10 Questions to Ask Before Signing an Office Lease
Published: November 2, 2026
Finding an office you love is exciting. But before you sign, it’s worth looking beyond the rent and asking what the space will really cost to occupy and whether it’ll work for your team day to day.
At Soul Spaces, we believe finding the right office is about more than a set of keys. It’s about building a relationship, understanding what matters to your business and helping you avoid the nasty surprises that can come with the small print. Here are ten questions we’d ask before committing.
1. What will the office really cost each year?
Rent is only one part of the picture. Ask for a clear breakdown of the service charge, insurance, utilities, business rates and any other building or estate costs.
For the service charge, request the latest budget and previous years’ accounts. Check what’s included, how your share is calculated, whether there are caps or exclusions, and how unexpected costs are handled. A low estimate can look appealing, but it’s important to understand how it compares with what tenants have actually paid.
2. What condition are the HVAC systems in?
Heating, ventilation and air conditioning can make or break a working environment and repairs can be expensive. Ask when the systems were last serviced, whether there are maintenance records, and whether any repairs or replacements are planned.
Check that the system can serve your space and the way your team will use it, including evenings or weekends if needed. It’s also worth clarifying who is responsible for maintenance, repairs and replacement under the lease.
3. Have the business rates been checked?
Don’t rely on an old estimate or assume the previous occupier’s bill will be yours. Ask for the current rateable value and an up-to-date estimate of the rates payable. Find out who is responsible for the bill and whether any reliefs or exemptions may apply to your business.
If the figures look unclear or unusually high, consider getting advice from a rating specialist before you commit. It’s much better to check now than to discover a costly surprise after moving in.
4. Who else is in the building and how is it managed?
The other occupiers can shape the feel of your workplace, from the noise levels to how busy shared facilities get. Ask who your neighbours are, what the building’s usual working patterns are, and whether any major works or changes to shared spaces are planned.
It’s also a good idea to understand who manages the building and how issues are reported and resolved. A responsive management team can make a real difference to your experience as a tenant.
5. Can your team access the office when it needs to?
Ask what the out-of-hours policy allows. Can your team work early mornings, evenings, weekends or bank holidays? Are there extra charges, restrictions on access, or security procedures to follow?
Make sure the arrangements are practical for your business not just for a typical nine-to-five day. If you host clients, run events or have a team working different hours, get the details confirmed in writing.
6. Is fibre already running to the building and can it reach your office?
Fast, reliable connectivity is essential for most businesses. Ask which providers are available, whether fibre is already installed in the building, and whether there’s a live connection to your specific office.
If new cabling is needed, find out who approves the work, who pays, and how long it could take. A wayleave the permission needed to install or route telecoms equipment through a building can add time and complexity. Checking early can help you avoid a frustrating delay between getting the keys and getting online.
7. Is the building genuinely dog-friendly?
If bringing dogs to work matters to your team, ask what the policy actually allows. Is it building-wide or at the landlord’s discretion? Are there limits on the number or size of dogs, or rules about shared areas and lifts?
Make sure the policy is clear, consistent and documented. “Dog-friendly” can mean different things to different landlords, so it’s worth checking the details before your office dog becomes a lease issue.
8. What are you responsible for repairing or putting back?
Read the repairing and reinstatement obligations carefully. You’ll want to know what condition the office must be in when you leave, whether you’re responsible for repairs to systems or fixtures, and whether any alterations need to be removed at the end of the lease.
Ask for a schedule of condition to be agreed at the start of the lease. This records the state of the space when you take it on and can help avoid disputes later about damage that was already there.
9. Can the space adapt as your business changes?
Think about the full length of the lease not just move-in day. Ask about break clauses, renewal options, assignment or subletting, and what happens if your team grows or your needs change.
Check whether you can make the alterations you’re likely to need, from adding meeting rooms to improving lighting or installing signage. Any permissions, costs and approval times should be understood before you sign.
10. What else could create an unexpected bill?
Ask about deposits, rent reviews, legal costs, dilapidations, fit-out costs, utilities and any fees for shared services or facilities. Check whether you’ll pay for metered utilities directly or through the service charge, and how those costs are measured.
If anything is unclear, ask for a written explanation. A good leasing process should leave you confident about what you’re agreeing to not guessing what a clause might mean once the bills arrive.
A better office decision starts with better questions
The right office should support your people and your plans, without leaving you exposed to costs you didn’t see coming. Taking time to check the details can help you make a confident decision and build a workspace that feels right from day one.
At Soul Spaces, we’re here to listen, guide you through the process and help you find a space that works for your business not just on paper, but in real life. Find your next office with a little more clarity, and a lot more soul.
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