7 questions to ask before signing a office lease

Finding the right office space is more than selecting a convenient location. It is about understanding how the leasing terms and costs can impact your business’s flexibility and employee satisfaction. Below are key questions you must ask before signing a lease.

1. What is the length and flexibility of the lease?

According to the CBRE global report, modern office occupiers seek flexibility in leasing terms and building services. Ask if the landlord offers a long-term lease or flexibility to fit your unique business needs.

2. What’s included in the rent?

Enquire if the lease is all-inclusive or if you will pay separately for utilities, maintenance, and other service charges. The lease should indicate what the landlord can cover during your tenancy.

3. What’s the exit policy or early termination penalty?

Understand all the termination clauses to avoid steep penalties if you close or change business direction. Clarity on the lease termination process ensures a smooth transition out of the property.

4. Are there building services and 24/7 access?

Determine if the space has 24/7 access or if there are restrictions on operation hours. This is crucial if your team works irregular hours and needs unrestricted access to parking, reception, and cleaning services.

5. Is the space future-proof for hybrid or scalable teams?

Know whether there is room to expand within the exact location, especially if you anticipate growth to adapt to changing infrastructure.

6. Are sustainability features in place?

Ask whether the space holds green building certifications and is responsible for carbon emissions. The property owner’s practices should also align with your ESG principles.

You might be interested in 9 smart ways to build sustainable office design (1)

7. What’s the landlord’s reputation or tenant support like?

Speak with current tenants or check reviews to assess the landlord’s reputation and maintenance quality.

You might want to know more about Serviced – Managed – Leased Office: What’s difference? (2)

1. What are the operating hour restrictions, if any?

Due to zoning laws or building regulations, specific lease terms can limit your business hours. Understand if there are any operation hour restrictions and how they impact your business.

2. Is signage or shopfront branding allowed?

Signage and branding are key to marketing and growing your business. Ask if the landlord has specific signage size, placement, and style guidelines.

3. Is the lease gross or net?

A gross lease requires you to pay a single lump sum, including rent and other expenses. With a net lease, you must pay base rent and additional expenses separately. This can offer transparency but lead to variable monthly costs.

4. What foot traffic and visibility does the location offer?

A location with high foot traffic and visibility, like busy streets, popular landmarks, and complementary businesses, creates a massive customer base. Use location analytics tools to assess pedestrian patterns and shopping behaviours.

5. Is there any planned construction or redevelopment nearby?

Planned development projects significantly impact your business operations. For instance, upcoming roadworks or renovations can increase foot traffic but disrupt business operations.

6. What’s the policy on subletting or pop-up collaborations?

Flexibility in lease agreements, such as subletting or hosting pop-up shops, allows your business to adapt to market changes. Seek clarification on the policy on subletting or sharing your space, and adjust your business models as needed.

7. What is the insurance and liability structure?

Typically, the landlord is responsible for the building’s insurance. However, tenants should also have liability insurance to cover incidents within the premises. Understand who covers what before signing.

1. What’s the minimum commitment, and can you scale up/down easily?

Understanding the minimum rental terms allows you to adjust your space requirements. This is crucial if you want to scale up your operations without the limitations of long-term leases.

2. What services are included in the monthly fee?

Ask if the space offers bundled packages with amenities like meeting rooms, printing services, a receptionist, mail handling, and utilities.

3. What’s the guest policy and access hours?

Some spaces offer 24/7 guest access, while others are restricted to specific operating hours. Confirm these details to ensure they align with your business schedules.

4. Is the space shared or private, and what’s the noise level like?

Shared spaces encourage collaboration but with higher noise levels and limited privacy. On the contrary, private offices offer more privacy with minimal networking.

5. Can you customise the space to reflect your brand?

Ask if the management allows space customisation, such as branded office suites, personalised signage, or designated team areas to enhance your company’s identity.

6. Are there community perks or networking opportunities?

Networking fosters a sense of community within coworking spaces. Check if the office offers regular events, mentorships, workshops, or professional groups hosted on-site.

7. What’s the policy for tech support and secure internet access?

Frequent downtimes can cost your business a lot per hour. Ensure the space has reliable tech support and secure internet access through enterprise-grade measures like role-based access control, dedicated firewalls, and WPA2-Enterprise Wi-Fi.

Know more about What is Cat A and Cat B fit out? (3)

Not all workspaces are built with creative production in mind. Whether you’re setting up a podcast studio, photography set, or post-production suite, it’s essential to ensure the space supports your technical needs, schedule, and flexibility. Before signing a lease, consider the following:

1. Is the space soundproofed or suitable for specific creative work?
2. Are there loading areas, storage, or freight elevators for equipment?
3. Can you modify the space (e.g., lighting rigs, painted walls)?
4. Does the lease allow for irregular working hours or client sessions?
5. Is there adequate natural light, ceiling height, and ventilation?
6. What insurance or safety certifications are required?
7. Can the space be shared or rented out during downtime?

Hybrid (4) and satellite offices (5) need to balance flexibility, functionality, and brand presence. These spaces are often used part-time or by rotating teams, so the setup should support seamless collaboration, easy access, and a strong impression. Before choosing a location, ask:

1. Is the location easily accessible for remote team members?
2. Is the office set up for hybrid meetings (Wi-Fi, AV, breakout zones)?
3. Are there flexible terms for short-term use or scaling back?
4. Is there a booking system or calendar for managing workspace usage?
5. Can the space reflect your brand, even if it’s not your HQ?
6. What wellness amenities are available for occasional in-office days?
7. Is the location near transport, dining, or other conveniences for part-time use?

In this article:

(1) 9 smart ways to build sustainable office design

(2) Serviced – Managed – Leased Office: What’s difference?

(3) What is Cat A and Cat B fit out?

(4) How to design a hybrid office that works for everyone

(5) Satellite offices: Should you go for this decentralised office setup?

Getting a perfect office space requires carefully assessing essential factors like accessibility, IT infrastructure, flexibility, and brand alignment. You may also need to check the availability of wellness amenities, proximity to conveniences, and insurance benefits. However, finding all these elements can be challenging.

Fortunately, The Langham Estate offers a diverse portfolio of commercial properties that caters to these needs. The estate features different property offerings, including blank canvas, fitted and service offices, and retail spaces. Its proximity to transport links and a vibrant community ensures your business remains connected and accessible.