How to Rent Office Space in the UK: A Step-by-Step Guide

Renting office space in the UK can be a turning point for your business, but only if you get the process right. From choosing between serviced offices and full floor leases to understanding costs and legal terms, every step matters. To find available office space across the UK, start your search on LoopNet, where you can compare listings by size, location, and lease type. This guide walks you through everything you need to know, so you can secure the right space without costly missteps.

1. Understand the Office Leasing Process

Leasing office space in the UK takes more time and planning than most first timers expect. From your initial search to move-in day, the full process can take several months, especially if renovations or legal reviews are involved. Build in extra time to compare properties, negotiate terms, and prepare your team for the transition.

The key is to approach leasing like a staged process: search, shortlist, negotiate, then sign and fit out. Each step involves different decisions, so staying organised, and allowing 3 to 6 months of lead time, can make the experience far smoother and more cost-effective.

2. Should You Work with a Commercial Property Agent?

If you're new to commercial leasing, working with a tenant-side agent can save you time and protect your interests. They help you compare options, spot hidden costs, and negotiate better terms. Landlord agents work for the property owner, so having your own adviser levels the playing field. In most cases, landlords cover the agent's fee, making it cost effective to hire a commercial property agent.

3. Assess Your Office Space Needs

Start with how your team actually works, do they need individual desks, shared areas, or just meeting space a few days a week? Most UK businesses allocate 100 to 130 square feet per person, but that can vary based on layout and remote working patterns. A team of 25 might need around 3,000 square feet, especially if meeting rooms or breakout spaces are important.

4. Set a Realistic Office Budget

In the UK, office rent is typically quoted per square foot per year, but that's only part of the cost. You'll also need to budget for service charges, business rates, and VAT. For example, 5,000 square feet at £45 per square foot may sound manageable, but added fees can push total occupancy costs much higher.

Set a monthly cap that includes all in costs, not just base rent. This will help you filter out unaffordable listings early and avoid surprises during lease negotiations.

• Service Charges: Cover maintenance, security, and shared utilities.

• Business Rates: A tax on commercial properties (check with local councils for relief options).

• VAT: Some commercial properties are VAT-registered, adding 20% to costs.

What Types of Office Space Can You Rent in the UK?

Office space options vary by cost, flexibility, and setup. This table highlights four common types of UK office rentals and their key features.

To choose the right office type, start by evaluating how your team works. Fully remote companies may only need a virtual office, while hybrid teams often benefit from coworking or serviced spaces. If you need full control over layout or branding, a private full floor rental may be the best fit. Consider how quickly you need to move in, whether flexibility matters, and how often your team will use the space.

Not sure if you need a traditional office? Coworking spaces offer flexible, low commitment options that are ideal for hybrid teams, freelancers, or growing businesses. Browse available coworking spaces across the UK to see if this model suits your needs.

5. Choose the Right Location and Building

The right office location depends on more than just postcode. Consider these practical factors:

• Proximity to Clients and Employees: Prioritise locations with strong public transport and road links.
• Local Amenities: Access to coffee shops, gyms, and green space can improve team satisfaction and productivity.
• Cost vs. Value: Prime areas like Manchester command higher rents, while smaller cities like Exeter often offer better value per square foot.
• Flexibility Needs: Look for leases with break clauses or serviced options if your team size may change.

Where Can You Search for Office Space to Rent?

Online property platforms are the fastest way to compare available offices, filter by budget or location, and view listings in real time.

Start with LoopNet

LoopNet is one of the most comprehensive tools for finding office space to rent across the UK. You can browse by city, view floor plans, and compare prices, all in one place. Listings include serviced offices, coworking spaces, and traditional leases, making it easy to find the right fit for your business.

6. Negotiate Lease Terms

Once you've shortlisted properties, negotiations begin. Key lease terms include:

• Lease Length: UK leases typically run for 3–10 years, often with a break clause at mid-term.
• Rent-Free Periods: Landlords may offer rent-free months as an incentive.
• Tenant Improvement Contributions: If you need to fit out the space, negotiate for a landlord contribution.
• Repair and Dilapidations: Ensure clarity on end-of-lease obligations to avoid unexpected costs.

Should You Use a Solicitor When Renting Office Space?

Before signing a commercial lease, it's a good idea to have a solicitor review the agreement. They can flag hidden liabilities, clarify repair obligations, and ensure break clauses and renewal terms are fair. Legal review helps you avoid costly surprises later, and gives you more confidence during negotiations.

7. Plan and Execute Office Fit Out

Office spaces may come in different conditions, from "shell and core" (unfinished) to "fully fitted." A fit out can include:

• Partitioning and Layout Adjustments
• IT and Cabling Installations
• Furniture Procurement
• Branding and Interior Design: Factor these costs into your budget and ensure any required modifications comply with lease terms.

8. Move In and Operational Setup

The final step is organising the move and ensuring all operational aspects are in place. This includes:

• Hiring Movers and IT Setup Teams
• Updating Business Addresses with HMRC, Banks, and Clients
• Ensuring Compliance with Health & Safety Regulations
• Communicating the Move to Employees and Clients

By following these steps, businesses can secure and transition into a new office space smoothly while managing costs effectively. Whether opting for traditional leases or flexible options like serviced offices, careful planning and negotiation are key to securing the right office space in the UK.