It is more valuable than simply estimating the total duration to understand the components of the process and which factors influence timing at each stage.
Space Requirement Assessment
Before the search can begin, you need to know what you are looking for. Space requirement assessment practically means determining: how many square metres, in which area, what budget, what special requirements, and when the premises are needed. This usually takes a few days but is the most important phase of the process. An unclear brief leads to unclear outcomes and unnecessary viewings.
Searching and Viewings
Finding suitable premises and arranging viewings typically takes from a few weeks to a couple of months. The schedule is most affected by how strict the requirements are. Flexible criteria and a moderate budget yield more options more quickly. Highly specific demands, such as a certain size in a particular area at a set price, may mean waiting for a suitable space.
It is advisable not to schedule too many viewings at once. Typically, three to five properties is a good batch, after which criteria naturally become clearer once concrete options have been seen.
Negotiations and Agreement
Once a suitable space is found, negotiations typically last from one week up to two months. In straightforward cases where the premises are move-in ready and there are no special conditions, contracts can be concluded quickly. For spaces requiring fit-out works, negotiations also cover work content, costs, and responsibility distribution, which takes more time.
After negotiations, the agreement is drawn up and signed. It is advisable to reserve time for legal consideration, especially if the lease is long or the terms deviate from the standard.
Refurbishments and Relocation
If alterations are made to the premises, allow at least one month, often 3–6 months depending on the extent. This phase often causes delays in schedules. Building permits, design, contractor availability, and unexpected structural challenges can all extend the timeline. A move-in ready property without modifications can be occupied immediately from the agreed start date.
What causes the greatest delays?
Based on experience, the greatest delays arise from two sources: unclear criteria at the start of the process and slow decision-making once a suitable space is found. A good space may be leased quickly to another party, and landlords do not hold spaces indefinitely without a binding agreement or an alteration works contract.
The best way to expedite the process is to prepare in advance: provide a clear brief, set realistic criteria, and be ready to make a decision when a suitable option is found.
