Actual monthly costs consist of several components, some fixed and others varying according to usage. Compare total costs, not only square metre prices.
Rent: what it includes and what it does not
The square metre price indicated during the negotiation phase generally includes the basic rent, which comprises both capital and maintenance rent. This means that property maintenance, heating and water are included in the price. Gross rent includes all costs in a single figure, whereas net rent bills the items separately.
In addition to the base rent, charges typically cover electricity, internet, parking spaces, and optional additional services such as lobby services or cleaning. In some properties, these are already included in the price per square metre. Always inquire before negotiations what the listed price includes and what it does not.
Security Deposit
When signing the lease agreement, a security deposit is typically paid, usually equivalent to 1–3 months' rent. This is not a cost but a deposit that is returned at the end of the tenancy once the premises have been handed over in the agreed condition. However, the deposit ties up cash for the duration of the lease, so it should be taken into account in cash flow calculations.
Alteration works
Most premises require at least minor cosmetic refurbishment before occupation. Costs depend entirely on the scope of work: simple painting differs from moving walls and redesigning ventilation.
Alterations are generally the responsibility of the landlord, with costs apportioned into the rent over the lease term. With longer agreements, the landlord is usually more willing to participate in the costs. For minor alterations, tenants sometimes carry them out themselves. Always verify before signing the contract what alterations will be made and who bears the costs.
Furnishings and relocation costs
Furniture costs vary greatly depending on whether existing items are retained or new ones purchased. If the office is furnished from scratch, it is advisable to budget per workstation. The actual moving costs are generally the smallest expense, but it always involves employee time which should be accounted for.
Insurances
The building insurance is the owner's responsibility. Tenants must obtain their own contents insurance for furniture and equipment, and if necessary, business interruption insurance. These are relatively small expenses but are often overlooked in budgeting.
Total cost matters more than price per square metre.
Two spaces may appear to have the same price per square metre but differ significantly in total cost. In one, electricity, internet, and cleaning are included; in the other, they are not. One includes free parking spaces, while the other charges separately. One premises is move-in ready, whereas the other requires a month of renovations.
Always compare the overall package. Calculate the realistic monthly cost including all charges before making a decision.
