Leasing office space is a big step for any business. Whether you're a startup looking for your first HQ or an established company expanding to a new location, getting the lease right is essential. The fine print can hide unexpected costs, restrictions, or limitations that affect how your business operates. That's why asking the right questions upfront can save you time, money, and stress down the line. 

Here is a practical guide to the key questions you should be asking before signing a commercial lease. 

Lease Terms & Flexibility

Start by understanding how long the lease lasts and whether it works for your business plan. Ask:

• What is the lease length, and are renewal options available?
• Is there a break clause or exit clause that allows early termination?
• What is the notice period for ending the lease?
• Can the space be sublet or assigned to another tenant if needed?

For many tenants, having flexibility is crucial. A break clause after 2-3 years can give you a helpful safety net if your situation changes.

Rent, Additional Charges & Insurance

Rent is only part of the cost. Be clear on what’s included and what’s extra:

• Is the rent gross (all-inclusive) or net (plus additional costs)?
• What are the service charges, and how are they calculated?
• Are business rates included?
• Will you pay VAT on rent and charges?
• Who covers buildings insurance, and what type of tenant insurance is required (e.g., contents, public liability)?
• Are there any hidden fees or upfront costs like deposits or legal fees?

Understanding these costs helps you budget accurately and compare different spaces fairly.

Break Clauses & Exit Terms

Life happens. Businesses grow, downsize, or change strategy. That’s why it’s vital to:

• Understand penalty provisions for early exit.
• Confirm notice periods and the process for triggering a break clause.
• Ask if there's flexibility for early termination under specific circumstances.

Real tenants often highlight that flexibility around exit terms makes all the difference - especially in uncertain times.

Location, Accessibility & Amenities

Your office location can impact staff happiness, client perceptions, and logistics. Ask:

• What are the transport links like (train, bus, bike)?
• Is there on-site parking, or nearby parking options?
• Is the space in a congestion charge zone?
• Is the building accessible for disabled employees or clients?
• What nearby amenities are available (cafes, gyms, childcare)?

Also, consider the neighbourhood vibe. Is it quiet and professional? Or noisy and busy? Think about workspace quality and potential noise issues.

Interior, Fit-Out & Space Suitability

You want a space that reflects your brand and works for your team. Check:

• Is the current layout flexible, or are walls fixed?
• Are you allowed to customise the interior or add branding?
• Are there fit-out allowances or is everything tenant-funded?
• Can you expand or downsize within the building?
• Are structural changes permitted?
• What happens to improvements when you leave? (Check for dilapidations clauses)

Also ask for a schedule of conditions to record the space’s state at move-in.

Infrastructure, IT & Sustainability

Tech and sustainability are no longer optional. Ask:

• What is the internet speed and is it dedicated or shared?
• What is the power supply capacity?
• Are utilities included, and who maintains IT infrastructure?
• Is there a plan for IT failures or support?
• What is the EPC rating (Energy Performance Certificate)?
• Does the building have green certifications like BREEAM or LEED?
• How does it align with your company’s ESG goals?

Security, Maintenance & Repairs

A safe, well-maintained office makes all the difference. Ask:

• Who is responsible for building maintenance and cleaning?
• Are there security systems in place (CCTV, alarms, entry control)?
• Is there 24/7 access?
• How often are common areas cleaned and inspected?
• What about fire safety compliance?

Knowing who to call when things go wrong helps avoid delays and disputes.

Landlord Reputation & Tenant Feedback

A great space can be let down by a difficult landlord. Do your research:

• Can you speak to current tenants?
• Are there online reviews of the landlord or building?
• How responsive is the landlord to issues or requests?

A landlord’s track record for service and support can be as important as the lease itself.

Legal Advice & Solicitor Involvement

Commercial leases are complex legal documents. Protect your business:

• Always get a solicitor to review the lease, especially clauses about repairs, guarantees, or rent increases.
• Clarify your responsibilities for repairs and maintenance.
• Understand use class restrictions to avoid legal issues.

Legal advice may feel like a cost upfront but can save you from expensive mistakes.

Trends & Tenant Rights

The office market is evolving. Stay informed:

• Is the lease flexible to accommodate hybrid working models?
• Could a serviced office or managed space be more suitable?
• Are there tenant-friendly clauses, like bans on upward-only rent reviews?

Understand the difference between flexible vs long-term options, especially if your business is growing or changing fast.

Conclusion:

Leasing office space is about more than square footage, it’s about finding a space that helps your team thrive. By asking the right questions, you can avoid costly surprises and find an office that fits your needs today and in the future.

Need support? Found is here to help you navigate the process. Whether you're looking for a commercial office space for rent or want help comparing lease options, our team makes the search stress-free.

Get in touch today and start your office search with confidence.

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