Renting office space checklist

renting office space checklist

Before renting an office in our around Mansfield, it’s a good idea to view vacant office space in at least three different buildings. However, it can be difficult to remember individual details about each office when making your final decision. Use this handy checklist to record details of each office space you view, so that you can weigh up your options accurately.

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Location

Is the office building in:

  • the town or city centre
  • the outskirts of a town or city
  • an industrial area
  • a rural area

Is the office building:

  • easy to find?
  • easily accessible by road?
  • easy to get to by train and forms of other public transport?
  • within reasonable and easy traveling distance of an airport (if you have clients in other parts of the country or abroad)?

What impression do you have of the surrounding area?

…………………………………………………………………………………………………………………………………………………………….

Are there nearby facilities that you and your employees might use regularly, such as:

  • supermarkets
  • sandwich shops
  • a post office
  • computer supply stores
  • dry cleaners
  • gyms
  • Other facilities: ……………………………………………………………………………………………………………………….

If you’re planning to recruit new members of staff, is there likely to be a good pool of potential candidates in the local area? Are new staff members likely to be willing to travel to this location?

………………………………………………………………………………………………………………………………………………………..

………………………………………………………………………………………………………………………………………………………..

Parking

Does the rental of the office space include one or more dedicated parking spaces?

  • Yes, there are……………………. dedicated parking spaces
  • No, but there is enough on-site parking for staff and visitors
  • No, but there are nearby parking spaces or car parks where people can park for free or at low cost
  • No, and other parking options are expensive.

If you or your employees travel to work by bike, are there on-site bike racks or secure storage for bikes?

Y  N

Exterior of the Office Building

Is the exterior of the building well-maintained? 

Y  N

Would the building fit in well with your business’s image, reputation and branding?

Y  N

Would your clients and potential clients gain a favourable first impression when visiting the building for the first time?

Y  N

Does the building have a security system?

Y  N

Interior of the Office Building

What’s your first impression of the interior of the building?

…………………………………………………………………………………………………………………………………………………………….

Is it a modern, purpose-built office building?

Y  N

Is it an older building that has been refurbished?

Y  N

Is it light and airy?

Y  N

Is there a welcoming reception area?

Y  N

Do the reception staff greet you warmly as you arrive?

Y  N

The Office Space

Is the office space large enough to meet your current needs (65-75 square feet per person is the average space needed in a serviced office)?

Y  N

Is the space large enough to accommodate your business’s potential growth in the foreseeable future?

Y  N

Does the office space have:

  • central heating
  • storage heaters
  • other heating:…………………………………………………………………………………………………………………………
  • air conditioning

Is the office space:

  • completely open plan
  • open plan with a separate office
  • other:……………………………………………………………………………………………………………………………………

Could part of the space be partitioned to form a separate office, if you need one?

Y  N

What is the shape of the office?

  • square
  • rectangular
  • other:……………………………………………………………………………………………………………………………………

Are there low or sloping ceilings?

Y  N

Will it be easy to fit the number of desks you need within the space?

Y  N

Is there enough room for teams to sit together?

Y  N

Will there be enough space to fit all the other office furniture you’ll need?

Y  N

How many windows does the office have?

………………………………………………………………………………….

Is there enough natural light coming in through the windows?

Y  N

What view(s) can be seen from the window(s)?

…………………………………………………………………………..

How many power points are there?

……………………………………………………………………………………………

Could additional power points be fitted?

Y  N

Is broadband business internet access already available?

Y  N

How much bandwidth is included in the monthly rent?

………………………………………………………………..

Will this be sufficient for your business?

Y  N

Is WiFi available in the building?

Y  N

Will it be accessible from your office?

Y  N

Will you be able to make your mark on the office space in some way(s), such as:

  • adding a sign with your business’s logo
  • hanging art work on the walls
  • painting the walls
  • other:……………………………………………………………………………………………………………………………………..

Would the office be accessible for all your employees and visitors?

Y  N

Is there a lift?

Y  N

Is additional storage space available, if you need it?

Y  N

How is the office door locked?

  • key
  • digital security lock
  • other:……………………………………………………………………………………………………………………………………..

Facilities in the building

Which office facilities would you share with other offices in the building:

  • toilets
  • a kitchen
  • a reception area
  • conference rooms
  • meeting rooms
  • break-out areas
  • an on-site café
  • other facilities:………………………………………………………………………………………………………………………

Are all the communal areas in the building, including the toilets and kitchens, clean, tidy and well-maintained?

Y  N

Would the facilities (or lack of facilities) in the building increase or reduce productivity?

…………………………………………………………………………………………………………………………………………………………….

The rent and notice period

How much is the monthly rent?

…………………………………………………………………………………………………

How much is the security deposit?

…………………………………………………………………………………………….

Which utilities, charges and services are included in the rent?

  • heating
  • lighting
  • electricity
  • water
  • business rates
  • building maintenance
  • building insurance
  • cleaning of communal areas in the building
  • office cleaning
  • meeting and greeting visitors
  • mail collection and storage
  • call handling and message taking
  • Others………………………………………………………………………………………………………………………………………

What is excluded from the rent?

……………………………………………………………………………………………………………………………………………………………

How much would each of the extra services you’d need cost per month?

……………………………………………………………………………………………………………………………………………………………

How much notice needs to be given before moving out?

……………………………………………………………..

Moving in

When would you be able to move into this office?

………………………………………………………………………

Overall Evaluation

On a scale of 1 to 10, how much do you like the office building?

1    2    3    4    5    6    7    8    9    10

How much do you like the office space itself?

1    2    3    4    5    6    7    8    9    10

To what extent do you think the office building fits in with your business’s image?

1    2    3    4    5    6    7    8    9    10

To what extent do you think the office space meets your business’s needs?

1    2    3    4    5    6    7    8    9    10

You and your staff are going to spend a lot of time in your new office, so it’s important to take some time to compare potential offices before deciding which is the best one for your business. You may need to compromise in some areas but don’t compromise on the areas that are most important to you and your business.

Download PDF version for you to print yourself

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