Frequently Asked Questions About Office Spaces

Frequently Asked Questions About Office Spaces

Anyone looking to lease office space has likely prepared a list of questions to ask the property owner or real estate broker assisting them in finding the right location. Because leasing an office is a significant decision that can impact a company in many ways, potential tenants thoroughly research their options. Thus, they often come prepared with a lengthy list of crucial questions when meeting with the owner.

To assist property owners, real estate brokers, or consultancy firms involved in office space intermediation, we've compiled a list of potential questions that they can expect from prospective office space seekers, along with possible answers. Knowing in advance what tenants might be interested in can help them prepare better and persuade potential clients to sign the lease agreement. Let's get started!

Questions Related to Office Space Offerings

1. Is the space you're leasing an office with services?

   If you haven't used one before, you will find it different from a standard rental offer. It's an office where you can work without the long-term costs or commitments of a regular office space. The price you pay includes all the services you need, and you have the flexibility to increase or decrease the space and time you use, depending on your business needs.

2. Is it a separate office or a coworking space?

   Coworking is a shared workspace where you work alongside other individuals or companies in a flexible manner. You can use it for anything from occasional meetings to a permanent base for your business. In the case of coworking, it provides all the business facilities on-site, and sometimes includes amenities such as tea, coffee, or refreshments.

3. Can you provide management or virtual assistant services?

   A reputable office space provider can offer such services. For instance, at Active Property Services, we can provide a wide range of highly skilled local assistants across all our locations, or we can connect you with someone who can assist you.

4. Can I expand or reduce the space if my needs change?

   Yes, but obviously, the owner must have the right-sized space available for you. Many owners offer flexibility to rent smaller or larger offices. It's best to discuss this with the real estate consultancy agency ahead of time so that they can quickly help you find a new building as your business grows.

5. Who is the owner?

   This is a common question from potential tenants. Knowing the owner can be crucial for them. Besides direct information, you can contact a former tenant, whose contact details you can provide to issue references related to the owner.

6. Do you offer registered address and postal services?

   Any office space owner or real estate consultancy handling rentals can provide these services. The services may vary slightly depending on locations—some have permanent staff, while others don't—but these services can be discussed before signing the contract to determine the right package for each tenant.

Questions Related to Rental Costs:

7. What is included in the lease agreement?

   This is a critical question that most potential tenants ask before signing the lease agreement. There is a wide range of office setups—from coworking spaces to serviced offices and many others. Each managed unit's lease will include different services at different prices. For example, the lease agreement may include utilities, office furniture, access to office equipment, and more. If not, these services may be available for separate charges. Some office management service providers offer bundled services, which could be a great way to keep costs low.

8. Are there additional fees?

   It's advisable for owners or real estate brokers to present the fees as transparently as possible so that potential tenants always know what to expect and can budget efficiently. Additional costs are subject to approval, first, and they cover specific items such as parking, telecommunications provisioning, storage, or meeting rooms.

9. Does the rent increase annually?

   Some lease agreements include built-in rent increases, meaning that the tenant's business could be affected by higher rent than expected at some point in the future. Some rent increases are set for specific amounts, while other lease agreements may not specify how much rent could increase.

10. Do you offer discounts?

    Discounts may sometimes be offered, but they depend on other factors, such as the fixtures or furniture the tenant may need or the duration of the lease. This should be discussed in person so that an appropriate package can be obtained for both parties.

Questions Related to Lease Agreement:

11. How quickly can I move into the office space?

    It could be on the same day, but it usually takes a few days. A response could be: "We need to sign the license agreement with you and conduct some basic credit checks with confirmation of your identity and address/company. We can then start."

12. Do I need a lawyer or real estate consultant?

    Usually, the contract can be concluded directly, but the client can choose to contact one if they wish. Usually, owners have a standard contract, which was written from a legal point of view. However, it may be changed to the customer's requirements.

13. What if my situation changes; can I give up?

    Such an opportunity needs to be included in a separate clause of the rental agreement. Once the contract is concluded, the tenant remains committed for the agreed period. Most owners and real estate brokers are polite to tenants and do not view them as simple contracts. They will try to solve the problem. Diplomatically, this could be the answer: „If have issues, talk to us, and we can have you get placed as soon as possibl