How long does an office move take? A four-week search plan

A serviced office that needs little or no work can often be found and occupied within a month. Whether that works for you depends less on the search than on two other things: when your current agreement lets you leave, and when the new space is genuinely ready.

The plan below is an illustration for space that can be used as it is. It is not a guaranteed timescale. Add time if the suite needs alterations, if several people must approve the decision, or if you want the agreement reviewed by a solicitor. A managed office built to your specification, or a conventional lease, usually takes months rather than weeks.

Before you start: check your current agreement

Confirm the notice deadline and how notice must be given, any automatic renewal, and the conditions for leaving early. Many serviced office licences renew automatically if notice isn’t given in time. Do this before you rely on a move date. If you’re unsure how the terms apply, take advice. Our contracts guide explains notice, renewal and break clauses.

Note any overlap between the old office and the new one, and budget for it.

Week one: write the brief

• People and working pattern: how many desks, how often the team is in, and what changes you expect.
• Location and access: areas that work for the team’s commute, visitor access and the hours you need.
• Budget: the monthly amount you can afford, plus a separate figure for deposits, fees paid in advance and any overlap.
• Term: how long you can commit, and the flexibility you need.
• Timing: your target start date, your confirmed exit date and who has to sign off.

If you’re not sure how much space you need, our guide to how much office space you need gives the standard benchmarks.

Ask for written prices for each term you would actually consider. A longer term is often cheaper per month, but not always, and a short term doesn’t mean you can leave whenever you like.

Week two: confirm a shortlist

Send the same brief to operators, or to an adviser, and ask which spaces are available for your date. Keep the shortlist short and record the actual suite, layout and quote for each.

Before booking viewings, ask whether the space can be used as shown. If it needs furniture, partitioning or other work, get the cost and earliest completion date. Check how long each quote is valid and whether the space is being held for you or is still open to others.

Week three: view and resolve questions

Group viewings close together if you can, and use the same checklist at each. Visit at a time that reflects your working day, and pay attention to noise, light, accessibility and shared spaces.

Get written answers on:

• Furniture, cleaning, connectivity and reception included in the fee
• Meeting-room allowances and booking charges
• Access hours, visitor arrangements and the facilities you need
• Notice, renewal, price increases and any break option
• Outstanding work and the date the suite will be ready

Check the answers against your week-one brief. Go back for a second look if it would settle something important.

Week four: review the agreement and prepare

Leave enough time to read the full agreement and service schedule, and make sure anything you negotiated appears in the final paperwork. You can ask for incentives such as a rent-free period or changes to notice terms, but treat them as requests until they’re in writing.

Before booking removals, confirm the start date, payments due, access arrangements and that the space is ready, and line these up with the end date of your current agreement.

If the plan slips

If no suitable space is ready, an approval is delayed or a question about the agreement is unresolved, move the timetable rather than committing early. Ask what alternatives exist and what they cost.

Send us your brief with your target date and current notice deadline, and we’ll suggest a realistic timetable and options. Offices.co.uk is paid by the operator when a client we introduce moves in; you don’t pay us.