-stops:list 36.0pt;">Provide proof of insurance (if required)</li><li style="tab-stops:list 36.0pt;">report &nbsp;(if necessary) the choice of the lump sum to the tax office,</li><li style="tab-stops:list 36.0pt;">take care of health and safety training for employees and implementation of safety procedures,</li><li style="tab-stops:list 36.0pt;">Make sure you have access to all necessary permits and certifications&nbsp;(especially in modern facilities).</li></ul>Some companies still require a handover protocol (technical condition of the warehouse, number of keys, utility meter, etc.). It is worth taking photos or a video at the beginning of the lease – this can save you when settling the deposit.<h2>Practical tip</h2>Before you sign the contract, ask the landlord for a template of the cost settlement and a sample invoice. This is no shame – on the contrary, it is proof that you are thinking ahead and do not want to be surprised by additional fees after a month. If this is your first warehouse, don't be afraid to seek the help of an advisor or lawyer – this often avoids costly (and stressful) mistakes.

Analysis of real estate documents and plans on desk

Settlements and formalities when renting a warehouse – step by step

<h2>Taxes when renting a warehouse – VAT, lump sum, property tax</h2>In the case of the first warehouse rental, the question always arises: what taxes do you have to pay and how to settle them? If you are new to taxes, this topic may seem complicated. It is true that there is a lot of complexity and vague terms in our regulations. I have tried to collect the most common questions that arise in this topic and answer them as clearly as possible.&nbsp;Remember, however, that the safest way is to entrust your settlements to experts&nbsp;in the field of accounting or consult these issues with a tax advisor.&nbsp;<h2>Is warehouse rental subject to VAT? And when is he exempt from it?</h2>As a rule, the rental of a warehouse is subject to VAT. If you rent a warehouse as a company (i.e. as part of a business activity), you add 23% VAT to the rent and issue a VAT invoice. The exception is when the warehouse is rented for residential purposes – which in practice hardly happens with warehouses (this applies to flats or houses).Rental can be exempt from VAT only if the space is rented for residential purposes – that is, someone arranges an apartment there and actually lives there. In practice, warehouses rented for business activity (storage of goods, equipment, company archives) are always subject to VAT. Renting a warehouse to a private person for other purposes (e.g. storage, hobbies) is also subject to VAT.<h2>When is warehouse rental a cost?&nbsp;</h2>Renting a warehouse facility is a tax-deductible cost if you rent it for the purposes of your business activity. This means that rent, utilities, service charges, insurance or warehouse equipment can be included in the company's costs and reduce your taxable income.&nbsp;If you rent a warehouse privately (not as part of your business), you cannot deduct these expenses from income tax – you settle with a lump sum on income.<h2>How to settle property tax for a warehouse?</h2>The property tax is paid by the owner of the warehouse. In 2025, the tax rate on buildings related to business activity (i.e. warehouses) is a maximum of approx. PLN 34 per 1 m² per year. In practice, the landlord often passes this cost on to the tenant (as an additional fee in the contract). If you rent a warehouse, check the contract to see if you are obliged to refund the property tax to the landlord.<h2>How to settle warehouse rental on a lump sum?</h2>If you rent a warehouse privately, you settle with a lump sum on recorded income. The lump sum rate is 8.5% up to PLN 100,000 of revenue per year, and above this amount – 12.5%. You cannot deduct tax-deductible costs; you only settle on rental income. You pay the lump sum monthly or quarterly, and at the end of the year you submit PIT-28.Example of tax settlement when renting a warehouseExample 1:&nbsp; You rent a warehouse as a company; you pay PLN 5000 net per month. You receive an invoice for PLN 5000 + 23% VAT (PLN 1150). You can put the whole thing into the company's costs and deduct VAT.Example 2:&nbsp; You rent a warehouse privately, for your own use (you don't have a company). You pay a lump sum of 8.5% on your total income, you do not deduct any costs.<h2>What else is worth knowing?</h2><ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">Always check if the contract includes a provision about the refund of property tax to the owner.</li><li style="tab-stops:list 36.0pt;">If you rent a warehouse as a private person, you cannot deduct the costs – you only settle with a lump sum.</li><li style="tab-stops:list 36.0pt;">In case of doubt, it is worth consulting an accountant or tax advisor – especially if you are renting a warehouse for the first time.</li></ul>

Growing stacks of coins symbolizing capital growth

Renting a warehouse? You need to remember about these taxes

Before you move on to detailed calculations, it is worth knowing what exactly is included in the storage costs and how to calculate them in practice. If you are interested in general information about the costs of renting a warehouse, market rates or factors affecting the price - take a look at the previous article first: <a target="_blank" rel="noopener noreferrer" href="https://magazyny.pl/en/poradnik-magazynowy/how-much-does-it-cost-to-rent-a-warehouse-factors-affecting-the-price">How much does it cost to rent a warehouse? Factors affecting the price</a>In this article, I focus only on how to calculate the actual storage costs step by step - with practical formulas and examples. However, I would like to point out that the help of an advisor may be necessary not only in unusual cases. The methods of even standard settlements may raise doubts, which are safest to dispel in consultation with an expert.<h2>What is included in the storage costs?</h2>Storage costs&nbsp;include both fixed expenses (e.g. rent, insurance, taxes, staff salaries, depreciation of equipment) and variable expenses (energy, transport, order processing, consumables). In practice, semi-variable costs&nbsp;(e.g. losses, damages, seasonal increase in inventories) and the so-called costs of capital frozen in goods are also taken into account.<h2>How to calculate storage costs?</h2>The easiest way is to add up all storage costs in a given period (e.g. month or year) and then divide this amount by the selected reference unit - e.g. storage area, number of pallets, tonnes or value of goods.Basic formula for storage cost:<img src="https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026424/image_0e235ccf44.png" alt="image.png" srcset="https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026424/image_0e235ccf44.png 245w, https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026424/image_0e235ccf44.png 500w, https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026424/image_0e235ccf44.png 750w, https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026424/image_0e235ccf44.png 1000w" sizes="100vw" width="416" height="38" v:shapes="_x0000_i1025" uploadprocessed="true"> Example: If the annual storage costs are $120,000 and the average inventory is 1000 pallets, the storage cost per pallet is $120 per year.<h2>What does the formula for the cost of storage look like?</h2>In logistics, the following formula is most often used:<img src="https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026424/image_bfab27d68e.png" alt="image.png" srcset="https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026424/image_bfab27d68e.png 245w" sizes="100vw" width="92" height="19" v:shapes="_x0000_i1025" uploadprocessed="true">, where:<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;"><img src="https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026424/image_6444286232.png" alt="image.png" srcset="https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026424/image_6444286232.png 245w" sizes="100vw" width="160" height="17" v:shapes="_x0000_i1025" uploadprocessed="true"></li><li style="tab-stops:list 36.0pt;"><img src="https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026424/image_e848f20051.png" alt="image.png" srcset="https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026424/image_e848f20051.png 245w" sizes="100vw" width="158" height="17" v:shapes="_x0000_i1025" uploadprocessed="true"></li><li style="tab-stops:list 36.0pt;"><img src="https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026424/image_60e9eab3c9.png" alt="image.png" srcset="https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026424/image_60e9eab3c9.png 245w, https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026424/image_60e9eab3c9.png 500w, https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026424/image_60e9eab3c9.png 750w, https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026424/image_60e9eab3c9.png 1000w" sizes="100vw" width="503" height="17" v:shapes="_x0000_i1025" uploadprocessed="true"> &nbsp;</li></ul>You can also calculate the cost per square meter:<img src="https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026424/image_d0053917fb.png" alt="image.png" srcset="https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026424/image_d0053917fb.png 245w, https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026424/image_d0053917fb.png 500w, https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026424/image_d0053917fb.png 750w" sizes="100vw" width="292" height="35" v:shapes="_x0000_i1025" uploadprocessed="true"> or storage cost per unit:<img src="https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026425/image_0c2bd5872d.png" alt="image.png" srcset="https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026425/image_0c2bd5872d.png 245w, https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026425/image_0c2bd5872d.png 500w, https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026425/image_0c2bd5872d.png 750w, https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758026425/image_0c2bd5872d.png 1000w" sizes="100vw" width="465" height="35" v:shapes="_x0000_i1025" uploadprocessed="true"> &nbsp;<h2>How to calculate the cost of storing inventory?</h2>The cost of storing inventory is not only rent and utilities, but also the cost of capital tied up in goods, insurance, taxes, aging and shrinking inventory. It is estimated that they can range from 15% to even 30% of the value of inventories per year.<h2>What are the methods of calculating storage costs?</h2>In general, several methods are used - the choice depends on the specifics of the company and the available data:<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">Direct method: add up the actual expenses related to storage and divide by the number of units (e.g. pallets, tons, zlotys of the value of the goods).</li><li style="tab-stops:list 36.0pt;">Proportional method: divide storage costs into products in proportion to their value - it works well when you store goods of very different values.</li><li style="tab-stops:list 36.0pt;">Unit cost method: Calculate the storage cost for one unit of a product by adding up all costs and dividing by the number of products stored.</li><li style="tab-stops:list 36.0pt;">Storage cost ratio: allows you to compare the efficiency of the warehouse over different periods - calculated as the ratio of storage costs to the value or number of warehouse turnover.</li></ul><h2>Practical examples and tips</h2>Let's assume that your warehouse costs $240,000 per year and the average stock is 2000 pallets. The cost of storing one pallet is PLN 120 per year. If you know that some of the costs (e.g. energy, transport) increase with the number of operations, you can calculate a variable cost for each additional pallet.Tip:&nbsp;Regularly analyze the cost structure and see which elements you can optimize - e.g. better inventory turnover, renegotiation of utility contracts, process automation. If the topic seems too complex, it is worth consulting an experienced advisor or intermediary - such a person will help you find real savings and suggest how to implement the solutions most suited to your needs.

Financial calculations with reports and calculator

How to calculate storage costs? Practical Formulas and Examples

The cost of renting a warehouse is a topic that raises many questions – especially if you are renting the right space for the first time. Offers can be very different, and the final price is&nbsp;influenced by many factors that are easy to forget. In this article, I explain how to read the rates, what to expect and what to pay attention to so as not to overpay and not to be surprised by additional costs.<h2>What is included in warehouse rent?</h2>Rent is the basic cost of renting a warehouse, but it is not the only fee you have to consider. Most often, it includes the use of space, access to infrastructure&nbsp;(e.g. ramps, elevators, parking), security and monitoring. In practice, there are additional fees on top of this amount. Before that the contract, it is a good idea to ask in detail what exactly is included in the rent and what you will have to pay extra for. This allows you to avoid unpleasant surprises during the lease.<h2>What affects the cost of renting a warehouse?</h2>The cost of renting a warehouse is influenced by several key factors:<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">Location – warehouses in large cities and on main routes are more expensive but provide better access to customers and transport.</li><li style="tab-stops:list 36.0pt;">Standard and equipment – modern facilities with monitoring, heating, ramps or WMS systems are more expensive, but they offer greater comfort and security.</li><li style="tab-stops:list 36.0pt;">Size and height of the warehouse – larger and taller warehouses allow for more efficient storage but can be more expensive per square meter.</li><li style="tab-stops:list 36.0pt;">Length of the contract – longer contracts often allow you to negotiate a lower rate.</li><li style="tab-stops:list 36.0pt;">Availability of additional services – the possibility of using logistics services, technical support or adaptation of space also affects the price.</li></ul>It is worth being aware that seasonality (e.g. before Christmas) or flexible lease terms may cause temporary price increases.<h2>What is the cost of renting a warehouse?</h2>There is no one-size-fits-all answer to this question, as the warehouse market in Poland is very diverse – and this is its strength, but also a challenge for the tenant. In 2025, rates for modern class A warehouses in Warsaw and the surrounding area&nbsp;range from approx. 6.2 to even 8.3 euros per m² per month. In other large agglomerations, such as Poznań, Wrocław, Gdańsk or Łódź, prices are slightly lower and are usually in the range of EUR 4.0-6.0 per m² per month. In older properties and less popular locations, you can find rates from 3.3 to 4.0 euros per m².Service charges are always added to the rent, which are given in PLN (PLN) – most often PLN 6–12 per m² per month. This amount includes the costs of maintaining common areas, security, cleaning, garbage disposal, and sometimes also basic building insurance. It is worth remembering that utilities can be billed according to consumption or included in the service charge – this should always be checked in the contract.Finally, one more important point: rent in euro is usually indexed every year (most often according to the HICP index or GUS inflation). This means that the amount of the fee may change during the term of the contract – especially for longer contracts.To sum up: the total cost of renting a warehouse is the sum of rent (in euros) and service charges (in PLN),&nbsp;and there may also be utilities, insurance, deposit and possible additional costs. If in doubt, ask the landlord or broker for a detailed breakdown of all fees&nbsp;– this really helps to avoid unpleasant surprises.<h2>How much does it cost to lease a warehouse?</h2>Warehouse lease&nbsp;is a solution for companies that plan to use the space for a long time and want to have more freedom in adapting it. Lease rates are very similar to rental prices and are also quoted in euros per m² per month – most often between 3.50 and 9.00 euros/m²/month.&nbsp;The final amount depends on the location, standard and size of the facility. Leasing gives you more stability and the ability to adapt the warehouse to your needs, but it also comes with greater responsibility for maintenance and infrastructure investments.What are storage fees, additional and hidden costs?In addition to rent and service charges, you must consider additional costs.&nbsp; These include incl., a deposit (protection in the event of damage or arrears), insurance, fees for additional services (e.g. order picking, equipment rental, use of a ramp), as well as the costs of adapting space or implementing IT systems. It happens that there are fees for contract flexibility, early termination of the contract or seasonal increases. It is worth reading contracts carefully and not being afraid to ask for details – this can save you both stress and money.&nbsp;<h2>What are fixed and variable costs?&nbsp;</h2>Fixed costs are those that you incur regardless of the amount of goods stored – rent, service charges, insurance, salaries of permanent staff, taxes, depreciation of equipment. They are predictable and easy to plan for on a budget.Variable costs depend on the scale of operations and the season. These are mainly utilities (electricity, water, heating), repairs, seasonal energy consumption, equipment rental, additional services. It is worth monitoring them, because they can surprise you – especially during periods of increased traffic.Don't forget about "intangible" costs: consulting, training, implementation of IT systems or administrative support (personnel). Although they are not always visible at first glance, they have a real impact on the profitability of the entire project.How to control and optimize warehouse costs?In practice, even the best-planned budget can unexpectedly increase if you don't keep an eye on the details. What can you do to avoid overpaying? First of all – regularly analyze all invoices and settlements. Check that service charges are not rising faster than they should and that you are actually using the services you are paying for. &nbsp;A practical tip&nbsp; Before you sign the contract, ask the landlord to share a few sample invoices from the last months – you will see what the settlements for utilities, cleaning or security look like in practice. Pay attention to the provisions on rent indexation – if you can, negotiate a limit on increases or set a clear formula for calculating them.It is also worth considering investing in a simple energy consumption monitoring system (sometimes an application or a remote meter is enough). Thanks to this, you will quickly catch alarming cost jumps – and this is the first step to real savings. If you have an impact on the choice of warehouse, pay attention to its energy efficiency and the availability of modern technical solutions&nbsp;– a new facility with good insulation and automation can significantly reduce heating or electricity bills.Example of warehouse rental cost (2025)<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">A modern class A warehouse in Warsaw: €5.00–7.00/m²/month + PLN 8–12/m²/month service charges.</li><li style="tab-stops:list 36.0pt;">Warehouse in a smaller town or of a lower standard: EUR 3.50–5.00/m²/month + PLN 6–10/m²/month service charges.</li></ul>These are just approximate ranges – it is worth checking current offers and negotiating conditions, because the warehouse market in Poland is really dynamic.<h2>What else is worth remembering when choosing a warehouse?</h2>Before you decide on a specific warehouse, take a moment to analyze all the fees and terms of the contract. Check if the rent is indexed, how utilities are settled, what service charges include and what the termination rules are. It's these details that often determine whether a warehouse will be convenient and cost-effective for you – or whether it will become a source of unnecessary costs and stress.&nbsp;Remember that in situations where analysing the costs or terms of the contract seems too complicated, the lep of an experienced warehouse real estate broker can be invaluable. Such a specialist will help you analyze the offers, clarify ambiguities and suggest how to negotiate more favorable terms - which often leads into real savings and greater peace of mind. &nbsp;

Cost and quality analysis - charts on laptop

How much does it cost to rent a warehouse? Factors affecting the price

You are facing the first choice of a warehouse for rent and... Not sure where to start? This is a common situation – many people feel lost in the maze of offers and industry terms. Fortunately, we can go through this process step by step without stress. The most important thing is to determine your needs: what you want to store, how much space you are interested in, where the warehouse should be located and what functions are crucial for you. Also consider whether you need a warehouse for a short time or plan a longer cooperation.<h2>What to look for when choosing a warehouse?</h2>Okay, but what should really matter to you?&nbsp; Location&nbsp;is an absolute must – the warehouse should be conveniently connected to your company, customers or main transport routes. Pay attention to the availability of access roads, the proximity of highways, and even the possibility of access for trucks if you anticipate larger deliveries.Another issue is the area and height of the warehouse. A warehouse that is too small will fill up quickly, and too large is an unnecessary cost. It is also worth checking whether the warehouse has loading and&nbsp;unloading zones, appropriate security (monitoring, security), and whether the facility meets fire and health and safety requirements.Don't forget the technical details: are there racks in the warehouse or do you have to organize them yourself? Can you use forklifts, is there a suitable unloading ramp? Sometimes such "little things" determine the comfort of everyday work.<h2>What are the most common beginner mistakes when renting a warehouse?</h2>Many novice tenants make similar mistakes – and it's worth avoiding them. Most common?&nbsp; Renting a warehouse "by eye", without carefully analyzing all the most important needs of&nbsp;your company (e.g. how much space you actually need, how long you plan to rent a given space).&nbsp;The topic of accessibility is often overlooked – the warehouse may look great in photos, but if access is difficult, the daily logistics will become cumbersome. It is also worth checking that the warehouse is dry, well ventilated and heated (if necessary). It happens that the lack of these elements leads to the destruction of the goods, and this is what you want to avoid.Another important aspect is to determine the specific terms of the warehouse lease agreement. What are your expectations of the rented facility? What issues can be potentially risky and what concessions are you ready to make in negotiations? It happens that someone does not carefully check the provisions of the contract and then is surprised by an additional fee or a long notice period. You can read about how to properly prepare for lease negotiations in a separate series of our Guide devoted to this topic.<h2>What determines the size of the warehouse?</h2>This is one of the most important questions. The size of the warehouse should be tailored to your real needs – not only the current ones, but also those that may arise in a few months. Think about how quickly your goods are moving, whether you plan to grow your business, and whether you need additional space&nbsp;for order picking, packing or an office area.Don't be afraid to ask the owner or broker about the possibility of expanding the warehouse in the future. Sometimes it is better to rent a slightly larger warehouse than to look for a new one and carry out the whole operation from scratch.<h2>What determines the success of a warehouse?</h2>The success of a warehouse&nbsp;is not only about a good location and adequate space. Efficient work organization, security, access to modern solutions&nbsp;(e.g. warehouse management systems - WMS), as well as flexibility - both in terms of the contract and the ability to adapt the space to changing needs are also important.It is worth betting on a warehouse that will allow you to develop your business and will not be a limitation. If you have any doubts, consult a real estate agent – an experienced advisor will help you analyze all the pros and cons and avoid common pitfalls.<h2>Summary</h2>Choosing a warehouse for rent is an important decision that can affect the efficiency of your company.&nbsp; Don't hesitate to ask questions, check details and use the help of specialists. If you need support or want to talk about available offers – please contact us. We will be happy to help you find a warehouse tailored to your needs and suggest what else is worth paying attention to.

Logistics specialist with tablet at container terminal

How to choose a warehouse for rent? Beginner's guide

If you are facing the challenge of renting a warehouse for the first time, you may have the impression that it is a world full of unclear terms and industry abbreviations. Don't worry, you're not the only one. In this article, I show you what a warehouse really is, what functions it performs and what types of storage it is. It's a practical guide that will make you feel more confident - whether you're looking for a small back-up area or a large logistics hall.<h2>What is a warehouse?</h2>A warehouse is a separate space intended for storing inventory, materials or goods. Usually it is a building or part of it, but it can also be a specially designated space in the hall or even a container. In practice, it is a place where you not only "store", but also manage inventory, control their quantity, condition and flow, all according to specific rules and technologies. It should be equipped with appropriate equipment and operated by a team trained to operate them.&nbsp;<h2>What are the functions of a warehouse in logistics?</h2>Why&nbsp; is the warehouse&nbsp;so important in logistics? First of all, it ensures the continuity of the company's operations and security of supply. It is a "safety buffer" in the company. Thanks to it, you don't have to worry that you will suddenly run out of goods or that you will not be able to complete the order on time when a customer places an unexpected order.&nbsp; A warehouse has several key functions:<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">Inventory buffering - allows you to accumulate goods in stock so that they do not run out at a critical moment.</li><li style="tab-stops:list 36.0pt;">Order picking and consolidation - allows you to collect and prepare products for shipment according to customer orders.</li><li style="tab-stops:list 36.0pt;">Quality and quantity control - here it is checked whether the goods are in accordance with the documentation and in good condition.</li><li style="tab-stops:list 36.0pt;">Production support - delivers raw materials and semi-finished products to the production line, and stores finished products before shipment.</li><li style="tab-stops:list 36.0pt;">Preparation for transport - packing, labelling, securing shipments.</li></ul>In short:&nbsp; a warehouse is not just a "storage room", but the heart of logistics, which enables the smooth flow of goods within the company and on the market. It is a place where all delivery planning and execution processes meet and merge into a whole. Without it, it is difficult to imagine an efficiently operating company – regardless of the industry.&nbsp;<h2>What are the tasks of a warehouse?</h2>Storage jobs aren't just about storage. It is also about receiving goods&nbsp;(both from suppliers and from production), proper storage – in accordance with the principles of safety and optimal use of space, completing orders and issuing goods.&nbsp;In addition to activities directly related to storage, it is important to remember to carefully keep records and documentation&nbsp;(the stock must be carefully recorded), regular inventory,&nbsp;and ensure the safety and quality of stored products.It is these tasks that determine the smooth operation of the entire company.<h2>What is the warehouse responsible for?</h2>The warehouse is responsible for the security and proper management of inventory. It is here that the goods are recorded, labelled, controlled&nbsp;in terms of quantity and quality. The warehousemen make sure that nothing is lost, damaged and that everything is in its place. Warehouse responsibility also includes complying with health and safety regulations and industry standards, as well as record-keeping. Without it, it is difficult to maintain order and efficiency, and any mistake can result in lost time and money.<h2>What are the types of warehouses?</h2>There are many types of warehouses in Poland, as the needs of companies are really different. Choosing the right facility depends on what you do, what type of goods you manage, and how large your business scale.<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">Universal warehouse - versatile, designed for storing a variety of goods.</li><li style="tab-stops:list 36.0pt;">Build-to-Suit (BTS) warehouse - designed and built to meet the tenant's specific requirements.</li><li style="tab-stops:list 36.0pt;">BTO (Build-to-Own) warehouse - an investment built for the client to own, often outside the main logistics locations.</li><li style="tab-stops:list 36.0pt;">High-bay warehouse - with racks reaching up to 12 meters, allowing you to make the most of vertical space.</li><li style="tab-stops:list 36.0pt;">Specialized warehouses - e.g. cold stores, ADR warehouses (for dangerous goods), energy storage.</li><li style="tab-stops:list 36.0pt;">Smaller storage units - self-storage warehouses, boxes, containers, pallet spaces</li></ul><h2>A few things to remember</h2>A warehouse is not just a place to store goods, but a key element of logistics and supply chain. A well-organized warehouse is the basis for efficient logistics – regardless of whether you run a small store or a large manufacturing company.&nbsp;If you have any questions or need support in choosing or renting a warehouse – please contact us. As warehouse property specialists, we will be happy to advise you and help you choose a solution tailored to your needs.

Modern warehouse surrounded by greenery with solar panels on the roof