12 questions to ask on an office viewing
A viewing is your best chance to find out what an office will really cost and what it's like to work in. These are the questions we ask on every one, and why each matters.
- Ask for the total monthly cost in writing, including every extra you're likely to use.
- Check the notice period and renewal terms before you fall for the space.
- Count the desks yourself: quoted capacity is often tighter than it looks.
- Visit at a busy time to judge noise, meeting room demand and the internet.
Most offices look good on a viewing. The receptions are staffed, the kitchens are clean and the agent shows you the best room. The problems usually show up later: an invoice for meeting rooms you assumed were free, a notice period you missed, or a room that's freezing by 4pm.
Print this list, or keep it on your phone, and ask every question in each building you see. Write the answers down so you can compare like for like.
1. What exactly does the monthly price include?
Serviced office prices usually bundle rent, business rates, service charge, utilities, cleaning and Wi-Fi, but the details vary between operators. Ask for the list in writing so you can compare buildings fairly.
Listen for: "It’s all-inclusive" without a written list, or business rates quoted separately.
2. What costs extra, and how much?
Meeting room hours beyond your allowance, printing, phone lines, parking, dedicated internet, out-of-hours heating or cooling and IT set-up are common extras. Ask what a typical client of your size pays each month on top of the base price.
Listen for: Vague answers, or set-up and exit fees that only appear in the contract.
3. How long is the contract, and what is the notice period?
Many agreements roll over automatically unless you give notice, often one to three months before the end date. Missing it can lock you in for another full term.
Listen for: Automatic renewals for the same length as the original term.
4. Can we grow or shrink within the building?
If you might hire, ask whether you could move to a bigger office mid-contract without penalty, and what is likely to be available. Ask the same about downsizing.
Listen for: "The building is always full" with no option to move.
5. How many people will this room comfortably fit?
Operators often quote the maximum number of desks a room can hold. Count them yourself, and check there is space for storage, walking room and any screens or equipment you need.
Listen for: Desks pushed against every wall with no room to pull out a chair.
6. How fast and reliable is the internet?
Ask for the speed per client, whether it is shared across the building, and whether you can have a dedicated line. Run a speed test on your phone during the viewing.
Listen for: Shared connections with no guaranteed speed for heavy video users.
7. How easy is it to book meeting rooms at busy times?
Rooms that look free on a quiet afternoon can be fully booked on Tuesday mornings. Ask to see the booking system and how far ahead rooms are taken.
Listen for: Rooms booked out days in advance, or only one room for the whole floor.
8. Who else works on this floor?
Your neighbours affect noise, the atmosphere in shared spaces and sometimes confidentiality. A floor of call-centre teams is a very different place to a floor of lawyers.
Listen for: Competitors next door, or loud teams sharing a thin partition.
9. What are the access hours and security arrangements?
Check whether you have 24/7 access, how guests are signed in, and whether reception is staffed when you’ll be there. Ask about bike storage and showers too.
Listen for: Reception closing early with no way to receive visitors after hours.
10. What is the room like at different times of day?
Internal offices with no windows are cheaper but can be tiring to work in. South-facing rooms can overheat in summer. Ask whether you control the temperature in your own room.
Listen for: No individual temperature control, or a room next to the kitchen or lifts.
11. What happens to the price when we renew?
Some operators raise prices sharply at renewal. Ask for any increase to be capped in the agreement, or for a longer term at a fixed rate.
Listen for: "We review prices at renewal" with no cap.
12. How much is the deposit, and how is it returned?
Deposits are often one to two months of fees. Ask what can be deducted when you leave, such as redecoration or damage, and how long the refund takes.
Listen for: Standard deductions for redecoration whatever the condition of the room.
After the viewing
Ask each operator to confirm the price, the inclusions and the contract terms by email, then put them in one table. The cheapest headline price is often not the cheapest office once extras and contract length are counted. If two buildings are close, ask both for their best offer on a longer term: that's when most discounts appear.
Not sure how many desks you need before you start viewing? Try our office space calculator, or see average prices by city to check whether a quote is fair.