Taking occupation of your new office

Office relocation guide: chapter six

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Chapter six: taking occupation of your new office space

Even when you take occupation of your new space the hard work is not yet over and there are lots of practical steps to take. Ensuring these are included within your timeline will mean that your first day of business is not delivered late.

Suitcases

Chapter one: preparing to move

Ensuring that you have a detailed plan in place at the outset of your project is vital to ensure success.

Read chapter one
Fit out

The extent of a fit out will depend on the features of the space delivered by the landlord. A fit out will generally require the landlord’s consent (which should be obtained as soon as possible and, ideally, before signing the lease). You should be aware that other statutory consents may be required and the time and cost of obtaining those should be factored into your fit out program.

Your fit out options should also take into consideration the availability of any capital allowances (tax reliefs used to offset against income or corporation tax liability). Remember also to check your VAT position to establish whether or not your business is able to recover VAT in full or in part. Speak to your fit out company and accountant before you finalise the project specification and costs.

Unless the landlord has agreed to ensure its insurer will not bring a claim against you and / or your contractor for damage to the building during the fit out, you may need to pay for your contractor to carry additional insurance, up to the level of the reinstatement value of the building. This is often a more expensive outcome than if you can persuade the landlord to have the contractor added to the existing buildings policy. In either scenario the landlord is likely to require you to pay the premium to increase cover to the required level.

It is critical that you appoint the right fit out company with a proven track record and the required technical and design expertise. You should also take advice on the drafting of your fit out contract and appointment of any professionals (e.g. architect, project managers etc), which your chosen lawyer can assist with.

These are business critical items which are regularly left too late. Do not underestimate the lead time with your chosen internet service provider and how long it will take to complete a wayleave (which will also require the landlord’s involvement). It is a notoriously slow progress and having a Plan B for data provision is a sensible precaution.

If not agreed at lease signing, which is often the case, you should seek to finalise the wayleave as soon as possible. Access will need to be provided, so that the internet service provider can plan the cable route.

In addition to any landlord insurances, you should ensure that your own cover is in place for:

(a) general office (includes theft and damage to property, business interruption, employer’s liability and public liability);
(b) directors’ and officers’ liability (known as “D&O”); and
(c) damage to your fit out (in addition you should notify the landlord and ensure that the landlord’s appropriate insurances remain in place).

We can recommend insurance brokers who you can speak to in this regard.

Don’t forget to notify and update your suppliers and clients of your change of address. If necessary you should update your registered address at Companies House and with any other statutory authorities.

Our occupier team

Whether it’s a major office HQ or a small space requirement, our occupier team brings expertise and insight to every corporate relocation, expansion, or first-time acquisition.

How our occupier team can help you