Warehouse Guide - Knowledge, Practice, Inspiration

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