How to rent an office space – The 8 most important steps

If you're on the verge of renting a new office, it's important to have a structured process so you don't waste your own energy. Remember, you have a business on the side that you mustn't lose focus from. We've developed this guide for you so you can securely find a new location without wasting unnecessary time and energy.

If you're instead looking to lease out an office, you can read this office leasing guide we've written.

Step 1: Define your needs and desires for the office

The first step is to figure out what you're really looking for in your new office space. Consider the type of office you want and the needs essential for your business. Think about the following questions:

• What type of office do you want to open?
• How crucial is the location for your business? Do you want to be near the center, in a bustling business area, or in a quieter part of town?
• How much space do you need?
• Do you need parking for your employees and customers?
• What lease duration do you need?
• What's your budget for the rent? Remember to include other expenses like electricity, water, and potential shared costs.
• Should the office have specific facilities or utilities?
• Are there any specific requirements or permissions you need, depending on your business activity?

Step 2: Search for offices to rent

Once you've defined your needs, it's time to search for the perfect office space. There are several methods to find potential spaces:

• Online portals: Use websites like Companyspace.com, which offer a comprehensive overview of available commercial space, including offices for rent, in your area. Search, for instance, office space in Denmark, office space in Sweden, office space in Norway, office space in the Netherlands and office space in Germany. Filter your search by location, size, and price to find the most relevant options. On Companyspace.com, you can find many different offices for rent with various possible uses.
• Local newspaper ads: Watch out for local ads in newspapers and on bulletin boards in the area where you want to open your office. There might be suitable options available for rent that perfectly fit your plans.

Step 3: Visit and evaluate potential office spaces

Now, it's time to visit landlords with office spaces that have piqued your interest. When visiting each location, keep the following points in mind:

• Is the location ideal for your business target audience? Find office spaces for rent that best match your target audience's behavior and needs.
• Is there enough space to accommodate your needs? Think about the office's size and layout and whether it aligns with your business.
• Are there good parking options for both employees and visitors? Accessibility is vital for your business.

Step 4: Negotiating the lease agreement

Once you've found the perfect office space, it's time to negotiate the lease agreement. This is a crucial part of the process where you need to ensure you protect your interests as a tenant. Make sure that all agreements and terms are written in the contract to avoid misunderstandings. Remember to have someone with legal expertise review the lease agreement.

Step 5: Pay the deposit and sign the contract

After a successful negotiation, you will need to pay the agreed-upon deposit and sign the lease contract. This contract represents a significant legal commitment for you and your business, so ensure that you and your advisor are completely satisfied with the terms before signing.

Step 6: Moving and setting up your office

Once you've rented your office, you can start preparations for the move and setup. Create a detailed plan for the move and ensure you notify the relevant authorities about the relocation. We've created this office moving guide for you.

It's also important to set up your office as efficiently as possible. You can learn more about how to design an office in this office design guide we've written.

Step 7: Begin working in your new office

Finally, the day has come when you can start working in your new office! Celebrate this milestone and welcome your employees and customers with a smile.

Step 8: Build a close relationship with the office landlord

It's essential to cultivate a close relationship with the landlord, which will be crucial for the opportunities to grow your business. A strong collaboration can create a win-win situation where both you as a tenant and the landlord get the most out of the partnership.