Questions Every Business Should Ask Before Signing an Office Lease

Signing a conventional office lease is one of the biggest financial commitments a business can make. A typical lease runs three to ten years, and the total cost of occupation — rent, service charges, business rates, fit-out, dilapidations — can run into millions. Yet many businesses sign leases without asking the questions that could save them significant money, risk, and frustration.

Here are five questions every business should ask before putting pen to paper.

1. Do you actually need a conventional lease?

This might seem like a strange place to start, but it's the most important question of all. Conventional leases made sense when they were the only option. Today, serviced offices and managed offices offer genuine alternatives with lower upfront costs, shorter commitments, and operational simplicity that conventional leases simply cannot match.

Before committing to a conventional lease, model the total cost of occupation over the full term — including fit-out, furniture, technology, business rates, service charges, and dilapidations — and compare it against the all-inclusive cost of a managed or serviced solution. You might be surprised.

2. What does the break clause actually say?

Most businesses focus on the headline lease term and the break clause date. What they often miss is the conditions attached to the break. Many break clauses require the tenant to give notice months in advance, to have complied with all lease covenants, and to return the space in a specific condition. If any of these conditions aren't met, the break can be invalid — and you're committed for the remainder of the term.

Have the break clause reviewed by a specialist — not just a generalist solicitor — before you sign. The nuances matter enormously.

3. What are the dilapidations likely to cost?

Dilapidations are the costs of returning the space to its original condition at the end of the lease. They're one of the most common sources of unexpected cost in commercial property, and they can be substantial — often tens of thousands of pounds.

Before signing, commission a dilapidations assessment that estimates the likely cost at lease end. Factor this into your total cost of occupation. And negotiate the lease terms to minimise your exposure — for example, by agreeing a dilapidations cap or a schedule of condition at the outset.

4. How does the rent compare to the full market?

Landlords and their agents are, naturally, motivated to achieve the best possible rent. The figure quoted at the start of negotiations is almost never the best available. Understanding the true market rate — including what comparable spaces are letting for, what incentives are available, and what concessions are standard in the current market — gives you significant negotiating leverage.

This is where independent advice is particularly valuable. An adviser who analyses the full market and isn't commercially aligned with the landlord can provide an objective view of what you should be paying.

5. What flexibility do you need in two years, five years, ten years?

Business plans change. Teams grow. Markets shift. The space that perfectly fits your needs today may be completely wrong in three years. Before committing, think honestly about how your requirements might evolve and whether the lease terms give you the flexibility to adapt.

Consider whether you need expansion options, subletting rights, or the ability to assign the lease. These are all negotiable — but they're much easier to secure before you sign than after.

The common thread

All five of these questions come down to the same principle: understand the full picture before you commit. The businesses that get the best lease outcomes are those that take independent advice, model the total cost rather than just the headline rent, and negotiate from a position of knowledge rather than urgency.

At Global Office Partners, we guide businesses through every stage of the conventional office process — from site selection and market analysis through to lease negotiation and fit-out coordination. Independent advice that saves you time, cost, and risk.

Need help with a lease decision? Talk to us.