Office space FAQs: What might developing my relocation brief entail?

If you’re starting to think about an office move, one of the most valuable things you can do early on is develop a relocation brief.

It doesn’t have to be perfect or overly detailed (you can add to it as you go), but getting your thoughts down helps clarify what you actually need (and want) from your next office space.

Whether you’re looking to approach office brokers, design and build companies, or both, having a relocation brief means external parties have a clearer picture of what you’re after — it helps us do our job better!

So what might this entail?

1. Start with the big picture

Begin with an overview of your business: what you do, how many people you employ, and what your working model looks like — are you mostly office-based, are you in favour of hybrid working, or is your team fully remote? What kind of workplace culture do you want your office space to reflect? If your lease is ending, your team has grown, or your current space just isn’t working anymore, include a few words about why it is you’re moving. Any context helps shape the search (or design and build) process.

It’s a good idea to factor in your future plans too, especially when it comes to the size of your workforce. How likely is it that your team will grow over the next 3 to 5 years? What’s your current headcount? Do you work with agency staff who come and go? Taking this into consideration will help you find a space that supports both where you are now and where you’re heading as a business.

2. Get clear on your requirements

Next, you can start laying out the practical stuff. It helps to split these into two categories: ‘non-negotiables’ and ‘nice-to-haves’.

Here are some common non-negotiables:

• A minimum square footage — what’s the smallest your new office could be to comfortably accommodate your team as it is now and (if expansion’s on the cards) in the future?
• Most of our clients have a ‘dream’ location. Naturally, this will vary depending on the type of business you’re running, but it’s among the most important variables to consider when you’re choosing a new office. If you’re a creative business, you might be drawn to vibrant neighbourhoods like London Fields or elsewhere in Hackney, where there’s a strong sense of community and plenty of like-minded teams nearby. On the other hand, if you’re in finance, law, or another corporate sector, being closer to central London might make more sense, offering proximity to clients and investors.
• Access to transport links is another big one. You’ll want to think about how easily your team can get to and from the office. Are there reliable tube, train, or bus connections nearby? Is there parking available for those who drive? Convenience can have a big impact on how often people actually use the space.
• The layout and style of the office also come into play. Do you need an open-plan setup to encourage collaboration, or would a more cellular layout suit your team better? Maybe a mix of the two is ideal — with quiet areas for focused work and shared spaces for team meetings.
• Finally, think about the building itself. Do you want a sleek, modern space, or something with a bit more character?

Your office nice-to-haves might include:

• some outdoor space, a nice view, or a roof terrace,
• access to showers,
• bike storage,
• proximity to pubs, cafés, or after-work hangout spots,
• natural light
• meeting rooms that don’t need to be booked months in advance,
• phone booths for private calls,
• high ceilings, and
• an on-site gym or wellness room.

Being clear on what matters most, and including lists of non-negotiables and nice-to-haves in order of priority will help you avoid viewing spaces that don’t fit the brief, narrowing down your search, as well as saving you time and energy.

3. Consider how your business operates

Your office is more than just a space — it’s a tool that has the potential to boost the productivity of your team, so do think carefully about the day-to-day things. Is there anything the space is lacking at the moment that’s been a sticking point for your team of late?

Ask yourself:

• How many desks do you need now — and in the future?
• Do you need meeting rooms, a boardroom, reception, and breakout space?
• What size kitchen or staff area would support your team best?
• Will you need quiet focus zones, hot desks, collaboration areas, or event space?
• Do clients visit regularly, or is the office mainly for internal use?

Even if you’re not yet 100% sure, getting some rough answers down helps guide the search and informs your eventual office design and fit out.

4. Nail down your relocation timeline

Next up: when do you need to move? Do you have a fixed move-out date from your current office space? Or are you just exploring options without a hard deadline?

Timelines matter. If you’ve only got a few months, a plug-and-play serviced space might be the best fit. If you’ve got longer — say 6 to 12 months — a leased space with a custom fit out could be a smarter long-term investment.

Being upfront about timings in your brief means our team can align the property search and project plan accordingly.

5. Think about your company culture

Beyond the practical bits, think about what sort of office space will feel right for your team and your business.

Is your company culture collaborative and informal? Do you need a more polished, client-facing environment? Is brand consistency important — and if so, how should that show up in your space?

These things are harder to measure but make a big difference. If you’ve rebranded recently, grown, or want your office to reflect a shift in identity or ambition, this is the place to include it.

If you’re not sure where to start with your brief, you’re not alone. Most people don’t move into a new office that often, which is exactly why it helps to get expert input from the start. We can help you shape your office relocation brief, plan your project, and manage your move end to end. Whether you already know what you want or you’re still figuring it out, we’ll help.