Office Expansion Checklist: 50 Things to Verify Before You Sign the Lease

Section 1: Lease Terms (Items 1–10)

1. Fit-out period — how many rent-free weeks does the landlord offer?
2. Fit-out deposit — is it refundable? What are the conditions?
3. Reinstatement clause — are you required to restore the space on exit?
4. Approved contractor list — does the landlord restrict who you can use?
5. Structural changes — what requires written approval?
6. MEP access — can you add circuits, modify HVAC, install new data points?
7. Floor loading — what is the rated load per sq m? Relevant for server rooms.
8. Working hours restriction — can fit-out work proceed nights and weekends?
9. Landlord fit-out guide — does one exist? Have you read it?
10. Security deposit terms — how much, when returned, conditions for deduction?

Section 2: Space Assessment (Items 11–20)

11. Current electrical supply — available kVA and number of circuits
12. Current HVAC — type, age, condition, capacity
13. False ceiling height — clearance for HVAC units and cabling trays
14. Plumbing provisions — existing drain points and water supply
15. Fire safety provisions — existing sprinkler loop, detector points
16. Internet fibre — which ISPs have fibre in the building?
17. Floor condition — level, cracks, structural condition
18. Natural light — windows, direction, shading
19. Toilet provisions — ratio to planned headcount
20. Loading access — lift capacity, goods lift dimensions

Section 3: Fit-Out Scope (Items 21–30)

21. Headcount — current and 3-year projected?
22. Seating density — open plan or cabin-heavy?
23. Meeting rooms — how many, what size, AV requirement?
24. Server room — size, power, cooling requirement?
25. Reception — size, visitor volume, visitor management system?
26. Pantry/cafeteria — number of users, cooking or only reheating?
27. Collaboration zones — informal meeting, phone booths, lounge?
28. Storage — archive room, stationery, equipment?
29. Accessible facilities — disability compliance requirements?
30. Brand elements — reception signage, wall graphics, colour palette?

Section 4: MEP Requirements (Items 31–40)

31. Electrical load calculation — have you calculated your connected load?
32. HVAC tonnage — have you done a heat load calculation?
33. Network points — how many per seat, plus printers, APs, VC rooms?
34. UPS requirement — which loads need battery backup?
35. DG backup — is building DG available? What is the capacity?
36. Fire detection zones — how many zones does your floor need?
37. Access control — how many door points, biometric or card?
38. CCTV points — how many cameras, what resolution, retention?
39. AV rooms — how many VCRs, what AV specification?
40. Earthing — is independent earthing available for server room?

Section 5: Budget and Timeline (Items 41–50)

41. Fit-out budget — approved and aligned with scope?
42. Timeline — fit-out period, move-in date, business continuity plan?
43. Concurrent operations — are you moving from another office or starting fresh?
44. Furniture budget — own furniture, new purchase, or leased?
45. IT equipment budget — servers, switches, APs, endpoints?
46. Contingency — have you budgeted 10–15% for variations?
47. Payment milestones — stage-based payments aligned with site progress?
48. Defect liability — what period does contractor warranty cover?
49. Move cost — packers and movers, IT decommission and recommission?
50. Post-move IT support — who handles first week issues?