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Evaluate an office campus as a whole operating system—not as a building that looks attractive or has a low asking rent. Define your space, access, compliance, technology and growth requirements first; compare at least two campuses with the same evidence; model every occupancy cost over the proposed term; inspect the premises and infrastructure; then have a commercial lease solicitor or attorney review the negotiated terms before you sign.
The right decision is the campus that can legally and reliably support your work, with clearly allocated costs and responsibilities, acceptable flexibility, and no unresolved condition or delivery risk. The checks below turn that conclusion into a repeatable process.
1. Write the operating brief before you view properties
A landlord’s brochure is not a requirements document. Write down what the business must do in the space, what may change during the term, and which failures would make a campus unusable. Give the brief to every broker and landlord so each candidate is measured against the same test.
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Record current and forecast demand
- Headcount today and the forecast at each year of the proposed term.
- How many people are on site at the same time, including hybrid-work patterns, shift overlap and peak meeting days.
- Usable floor area, room mix, collaboration areas, quiet work, client rooms, storage, reception and secure zones.
- Accessibility requirements for staff and visitors, including step-free routes, lifts, accessible toilets, parking and emergency arrangements.
- Expansion, contraction or subletting needs. Check whether the lease permits additional space, a reduction, assignment or subletting rather than assuming it will.
- Move-in date, fit-out period, business-continuity requirements and any overlap with an existing office.
Define technology and building performance needs
List the electrical load, standby power, cooling, ventilation, water, data-carrier access, mobile coverage, security systems and waste streams your operation needs. A technology business may need resilient connectivity and higher power density; a customer-facing operation may need secure visitor control, deliveries and predictable public access. State required operating hours and any equipment that creates noise, heat, vibration or special fire and safety obligations.
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Separate must-haves from preferences
Mark each requirement as a non-negotiable, a scored preference or a benefit that can be traded for price. This prevents a polished lobby from outweighing a fatal problem such as inadequate power, an impermissible use or an impossible commute. The UK Department for Education describes this method as an options appraisal: “An options appraisal will allow you to compare several properties against one another, using a set of key evaluation metrics.”
2. Create one evidence matrix for every campus
Use one row per campus and require written evidence for material claims. Keep asking for the same fields even when a broker says a feature is standard. Marketing descriptions often omit the area that is actually included, the allocation method for shared costs or restrictions in the lease.
| Criterion | Evidence to collect | Decision question |
|---|---|---|
| Operational fit | Measured usable area, floor plan, room schedule, included storage and expansion options | Can the space support current and forecast work without paying for unusable area? |
| Location and access | Public-transport routes, travel times at peak periods, parking terms, delivery route and visitor access | Can staff, clients, suppliers and emergency services reach the site reliably? |
| Condition and delivery | Survey information, landlord works list, completion dates, warranties and permit responsibility | What must be repaired or built, by whom, and before which date? |
| Occupancy cost | Rent schedule, incentives, service-charge budget and reconciliation, rates or taxes, utilities, insurance, waste, repairs, fit-out and reinstatement | What is the whole-term cost under realistic changes, not just the opening rent? |
| Permitted use and compliance | Planning or zoning confirmation, building and fire records, accessibility information, alteration and signage rules | Is the intended activity lawful and technically supportable? |
| Lease flexibility | Term, reviews, break and renewal rights, assignment, subletting, change-of-control and handback clauses | Can the business leave, resize or transfer if circumstances change? |
| Energy and performance | Applicable certificate or rating, date, scope and exemptions | Does the metric cover the building, the leased area or only a sample, and what obligations follow? |
| Campus context | Neighboring uses, planned developments, shared amenities, security arrangements and anchor-tenant rules | Will surrounding activity help or disrupt the operation? |
Do not assign universal weights. A call centre, laboratory, professional-services office and public-facing showroom will value the same campus differently. Set weights with the people who own operations, finance, technology, security and legal risk.
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3. Score candidates without letting appearances decide
Use a simple scale such as zero to five for each criterion, where zero means the requirement is not met or evidence is missing and five means it is fully met with verified evidence. Multiply each score by the weight your organization selected, record the calculation, and keep an unweighted view beside it. A high total should not override a zero on a must-have; treat those as automatic disqualifiers until corrected in writing.
Document confidence as well as the score
Add a confidence field: verified by document, confirmed by inspection, landlord assertion, or unresolved. A campus with a slightly lower score but verified utility capacity may be safer than a higher-scoring campus whose power and service-charge figures are promises. Re-score after surveys, authority responses and lease negotiations rather than treating the first visit as final.
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Compare like with like
Normalize the area measurement, lease term, incentive period, service-charge basis and tax treatment before comparing rent. If one quote includes parking, internet, furniture or a landlord contribution and another does not, show those items separately. Record assumptions and the date of every quote so later changes can be traced.
4. Tour the campus at useful times
One daytime tour is not enough. Visit at opening, peak arrival, evening and—where relevant—weekend or shift-change periods. Walk the route from public transport and parking to the actual suite, not only the reception desk.
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Inspect the shared environment
- Entry controls, reception coverage, visitor registration, lift capacity and after-hours access.
- Loading bays, courier access, delivery booking, waste storage and routes that do not conflict with customers or emergency exits.
- Toilets, kitchens, showers, bicycle facilities, communal meeting rooms and the condition of shared finishes.
- Noise, vibration, odors, glare, heat, air quality and neighboring activities during busy periods.
- Fire exits, alarms, sprinklers, emergency lighting, assembly arrangements and accessible routes. Do not rely on a visual tour as a substitute for records or a qualified inspection.
Inspect the proposed premises
Measure or verify the usable area and identify columns, low ceilings, plant rooms, structural limits and spaces excluded from the plan. Test doors, lifts, cooling, lighting, water pressure, toilets, cellular signal and wired or wireless connectivity where possible. Photograph defects with permission, note serial numbers and request maintenance records. Ask what will be delivered, in what condition, and whether the landlord or tenant obtains permits and pays for each item.
Ask questions that require a written answer
Request the permitted hours, delivery and parking rules, planned capital works, outage history, utility capacity, security incidents, insurance requirements and any restrictions imposed by a campus owner or anchor tenant. Verify factual answers through plans, certificates, budgets, minutes or a landlord questionnaire. A verbal assurance is not a protection unless it appears in the heads of terms or lease.
5. Confirm that the use and alterations are lawful
Rules depend on the country, state or province and municipality. Ask the relevant planning or zoning, building, fire and accessibility authorities—or a qualified local adviser—whether the intended activity is permitted at the exact address. Check any special requirements for customer traffic, food preparation, storage, equipment, signage, security or hazardous materials.
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Check the alteration path
Find out whether partitions, cabling, generators, air-conditioning changes, access controls, signs, rooftop equipment or furniture anchors need landlord consent, planning approval, building permits or inspections. Establish who prepares drawings, submits applications, pays fees, coordinates contractors and certifies completion. Confirm whether the landlord can refuse consent, charge a review fee or require a particular contractor.
Check handback obligations early
Ask for the condition schedule and reinstatement standard before any fit-out is designed. A tenant may have to remove partitions, cabling, signage or equipment and repair damage at expiry. Photograph the condition at handover and attach an agreed schedule so ordinary wear is not confused with a tenant defect.
6. Calculate total occupancy cost over the whole term
Ask for a complete rent schedule and every pass-through charge. Official UK and US municipal guidance identifies the following categories; the actual amounts and allocation method must come from the proposed lease and campus budget.
| Cost | What to request | Questions to resolve |
|---|---|---|
| Base rent | Starting rent, area basis, payment dates and any rent-free period or premium | Is rent charged on usable, lettable or another area, and when does it begin? |
| Service charge | Current budget, prior reconciliations, allocation formula, exclusions and cap | Can management fees, capital works or vacant-unit costs be passed through? |
| Rates or property taxes | Assessment, payer and recovery method | Who bears reassessments, vacancies, exemptions or changes in use? |
| Utilities | Metering, tariffs, estimated consumption, connection and backup charges | Are costs direct, sub-metered, bundled or allocated by a formula? |
| Insurance | Landlord cover, tenant policies, deductibles and evidence requirements | Which risks are excluded and who pays for claims caused by shared systems? |
| Waste and cleaning | Base service, special waste, recycling and after-hours work | Are charges fixed, usage-based or part of the service charge? |
| Repairs and maintenance | Structure, plant, systems, premises and common-area responsibilities | Are there age-related replacements or a repair covenant that is effectively unlimited? |
| Fit-out and renovation | Design, permits, works, landlord contribution, furniture, moving and reinstatement | What is paid upfront, reimbursed later or required at expiry? |
| One-time charges | Deposit, legal or administrative fees, connection fees and any lease premium | When are they refundable, and are they included in the financial approval? |
Build a month-by-month model for the proposed term. Include rent reviews or escalation, service-charge changes, tax changes, utility sensitivity, insurance renewals, fit-out timing, rent-free timing and a contingency for items the lease makes variable. Show a low, expected and high case. Do not present a generic market estimate as a quote for a particular campus.
7. Test condition, utilities and delivery risk
Commission proportionate technical advice
A commercial building surveyor can examine structure, roof, fabric, mechanical and electrical systems, water ingress, asbestos or other local hazards, accessibility and remaining life. The appropriate scope depends on the building and proposed works. A survey is especially important for a long term, an older campus, specialist equipment or a lease that makes the tenant responsible for repairs.
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Make delivery obligations measurable
Describe landlord works by drawing, specification, completion test and date. State the remedy for delay: rent commencement should not occur before the agreed delivery condition, or the tenant should receive a defined extension or compensation. Allocate responsibility for permits, inspections, utility upgrades, commissioning and defects. Require warranties and access to records so a future failure can be diagnosed.
Validate resilience
Ask for the electrical single-line diagram, generator and UPS scope, cooling redundancy, fire-system testing, internet-carrier options, maintenance windows and outage history. Confirm whether backup systems serve the leased area or only critical common equipment. If the business needs continuous operation, document recovery targets and the landlord’s notice and access obligations rather than relying on the word “resilient.”
8. Check energy rules in the correct jurisdiction
Energy certificates and disclosure duties are not universal. Identify the rule that applies to the property, transaction, landlord and tenant, and confirm the certificate’s date, scope and exemptions.
United Kingdom: EPC requirements stated by the Department for Education
The Department for Education guidance states that a privately rented non-domestic property generally needs an Energy Performance Certificate rating of at least E to be newly let or have a tenancy renewed from 1 April 2018. It states that, from 1 April 2023, the requirement applies to all privately rented non-domestic properties unless a valid exemption applies. This is UK guidance; confirm the legal position and any exemption for the transaction date and property.
Australia: Commercial Building Disclosure
For transactions covered by Australia’s Commercial Building Disclosure Program, the seller or landlord must have a current Building Energy Efficiency Certificate (BEEC) or a registered exemption and display the NABERS Energy for offices rating in advertising. The BEEC combines the NABERS office energy rating with a Tenancy Lighting Assessment. A constitutional corporation interested in covered space may request a current registered BEEC in writing while the space is offered, subject to the program’s scope and exemptions. Do not apply this regime to an Australian property outside its coverage or to another country.
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Department of Finance guidance says that from 1 January 2025, leases of at least 1,000 square metres of net lettable area and four or more years for non-corporate Commonwealth entities must contain a Green Lease Schedule. This is a government-entity rule, not a general requirement for private tenants. Negotiators should check that the schedule’s clauses align with the base lease, operating data rights and improvement obligations.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.9. Scrutinize the lease, not just the heads of terms
The precise contract and enforceability depend on local law. Have a tenant-side commercial lease solicitor or attorney compare the final draft with the negotiated deal and flag provisions that shift cost or risk. The following items deserve explicit wording.
Money and timing
- Initial rent, rent-free period, deposit, premium, incentives and the date each payment starts.
- Rent-review or escalation formula, review dates, assumptions, caps and dispute mechanism.
- Service-charge definition, budget, allocation, audit rights, reconciliation deadline, reserve funds and extraordinary works.
- Business rates or property taxes, utilities, insurance, waste and other pass-throughs, including who pays during vacancy or a dispute.
Use and control of the space
- Permitted use, operating hours, access rights, signage, deliveries, parking and campus rules.
- Alterations, cabling, plant, security equipment, approvals, permits, contractor requirements and landlord contributions.
- Condition at handover, repair standard, maintenance of structure and systems, inspection rights and emergency access.
- Reinstatement, repair and removal obligations at expiry, with an agreed condition record.
Flexibility and exit
- Term, renewal or extension options, break rights, notice method, dates, conditions and the consequence of a missed notice.
- Assignment, subletting, transfer, change of control and the landlord’s consent standard and response time.
- Termination rights, landlord sale or redevelopment provisions, anchor-tenant contingencies and relocation clauses.
- Dispute procedure, default cure periods, security and any personal or corporate guarantees.
Minneapolis municipal negotiation guidance specifically calls out assignment and subletting, termination, annual rent increases, taxes, tenant-improvement costs, permits, insurance, utilities, maintenance and rent-free timing. Treat that list as a diligence prompt, not as nationwide US law.
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- Write the brief. Capture staffing, work patterns, visitors, security, floor area, accessibility, rooms, utilities, parking, commute catchment, growth and move-in date.
- Set must-haves and scoring. Record address, size, rent, service charge, rates, ownership, site plan, permitted use, transport, neighbors, energy documents and market context for each candidate.
- Tour at useful times. Inspect entrances, shared areas and the proposed suite; ask about access, deliveries, hours, parking, utilities and planned works. Confirm claims through records or written responses.
- Build the whole-term model. Obtain service-charge budgets and reconciliations, tax responsibility, utilities, insurance, repairs, waste, fit-out costs and the rent schedule. Test plausible increases and delays.
- Verify permissions locally. Ask planning or zoning, building, fire and accessibility authorities and qualified local advisers about use, permits, alterations and energy certificates.
- Negotiate and review. Put term, rent and incentives, repairs, reviews, breaks, transfer rights, taxes, improvements, permits and conditions into heads of terms, then have counsel review the final lease.
11. Red flags and practical responses
| Red flag | Why it matters | Response before signing |
|---|---|---|
| Only an asking rent is supplied | Service charges, taxes, utilities and fit-out may dominate the real cost. | Require a whole-term schedule and written allocation of every pass-through. |
| Area is described only as “approximately” | You may pay for circulation, plant or shared space that cannot support work. | Verify the measurement standard, plan and included premises. |
| Permitted use is promised verbally | Planning, zoning or building rules can prohibit the activity or its alterations. | Obtain authority confirmation or a lease condition allowing termination. |
| Landlord works have no completion test | Move-in and rent commencement can slip while defects remain. | Attach specifications, dates, acceptance tests, remedies and warranties. |
| Open-ended repair covenant | The tenant could fund major replacement of aging structure or plant. | Define the demise, exclusions, condition baseline, caps and planned capital works. |
| Break clause has hidden conditions | A missed notice or minor breach can remove the intended exit. | Have counsel review dates, notice form, payment conditions and cure rights. |
| Energy rating has no scope or date | A rating may cover a different area or be too old for the transaction. | Request the current certificate, boundaries, exemptions and operating obligations. |
| Service-charge budget omits extraordinary works | Large capital projects can appear after the financial approval. | Review budgets, reconciliations, capital plans, reserve funds and exclusions. |
12. Make the final decision auditable
Before approval, assemble one decision file containing the brief, candidate matrix, score weights, tours and photographs, measured plans, survey, authority responses, energy documents, cost model, landlord answers, heads of terms and the final lease markup. Record unresolved issues, an owner for each action, a deadline and the consequence if it is not resolved.
- Every must-have is evidenced or has a written, enforceable remedy.
- The intended use, alterations, hours, signage, deliveries and accessibility have been checked with the relevant authority or qualified adviser.
- Rent, incentives, service charge, rates or taxes, utilities, insurance, waste, repairs, fit-out and handback are allocated in writing.
- Condition, landlord works, permits, utility capacity, testing and delivery dates are documented.
- Break, renewal, assignment, subletting, change-of-control and termination mechanics fit the business plan.
- The applicable energy certificate, rating, scope and exemption have been verified for the property and transaction.
- A commercial property lawyer has reviewed the final agreement, and the person signing has authority to commit the organization.
If a campus cannot supply evidence for a material requirement, treat that as a risk with a price and an owner—not as a reason to assume the answer will be favorable. Sign only when the remaining uncertainty is understood, budgeted and contractually controlled.
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