Save Time: Get Your Office Brief Right Up Front

When searching for office space for lease, the quality of your brief will directly impact the quality of options you are shown.

Taking time upfront to clearly define your requirements ensures you are only inspecting spaces that genuinely align with your business needs, budget, and future growth plans. A well structured brief also reduces wasted time and helps your leasing agent target the most suitable opportunities in the market.

Below are five key questions every business should answer before beginning their search.

1. What Are Your Real Space Requirements?

Understanding how much space your business actually needs is the foundation of any successful search.

Modern office fit out design trends are increasingly efficient, with many businesses operating at higher densities than in the past, often around 1 person per 10–11m² or even less depending on layout and industry.

Key considerations:

• Number of workstations required
• Number of enclosed offices
• Number of meeting rooms
• Breakout or kitchen requirements
• Allowance for future growth
• Any specialist operational needs

The more precise your answers, the more accurate your shortlist will be.

Tools such as office space calculators and sample fit out plans can also help refine your understanding of how your team will occupy a space before you begin inspections.

2. Do You Have an Accurate Budget?

Budget clarity is essential before entering the market.

Your available rent and incentive expectations will determine which buildings and space types are realistically achievable.

Why this matters:

• Prevents viewing unsuitable or oversized spaces
• Avoids unnecessary compromises on quality or location
• Helps align expectations with market reality
• Ensures time is spent only on viable options

It is also important to factor in additional costs such as:

• Outgoings
• Cleaning
• Electricity usage
• After hours air conditioning
• Fit out contributions (if applicable)

A well defined budget often reveals more options than expected when aligned correctly with market conditions.

3. When Do You Need to Move?

Timing plays a major role in what is available and how negotiations unfold.

Office leasing markets operate on supply and demand cycles, meaning availability and landlord flexibility can vary significantly.

Market timing considerations:

• High vacancy periods may allow earlier commitments
• Low vacancy periods can restrict available options
• Custom fit outs require longer lead times
• Lease negotiations may begin 6 to 12 months in advance

Starting early provides the most flexibility, particularly if a bespoke fit out is required.

4. What Lease Term Can You Commit To?

Lease term has a direct impact on both pricing and availability.

General trends:

• Longer leases often attract stronger incentives
• Shorter leases may limit fit out flexibility
• Some buildings prioritise long term commitments
• Fit out type may depend on lease duration

Typical outcomes:

• Short term leases often align with existing fitted spaces
• Longer term leases can support new or customised fit outs

Being clear on lease duration early ensures more accurate matching of available options.

5. Existing Fit Out or New Fit Out?

One of the most important decisions is whether you want a space that is already fitted or one that will be designed and built for your business.

Existing fit out:

• Faster occupation
• Lower upfront disruption
• Incentives often used for rent reduction

New or spec fit out:

• Fully customised layout
• Stronger brand alignment
• Greater design control
• Longer lead time required

Each option has financial and operational implications, so clarity here is essential before inspections begin.