Searching for an office space can feel overwhelming—but it doesn’t have to be. With proper preparation and clear communication, you can streamline the process, avoid delays, and land a space that meets both your business goals and your budget.
In this guide, we’ll walk you through:
– What to prepare before contacting a commercial agent
– How to communicate effectively throughout the process
- Get Clear Before the Search Begins
Before reaching out to a commercial agent, take the time to define your requirements internally. This clarity will help your agent shortlist suitable spaces faster and more accurately.
What to Prepare:
1. Budget
Decide on a realistic rental range. Consider not just base rent, but also service charges, utilities, property tax (if applicable), internet, and aircon servicing. It’s smart to set a maximum cap while keeping a small buffer for flexibility.
2. Office Size
Estimate how much space you need, either in square feet or number of headcount. Will you need private meeting rooms, a pantry, or storage areas? Knowing your layout preferences (open plan vs. partitioned) helps too.
3. Preferred Locations
Identify key areas that suit your team and clients. Consider factors like proximity to MRT stations, ease of parking, nearby amenities, or even future developments in the area.
4. Type of Office Space
Are you looking for a serviced office, fitted space, or a bare unit to renovate? Each has its pros and cons based on budget, timeline, and customisation needs.
5. Lease Term
Know how long you intend to stay! Short-term options offer flexibility, while long-term leases may bring better value. Also, consider your company’s growth plans.
6. Timeline
Factor in time needed for search, negotiation, legal documentation, and moving in. Start early – most companies underestimate how long the process takes. A good rule of thumb: Begin searching 3-6 months before your desired move-in date.
7. Must-Haves vs. Nice-to-Haves
Create a list of non-negotiables (e.g. 24/7 access, lift access, column-free layout) and a separate list for preferences (e.g. high ceiling, sea view, designer fittings). This helps your agent prioritise during shortlisting.
8. Special Requirements
These are some requirements that we ourselves often overlook too! However, it is important to consider if your business needs handicap accessibility, wheelchair-friendly entryways, or Green Mark-certified (eco-friendly) buildings. These may be essential for compliance, employee comfort, or sustainability branding.
2. Communicate Effectively with your Commercial Agent
Once you’ve done the prep work, the next step is building a clear and efficient relationship with your agent. Here’s how to make that work:
Communication Tips:
1. Be Transparent from Day One
Don’t hold back on important details – share your real budget, desire timeline, and who the final decision-makers are. Transparency sets the tone for an efficient working relationship.
2. Explain Your Needs Clearly
Instead of general statements like “We want something nice,” describe what nice means to you – e.g. natural lighting, pantry area, modern fittings, or flexible meeting spaces. We can let you know some common details people look out for but ultimately you know your needs best!
3. Share Business Context (Briefly)
Let your agent know what your company does, how your team works, and any upcoming changes (like headcount growth). This helps them shortlist offices that truly fit your operations.
4. Provide Prompt Feedback
Whether it’s a yes, no, or maybe, your feedback helps your agent refine the search. Be specific about what worked and what didn’t – this accelerates the process.
5. Be Respectful of Time
Treat property viewings like business meetings. Confirm appointments, show up on time, and let your agent know if your plans shift. A smooth process builds trust on both ends.
3. Set Expectations Around Timeline
It’s common to underestimate how long it takes to secure a space. If you’re going for a bare unit, expect a longer fit-out period. For plug-and-play offices, the timeline can be significantly shorter.
Let’s Find Your Ideal Office Together!
The success of your office search comes down to two things: knowing what you want, and communicating it well. When you’re prepared, honest, and responsive, you not only make your agent’s job easier—you also set your business up for a faster and more successful move.
At Vesper Commercial, we believe a great office space isn’t just about location – it’s about your fit! If you’re ready to explore your options, we’ll help you get started with clarity and confidence.
#OfficeSearchTips #CommercialRealEstate #VesperCommercial #OfficeLeasing #WorkspaceSolutions #OfficeMove #WorkplacePlanning