This document provides an overview of the office leasing process. It discusses determining property needs, evaluating market alternatives by inspecting and comparing options, and committing to new or existing premises. Key steps include creating a real estate brief, releasing it to the market, evaluating shortlisted properties, analyzing costs, and considering workplace design and tenant improvements to optimize efficiency. Conducting due diligence and planning well in advance is advised to avoid common mistakes in the leasing process.

1. Office Leasing Guide | UK
WHAT YOU NEED TO KNOW BEFORE YOU SIGN
Colliers International Office Leasing Guide P. 1

2. THE OFFICE LEASING GUIDE
This step-by-step guide has been assembled
to reflect Colliers International’s knowledge
of the leasing process. You’ll find information
on tenant improvements, common pitfalls,
timelines and frequently asked questions.
The knowledge in this handbook will help
you make a major business transition with
minimum disruption.
P. 2 Office Leasing Guide Colliers International

3. Contents
>4 ALLOW US TO INTRODUCE >7 THE OFFICE LEASING PROCESS > 13 DESIGN AND PROJECT
OURSELVES Four steps to business productivity MANAGEMENT
About Colliers International Create the space to meet your visitor
>8 DETERMINE YOUR PROPERTY NEEDS
>5 GETTING STARTED Take your requirement from notion to motion > 14 TRANSLATING THE LINGO
Making educated decisions about Glossary of terms and frequently
your business space asked questions
> 10 EVALUATE MARKET ALTERNATIVES
Inspect and compare your options
>6 TOP 10 TENANT MISTAKES > 19 RELOCATION CHECKLIST
Avoid these common blunders Your step-by-step guide
in your leasing process > 12 COMMIT TO PREMISES
Completing or varying your lease
documentation; commencing the
full design process
Colliers International Office Leasing Guide P. 3

4. Allow Us to
Introduce Ourselves
ABOUT COLLIERS INTERNATIONAL
WHO IS COLLIERS INTERNATIONAL? WHY ENGAGE OUR SERVICES?
We are an award-winning team of office leasing Colliers International professionals are equipped with Working with Colliers professionals saves you the
professionals with intimate knowledge of the local, the skills, knowledge and tools to intelligently assess time and confusion of dealing with multiple agents,
regional and global leasing markets. We bring an your space requirements. We ensure that your leasing landlords or consultants.
in-depth understanding of business needs and the decision—whether to stay or relocate—is informed by
Our comprehensive database contains information
leasing process. both your business needs and a thorough market
on every office listing, agent and landlord, providing
evaluation.
We are committed to creating a business solution exhaustive data about every opportunity that fits
that meets your organisation’s needs—now, and in Colliers International’s culture of knowledge-sharing your requirements.
the future. Your office space is more than just an gives you access to experts in real estate management
Our market knowledge provides forward-looking
address; it is where you make business objectives services, project management, appraisal and valuation,
analysis to help you take advantage of trends, and we
a reality. and capital markets.
offer a single point of accountability for your project
to connect all of the specialists available to serve you.
We are committed to accelerating your success.
P. 4 Office Leasing Guide Colliers International

5. Getting Started
MAKING EDUCATED DECISIONS ABOUT YOUR BUSINESS SPACE
WHAT ARE MY OPTIONS? perception of your core values and elevate improvement costs should be viewed as an process for large or complex assignments,
your brand in the minds of customers and organisational opportunity—a well-planned in particular Design and Build schemes.
Stay put
other stakeholders. and executed office will adapt to your
If your current space satisfies your business
organisation’s growth and changing needs WHOM SHOULD I INVOLVE?
needs, but you are approaching the end of Employee Retention
and minimise churn costs.
your lease, consider renewing your lease. With an improved work space, you will boost Your internal steering committee should be
We can help you ensure the space is staff morale and productivity. Our market Balancing your tenant improvement costs and led by a senior employee, and supported by
available, and negotiate a new lease with the research shows that even subtle changes in their benefit to your organisation is critical. decision-makers and influencers including
building owner. the work environment create substantial In addition, “make good” commitments will human resources, IT, divisional heads and
gains in productivity, resulting in improved affect your cash flow when exiting a lease. staff. A single point of contact from your
Relocate
bottom-line financial performance. These costs are covered in more detail later. organisation, matched with a single point
The expiration of your lease offers you an
of contact at Colliers International, is ideal
opportunity to transform your business and
to make the process run smoothly.
create new efficiencies by relocating. HOW MUCH WILL IT COST? WHEN SHOULD I START?
You may wish to conduct a survey of your
Operational Costs Plan, Plan, Plan
staff to determine their needs, preferred
WHY SHOULD I RELOCATE? The negotiation of rent and tenant incentives Whether you decide to stay or go, knowledge
work space amenities and location. Colliers
depends on the dynamics of your local is key. Understand your current situation,
Business Needs can survey your staff to determine the impact
market. In markets where over development review other options, assess the marketplace
If your current space is too small, too large, of relocation on commute times and employee
or economic conditions have created higher context and negotiate with your current
or inflexible, a new office can energise your retention.
vacancy, this favors tenants. In other markets, landlord to optimise the end result.
organisation and act as a springboard for
low vacancy gives landlords the upper hand Professional real estate advice is a critical
improved productivity and operational cost The period required to conduct a lease
in negotiations. Contact your Colliers part of the project team. This will arm
savings. Additionally, market conditions may negotiation and relocate is three to six
professional for the market trends in your you with insight into the marketplace,
support the business case for relocation. months at a minimum. Depending on the
location. your alternative options and the financial
size of your organisation and current
Brand Value Enhancement implications of the stay or go scenarios. A
Tenant Improvement and market conditions, you should begin this
The quality of your building and the tenant skilled workplace strategist and design
“Make Good” Costs process 18 to 24 months prior to your
improvements in your office space speak professional will complete the team by
Your entry and exit strategy to a lease lease expiration. It can take two years or
volumes about your organisation. A new providing knowledge of productivity-enhancing
can greatly affect the real cost of your more to complete the lease and relocation
building can strengthen your employees’ tenant improvements.
commitment. Workplace design and tenant
Colliers International Office Leasing Guide P. 5

6. Top 10
MOST COMMON MISTAKES MADE BY TENANTS
>1 Beginning the negotiation of a renewal >5 Making inaccurate estimations of the >8 Agreeing to terms prior to obtaining
or new lease too late company’s space requirements a space planning perspective
>2 Lacking clearly defined business or real >6 Failing to leave enough time at the end of >9 Failing to allow for expansion space
estate objectives the lease to fulfil “make good” obligations
> 10 Lacking the knowledge of future
>3 Focusing exclusively on financial costs >7 Acting too slowly once a decision is made, opportunities; often, the best deals
and consequently missing out on are secured well in advance of space
>4 Failing to appoint a project leader as opportunities becoming available
the internal single point of contact
P. 6 Office Leasing Guide Colliers International

7. The Office Leasing Process
THREE STEPS TO BUSINESS PRODUCTIVITY
STEP TWO: Relocate
Confirm real estate requirement evaluation
Brief preferred lessors
Confirm development sites/existing building options and assess via inspections
Begin offer/counter-offer process
Short-list options, work with design consultant to evaluate space plan
STEP ONE Choose
Understand lease termination clause and exit costs
STEP THREE
Fact
Understand your business needs
Finding
Commit to new (or existing) premises
Determine your property needs
STEP TWO: Renew Complete new (or variation of) lease documentation
Identify decision makers and confirm critical time path
Confirm existing premises as most desirable opportunity
Complete tenant improvement design and project management
Conduct requirement evaluation
Brief existing lessor
Produce real estate brief
Confirm real estate requirement evaluation
Evaluate market alternatives: Relocate or renew
Work with design consultant to evaluate space efficiency
Begin offer/counter-offer process
Colliers International Office Leasing Guide P. 7

8. Step One
DETERMINE YOUR PROPERTY NEEDS
TAKE YOUR REQUIREMENT – Is your business growing If the workplace design happens solely
FROM NOTION TO MOTION or shrinking? during the design and construction
phase, only minimal gains are possible.
Skipping the planning stage triggers a – What are your brand values?
number of the Top 10 mistakes most
– What are your preferred
commonly made by office tenants. It INVOLVE KEY INTERNAL
work settings?
is crucial to understand your property DECISION-MAKERS
requirements through the process of – What types of employees will
Assemble a team with the breadth
evaluation and forecasting. you have in the future?
of skills to drive the project. Involve
– What will your technology your experts in information technology,
DETERMINE FUTURE NEEDS requirements be in three years? human resources and finance. They will
be familiar with specific future trends
Commercial leasing decisions should – Are you considering acquiring
that may influence your requirements
consider medium- to long-range business or merging with other firms?
and decisions. Their involvement from
goals for leases running three years or
– What effect will moving have the outset will help clarify and focus
more. Guided by professional workplace
on your customers and staff? your brief and achieve internal buy-in.
strategists and space planners, the
process of constructing a real estate By working through this concept Be sure to appoint a project leader to
brief to achieve your business objectives planning phase, you will achieve the connect with your internal stakeholders
will consider questions including: maximum benefit—both financial as well as with your broker and
and strategic—in the relocation or consultants.
reconfiguration of your office space.
P. 8 Office Leasing Guide Colliers International

9. CREATE A REAL ESTATE BRIEF An important element in developing this – Technical requirements KNOW YOUR LOCAL MARKET
brief is to audit your existing premises— – Timing AND COMMITMENTS
The briefing process begins with the
creating a clear understanding of what’s – Communications infrastructure
documentation of your workplace During this phase, you should
working, and what’s not. – Budget
requirements. familiarise yourself with local office
– Environmental considerations
market conditions and existing lease
– Growth projections – Other unique needs
WHAT SHOULD BE IN YOUR BRIEF? commitments. By knowing the market
– Office space size – Signage/naming rights
vacancy rates, supply projections,
– Space configuration Your real estate brief should consider – Term/renewals
current rental rates and tenant
– Organisational vision a wide range of criteria:
Consider ranking each factor in terms incentives, you will be in a better
– Cost parameters
– Size of space of importance, as you may have to position to evaluate various proposals.
– Timing
– Tenant improvement needs compromise on some items, depending
Your Colliers International leasing
A well-prepared real estate brief will – Number of employees on the options available. You can also
professional can provide you with
synthesise these elements and translate (maximum and minimum) assign a point value to each factor, with
an office market presentation that
them into your property requirements. – Image/quality/aesthetics more points possible for the factors
describes these factors, both in
The brief will expedite your decision- – Location with greater importance. Your Colliers
your local market and in the specific
making process. You will save considerable – Parking professional can help guide you through
sub-markets you identify as most
time by inspecting and reviewing only – Building services this evaluation process.
desirable.
suitable properties. – Office hours
– Security and access
Your brief also creates a framework
– Lease structure preferences
to evaluate and compare your options.
Colliers International Office Leasing Guide P. 9

10. Step Two
EVALUATE MARKET ALTERNATIVES
INSPECT AND EVALUATE YOUR OPTIONS
RELEASE YOUR BRIEF
TO THE MARKET your stated business objectives. Colliers
has developed a range of decision-
To avoid dealing with multiple agents,
making models and matrices. These
you can request that your Colliers
tools dramatically improve efficiency
professional approach the market on
in the evaluation process.
your behalf. With an intimate knowledge
of the market and a well-established
network of agents and owners, Colliers FINANCIAL ANALYSIS
will act as a single point of contact to
There are several ways to compare the
uncover all suitable space opportunities.
financial aspects of leasing, including:
Your real estate advisor will also assist
in discussions with your existing – Gross rent per square foot
landlord regarding lease renewal – Net effective rent per square foot
options. – Total occupancy cost per square foot
– Total occupancy cost per employee
EVALUATE AND PREPARE Further detail on these measurements
A SHORT LIST is provided in the Frequently Asked
Questions portion of this guide.
When analysing alternative premises,
consider timing, financial and other Look beyond the square foot rate offered.
incentives that may be offered. A lease Some office space is highly efficient,
renewal option should include expansion enabling you to accommodate your
and contraction costs, as well as the employees in less space. For example,
cost of reconfiguring or completely you may require 5,000 square feet to
refurbishing your work space. Aim for accommodate your staff in one building
a short list of three or four properties. while another may be able to house
them comfortably in 4,000 square feet.
Evaluate options against your brief,
In this instance, it does not make sense
ensuring the property’s benefits match
P. 10 Office Leasing Guide Colliers International

11. It is now a fundamental requirement
that the office architecture supports the
intellectual work demanded of employees
and facilitates your organisation’s
continuous improvement strategies.
to compare the two options based on WORKPLACE DESIGN AND TENANT DETERMINE WORK SPACE – Provide an opinion of likely tenant
their rate per square foot. It is more IMPROVEMENTS EFFICIENCIES improvement costs
effective to use a cost per employee
It’s not all about cost. When evaluating By conducting a design site audit of
lease analysis model.
your property options, don’t forget to the short-listed options, your workplace TENANT IMPROVEMENT COSTS
Lease conditions such as “make good” consider the intangible costs and benefits designer will determine the work space
Attaining a tenant improvement that is
requirements can also impact on the for each property option. efficiencies for each property. This
aligned with your organisation’s ideal
attractiveness of a particular option. process also produces sample tenant
Your workplace designer can help you outcome depends on which components
(For more information on “make good” improvement designs prior to your
evaluate each option’s impact on staff are viewed as necessary and what is
costs, please refer to page 14.) agreement on terms enabling you to
productivity and communication, discarded during the design phase. It is
compare your options based on financial
corporate identity, information critical that all aspects to be included in
and non-financial criteria.
COMPARE YOUR OPTIONS USING technology, communications performance the tenant improvement are assessed
A LEASE ANALYSIS MODEL and your customer base. If appropriately Your workplace designer will provide the to determine their contribution to the
engaged at step one, your workplace following services during this critical overall objectives.
Colliers International has developed
designer will have the maximum positive evaluation phase:
a lease analysis model designed to Equally important is the identification and
influence on your workplace brief.
compare leasing options on a financial – Prepare a detailed existing tenant evaluation of the potential components
basis, using an “apples to apples” In today’s challenging business improvement audit that are excluded. The identification of
approach. The model allows the environment, it is critical that positive and negative components through
– Assess items suitable for re-use
comparison of proposals from multiple organisations look beyond the traditional the audit process provides the
in the improved office space
lessors, demonstrating the cost of the view of office accommodation and the opportunity to maximise the
financial offer over the term of lease. measurement standards normally – Manage the pre-design process effectiveness of the final result and
applied. including a review of local authority minimise the cost of the tenant
This financial modeling takes into
approvals and code requirements improvement.
account lease incentives, such as free Your work space must also contribute
rent and capital contributions towards to the development of team networks and – Prepare selected site audits
tenant improvements, the total rent over organisational learning systems.
– Prepare a “stacking and blocking” plan
the life of the lease including rental In addition, the office systems must
increases, and the term of the lease support organisational change efficiently, – Prepare preliminary concept designs
including extension provisions. and with minimal redundancy.
– Conduct building services audits
Colliers International Office Leasing Guide P. 11

12. Step Three
COMMIT TO PREMISES
Completing or varying your lease the workplace tenant improvement
documentation; commencing the full process begins immediately. At this
design process. stage, you should have completed a:
– Needs analysis
AGREE HEADS OF TERMS – Space plan
– Test fit
Once the particulars of a lease
agreement are negotiated, both parties This will enable you to engage a
will sign a copy of the Heads of Terms. designer, who may be the workplace
This document is generally not legally designer, with accurate information
binding but is a gesture of good faith regarding your requirements. The
that terms have been agreed. When sooner a designer is engaged, the
signed, this document will be used to better the outcome.
brief lawyers so that the final lease
It is vital that this stage is viewed as an
documents can be prepared.
investment in the organisation’s future
and not merely a tenant improvement.
WORKPLACE DESIGN ISSUES The development of work space should
be directly linked with your
When a lease agreement is complete,
organisational strategy.
P. 12 Office Leasing Guide Colliers International

13. Step Four
DESIGN AND PROJECT MANAGEMENT
The final stage of the process provides – Detailed construction timeline BID REVIEW PHASE – Project manage delivery program
the perfect opportunity to re-think office preparation
– Determine agreed tender review panel – Project completion/occupation
imperatives and promote organisational
– Documentation for building owner
effectiveness, community, communication – Review and assess tender responses – Oversee practical completion
and lawyers
and productivity.
– Tender management and analysis – Inspection and sign-off
– Stakeholder coordination
– Manage the identification and
DESIGN DEVELOPMENT AND
CONTRACT ADMINISTRATION completion of all outstanding
CONSTRUCTION APPROVAL DETAILED DESIGN AND
and defective works
DOCUMENTATION PHASE – Manage the delivery process
– Engagement and full briefing of all
and administer contracts – Cost reporting and final accounts
other specialists and consultants – Preparation of documentation
for a construction tender – Appoint all approved contractors – As-built drawings, operating manuals,
– Commencement of detailed design
and suppliers including head tenant guarantees and warranties
– Finalise furniture selection
– Development of finishes selection improvement contractor
– Final inspection and completion
– Finalise the selection of tenant
– Short list of furniture options – Coordination of all required meetings of works at the end of the defects
improvement finishes
liability period
– Review of likely tenant – Coordination of quality control
– Obtain building and construction
improvement costs inspections
consents
– Cost and variation management
Colliers International Office Leasing Guide P. 13

14. Translating the Lingo
GLOSSARY OF TERMS
BUILDING CONSENT INCENTIVE columns, toilets, cupboards, plant/motor RENT REVIEW
Approval from the relevant authorities for An inducement offered by the landlord to rooms, public spaces and service areas. It The method by which your rent can vary
carrying out building work on the premises, attract tenants to the building. This can excludes areas dedicated as public spaces or during the term of the lease. This can be a
usually for tenant improvements. be offered in a variety of ways, such as thoroughfares such as building service areas. market rate review, a predetermined figure
through a period of free rent or capital or a rate fixed to an index such as the CPI
Gross Internal Area (GIA)
contribution from the landlord. or RPI. The review structure is agreed prior
CAP AND COLLAR GIA (measured in square feet or square
to lease commencement.
A term and method used in some market metres) is the floor space contained within
review clauses where rental increases are LESSEE each tenancy at each floor level by measuring
linked to indexation. It is a mechanism that That legal entity, company or person whose from the dominant portion of the outside PLANNING CONSENT
puts a “cap” or maximum amount by which name appears as the occupier or user of faces of walls, to the centre line of the Approval from the local planning department
the rent can be increased, or a “collar,” the space on the formal lease document, binding internal common area or inter-tenancy walls. with regard to proposed building works
minimum the rent can increase, on the the lessee to the terms and conditions stated or changes in the permitted use of the
rental rate review date. therein. Also known as the tenant. premises.
MAKE GOOD OR YIELD UP
The lessee’s obligation to return the premises
NET EFFECTIVE RENT LESSOR to their original condition prior to expiration RIGHT OF RENEWAL
The rent payable under the lease accounting The party whose name appears as lessor on of the lease. The lessee’s right to renew a lease for an
for all incentives but excluding all building the formal lease document. The lessor is the agreed period of time prior to expiration of
expenses (i.e. business rates, utilities, landlord or owner of the property. the initial lease.
OCCUPANCY RATIOS
service charge).
A common ratio used to measure the tenant
LEASABLE AREA efficiency of individual building’s floor plates. SERVICE CHARGE AND INSURANCE
GROSS RENT OR HEADLINE RENT Net Internal Area (NIA) This ratio is calculated by dividing the total All other costs beside rent associated
The rent payable under the lease excluding NIA (measured in square feet or square net leasable area by the number of people with insurance, operation, upkeep and/or
any incentives. metres) is the useable floor space contained who occupy a floor. Average occupancy maintenance of the building, including air
within each tenancy between the internal ratios vary between 1:100 and 1:120 square conditioning, elevator maintenance, common
finished surfaces of permanent internal feet per person. area cleaning, security and electricity.
walls and the internal finished surfaces of
dominant portions of the permanent outer
building walls. It generally excludes structural
P. 14 Office Leasing Guide Colliers International

15. STATUTORY EXPENSES
Statutory expenses include costs such as
business rates, water and sewer rates and
usage charges.
SUBLEASE/ASSIGNMENT
The mechanism under the provisions of the
lease allowing the lessee to find a suitable
replacement tenant. This is subject to lessor
approval and unless specifically stated, does
not limit your legal responsibilities during the
term of the lease.
Colliers International Office Leasing Guide P. 15

16. P. 16 Office Leasing Guide Colliers International

17. Frequently Asked
Questions
HOW CAN I NEGOTIATE THE BEST DEAL? WHAT ARE THE DIFFERENCES BETWEEN WHAT ADDITIONAL COSTS AM I WHAT IS A “YIELD UP” AND HOW MUCH
GROSS RENT, NET RENT, NET EFFECTIVE RESPONSIBLE FOR OVER AND ABOVE WILL IT COST?
By carefully selecting the right properties
RENT AND HEADLINE RENT? RENT AND OPERATING EXPENSES?
on your short list, you can create a A “yield up” clause is your (the lessee’s)
competitive environment to achieve the GROSS RENT is the rent calculated inclusive In addition to a pro-rata share of building obligation to return the premises to its
most favorable lease agreement. Your of all building costs. HEADLINE RENT is operating expenses, you will generally be original state upon completion of your lease,
Colliers International advisor can assist you the quoted rental rate before taking into responsible for electricity and other utility usually excepting fair wear and tear of floor
throughout this process. account incentives or increases, whereas charges and cleaning your own premises. coverings.
NET EFFECTIVE RENT is the rental rate
If you are relocating, one of our building
averaged out over the term of the lease,
HOW MUCH SPACE WILL I NEED? WHAT ARE THE RENT REVIEW PATTERNS surveyors will be able to assess “yielding
including consideration of rent-free periods
FOR THE TERM AS WELL AS THE up” costs.
The amount of space you require will vary or up-front incentives.
RENEWAL PERIOD?
depending on the nature of your business
and the efficient use of space you select. Most lessors have a standardised lease WHEN DOES THE AGREEMENT BECOME
WILL I BE ABLE TO SUBLEASE OR
As a rule you will require roughly 100 to document for their buildings, including a LEGALLY BINDING?
ASSIGN MY LEASE?
120 square feet of space per employee. prearranged rental review pattern.
During a typical lease negotiation, leasing
Most commercial leases allow the lessee to
Typically, the two most significant influencing proposals are used as a medium to determine
sublease or assign their premises. Typically,
WHAT ARE MY TOTAL REAL factors on rent review patterns are lease terms terms and conditions acceptable to both lessor
the lessor is unable to unreasonably withhold
ESTATE COSTS? and the commencing rental. Rent review and lessee. In the first instance this will
consent to the sublease/assignment. A prudent
methods may include fixed increases, usually be a set of agreed Heads of Terms,
In addition to your rent, you may also pay lessor will consider the strength of the contract
structured increases or reviews to market outlining the salient terms of the lease.
for operating costs such as insurance, service being offered by the incoming tenant and will
levels. The Consumer Price Index (CPI),
and estate charges, business rates and be reluctant to accept a sublease/assignment At this stage, the agreement may be
or a margin over CPI, is another common
utility costs specific to your demise/use. if it could potentially compromise their conditional. In some cases it may be
structure.
financial position or security. conditional on lessee and/or lessor board
approval, together with other approval
conditions.
Colliers International Office Leasing Guide P. 17
Office Leasing Guide P. 17

18. The lessee and/or lessor may not be legally
bound to commit to the premises until
the various conditions are satisfied. The
Heads of Terms, provides a framework by
which the lawyers will draw up the lease
documentation. The lease is only legally
binding when it has been signed and
executed by the lawyers.
HOW MUCH WILL MY TENANT FIT-OUT
WORKS COST?
This depends on the quality of the works
you require. Factors in the cost include the
quality of finishes selected, infrastructure
needs such as plumbing and wiring, and the
complexity of the requested build-out.
P. 18 Office Leasing Guide Colliers International

19. Relocation Checklist
A STEP-BY-STEP GUIDE
PRELIMINARY ˆ Mail moving notices ˆ Prepare labels for moving furniture POST-MOVE
and boxes to new locations
ˆ Finalise lease for new location ˆ Banks and financial institutions ˆ Install and test telephone system
ˆ Assign move supervisors in each
ˆ Notify present landlord of termination date ˆ Clients and customers ˆ Distribute new phone list and map showing
department
ˆ the locations of departments
ˆ Advise staff of date and location of move Professional organisations
ˆ Develop a master relocation project schedule
ˆ ˆ Install and test all computers
ˆ Engage designer for new premises Credit accounts and credit cards
ˆ Schedule and implement a clean-up program
ˆ ˆ Do a detailed walk-through of the premises
ˆ Create a master change-of-address list Insurance companies (purge files, dispose of trash)
and report any damage to moving company
ˆ Accounts receivable and payable ˆ Schedule staff for unpacking, including
PRE-MOVE—GENERAL ˆ Transfer your insurance to the new location
stocking supply cabinets, storerooms, file
ˆ Newspaper and magazine subscriptions
ˆ Reserve elevators and loading docks rooms, and removing tags from all furniture ˆ Obtain Certificates of Insurance from your
ˆ Telephone company and internet and equipment to ensure your company will be insurance company
for moving day
service provider operational as rapidly as possible after move
ˆ Tender and award moving contract ˆ Confirm termination of old leases
ˆ Prospects and special services ˆ Arrange for off-site storage of old files
ˆ Tender and award telephone and ˆ Collect parking passes, security cards and
ˆ Hold a meeting at new premises three ˆ Pack contents of all filing cabinets and desks, keys for the old facility. Confirm the return
computer cabling
weeks prior to move. Bring in all parties ensuring everything is properly labeled of any deposits held by the landlord for
ˆ Inventory existing furniture involved (design/construction/mover/cabling these items
ˆ Arrange for staff to tour new premises a few
company/information technology specialist)
ˆ Code furniture and equipment on a weeks prior to move ˆ Audit final invoices against contracts
to ensure all details are covered and all
colour-coded floor plan
responsibilities clear ˆ Schedule post-move training for security, fire, ˆ Complete and file all warranty information
ˆ Audit keys and life safety procedures at the new facility for all new furniture and equipment
ˆ Schedule public relations effort, including
ˆ Order any new office furniture plans for news releases and an “office ˆ Distribute access cards and keys ˆ Update fixed asset accounting system for
and equipment warming” party for new premises any new furniture and equipment purchased
ˆ Order new stationery ˆ Arrange for listing on lobby directory ˆ Confirm the change-of-address
of new building MOVING DAY
ˆ File change-of-address forms with post corrections made
office and forward mail ˆ Arrange for post-move cleaning ˆ Arrange with the building manager to have ˆ Schedule press release and client
the air conditioning on during the move
ˆ Check your insurance coverage for the move announcement
PRE-MOVE—INTERNAL ˆ Remove computer equipment (server) and
ˆ Advise suppliers (telephone, bottled water,
phone system prior to arrival of movers and
coffee service) of new address ˆ Organise a “staff moving committee” if
commence reinstallation at new site
appropriate and delegate responsibilities
ˆ Alert photocopier contractor
ˆ Draft an emergency contact list for vendors
ˆ Schedule and prepare agenda for your
ˆ Decide on security procedures for the move such as elevator maintenance, building
employee move orientation meeting
management, utilities, telecommunications
ˆ Finalise seating plan and identify and moving company
each location
Colliers International Office Leasing Guide P. 19

20. Contact Details
Bill Kennedy MRICS
Managing Director (Joint)
bill.kennedy@colliers.com
+44 28 9051 1006
Ian Duddy MRICS
Director
ian.duddy@colliers.com
+44 28 9051 1003
Tracy Flannigan MRICS ACIArb
Director
tracy.flannigan@colliers.com
+44 28 9051 1001
Accelerating success
These notes contain a summary only of certain aspects of the subject matter. They have been prepared for the purposes of the guide and are not a substitute for legal advice on specific
facts. Great care has been taken in their preparation but no responsibility is accepted for any inaccuracies or omissions. (Feb 2011)