Did you know that even in modern warehouses in Poland, on average, as much as 20-30% of space is unused or poorly developed? Meanwhile, precise calculation of warehouse space and capacity is the basis for effective management of inventory, costs and company development. Find out how to calculate how much space you really have at your disposal in a few steps&nbsp;- and how to avoid common mistakes when planning space.<h2>How is the warehouse area calculated?</h2>The basis is an accurate measurement of the total warehouse area, expressed in square meters. It is best to start by collecting plans of the facility or measuring the length and width of the hall yourself. Remember to include all rooms - including those that will not be used for storage (e.g. offices, changing rooms, bathrooms, loading areas).&nbsp;To calculate the area intended for storage, subtract the area occupied by these zones from the total warehouse area.&nbsp; Example:&nbsp;If your warehouse is 5,000 m² and your office and staff space is 800 m², you have 4,200 m² of storage space at your disposal.<h2>How many m² is a warehouse?</h2>A typical warehouse in Poland has from 500 to even 50,000 m². The most common medium-sized facilities are between 2,000 and 10,000 m², but modern logistics centres can be much larger.<h2>How do I calculate storage capacity?</h2>Warehouse capacity is the volume you can safely use to store goods. Two parameters are key here: the usable area&nbsp;(i.e. the one you have just calculated) and the maximum storage height.&nbsp;Note: this is not always the height of the entire building! You must subtract the space occupied by installations, lighting or fire protection systems - what counts is the so-called "clean" storage height.Warehouse capacity formula: <img src="https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758029197/image_b1e18d9680.png" alt="image.png" srcset="https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758029197/image_b1e18d9680.png 245w, https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758029197/image_b1e18d9680.png 500w, https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758029197/image_b1e18d9680.png 750w, https://res.cloudinary.com/dmoq6cvsr/image/upload/v1758029197/image_b1e18d9680.png 1000w" sizes="100vw" width="459" height="17" v:shapes="_x0000_i1025" uploadprocessed="true">Example: &nbsp;You have a warehouse with a storage area of 4,200 m² and the maximum storage height is 7 m² (minus the ceiling installation).&nbsp; Storage volume = 4,200 m² × 7 m = 29,400 m³<h2>How to calculate the real usable capacity?</h2>In fact, not all the warehouse volume will be used for storage - part of the space is occupied by aisles, picking zones, aisles or storage places. Therefore, it is worth calculating the so-called storage capacity utilization rate.&nbsp;In modern warehouses, the optimal level of space utilization is usually 22-27% of the total warehouse volume.&nbsp;Too high a rate means traffic and safety problems, too low - wasted space.You can also calculate the capacity for specific racking systems, e.g. by adding up the volume of all shelves or pallet spaces.<h2>How to calculate the area needed to store pallets?</h2>If you plan to store goods on pallets, you can use a simple formula:<ol><li style="tab-stops:list 36.0pt;">Count the number of pallets to store.</li><li style="tab-stops:list 36.0pt;">Determine how many layers you can safely place vertically (e.g. 3 horizontals on a rack).</li><li style="tab-stops:list 36.0pt;">Calculate the area of one pallet (e.g. Euro pallet: 1.2 m × 0.8 m = 0.96 m²).</li><li style="tab-stops:list 36.0pt;">Divide the number of pallets by the number of layers - this is the number of pallet spaces on the floor.</li><li style="tab-stops:list 36.0pt;">Multiply by the area of one pallet - you will get the minimum area needed to store pallets.</li></ol>Don't forget to add space for aisles and trolley service!<h2>What affects the effective use of warehouse space and capacity?</h2><ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">Racking type and storage system (high-bay, shelf, moving, mezzanine racks).</li><li style="tab-stops:list 36.0pt;">Characteristics of the goods (size, shape, stackability).</li><li style="tab-stops:list 36.0pt;">Number of assortments and type of pallets.</li><li style="tab-stops:list 36.0pt;">Warehouse layout and aisle width.</li><li style="tab-stops:list 36.0pt;">Health and safety and fire regulations.</li><li style="tab-stops:list 36.0pt;">The method of order picking and the seasonality of work.</li></ul><h2>What to keep in mind when planning the area and capacity of a warehouse?</h2>Precise calculation of warehouse space and capacity is the basis for effective inventory and cost management. It is worth regularly analyzing how the space is used - and looking for ways to optimize it, e.g. by changing the layout of racks, implementing a mezzanine or choosing modern storage systems.&nbsp;Remember that too much space "reserve" means unnecessary costs, and too much density - the risk of a decrease in efficiency or safety.

Designing construction plans with pencil on a brightly lit desk

How to calculate the area and capacity of the warehouse?

According to data from the Polish Institute of Logistics, in the last five years, as many as 40% of medium and large companies in Poland have had to expand their warehouses due to growing sales and changes in supply chains. Expanding the warehouse is not only about building new halls - it is also about several decisions that can determine the efficiency of the company's operations for years to come. So how to expand the warehouse or increase its area&nbsp;to make the investment profitable and everyday work more convenient and effective?<h2>How to expand the warehouse?</h2>Warehouse expansion is a process that requires not only financial investment, but above all good planning. The most important thing is to audit the current needs and analyze whether it is necessary to build a new hall, or whether better use of the existing space is enough. In practice, expansion may mean:<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">adding a new part of the warehouse hall,</li><li style="tab-stops:list 36.0pt;">raising the roof and installing higher racks,</li><li style="tab-stops:list 36.0pt;">adaptation of adjacent rooms or rental of additional modules in the warehouse park.</li></ul>It is worth remembering that each extension requires obtaining appropriate building permits, consulting an architect and adapting the design to current health and safety and fire protection regulations. It is also a good practice to consult the plans with the team in advance - employees often have practical comments that can facilitate their daily work after the expansion.<h2>How to increase warehouse space without building a new hall?</h2>It is not always necessary to invest in new walls right away. Often, it is enough to optimize the layout of the warehouse or implement solutions that will allow you to make better use of the available space.&nbsp;In many companies, just changing the arrangement of racks or better marking of storage locations allows you to increase the storage capacity by up to 20-30%,&nbsp;without the need to expand the building.&nbsp;&nbsp;As a rule, the following works well:<ul style="list-style-type:disc;"><li style="tab-stops:list 36.0pt;">installation of high-bay racks,</li><li style="tab-stops:list 36.0pt;">use of warehouse mezzanines (additional levels on the existing area),</li><li style="tab-stops:list 36.0pt;">reorganization of receiving, picking and shipping areas,</li><li style="tab-stops:list 36.0pt;">implementation of WMS (Warehouse Management System) systems that help to better manage locations and inventory.</li></ul><h2>When is it worth renting additional warehouse space?</h2>If expansion on your own premises is not possible or unprofitable, it is worth considering renting additional space, e.g. in a logistics park or distribution center. This solution is particularly popular during periods of seasonal sales increases or when the company does not want to invest in permanent construction.&nbsp;Leasing allows you to flexibly increase or decrease warehouse space depending on the needs, and at the same time transfers some of the administrative responsibilities to the facility manager.<h2>What formalities and costs are associated with the expansion of the warehouse?</h2>Expanding the warehouse is not only the cost of materials and labor. It is necessary to consider the expenses for the project, obtaining permits, possible adaptation works and equipping the new part of the hall. Costs may vary significantly depending on the location, standard and size of the investment – it is estimated that the construction of 1 m² of modern warehouse space in Poland in 2025 is an expense of PLN 2,500 to 4,000 net. Renting additional modules costs from PLN 18 to 30 / m² per month, depending on the region and the standard of the facility.Expanding a warehouse is not only about building new halls – often better use of the available space&nbsp;or a flexible approach to renting is enough. Good planning, needs analysis and openness to modern solutions are crucial. Thanks to this, the investment will pay off quickly and the warehouse will be ready for further development of the company.<h2> What is the key principle for optimizing warehouse space?</h2>The most important rule is to make the most of the available volume, not just the floor space. In practice, this means that it is worth thinking not only about how many square meters the racks occupy, but also how high you can safely and comfortably store goods.&nbsp;For example, in one of the e-commerce warehouses near Warsaw, after analyzing the flow of goods, it was decided to replace classic racks with high-bay racks and add a mezzanine. As a result, the capacity of the same warehouse space has been increased by over 30%,&nbsp;without the need to expand the hall. It was crucial not only to implement new racks, but also to regularly analyze the arrangement of goods and adapt the warehouse layout to seasonal changes in the assortment. This approach allows even a small hall to accommodate much more and better handle the growing number of orders.

Digital warehouse visualization on tablet with holographic elements

How do I enlarge my storage? Practical strategies for expanding and optimizing space

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?

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