What drives the timeline
There is no single answer, because a few factors add or remove months:
- Size and complexity. Larger spaces take longer to find, negotiate, and build out.
- Build-out. A move-in ready suite can be occupied soon after signing. A space that needs design, permits, and construction takes much longer.
- Property type. Medical and industrial spaces often need extra lead time for specialized improvements.
- Flex vs. traditional lease. Coworking and flex space can be ready in days or weeks. A traditional lease involves proposals, negotiation, and legal review.
- Your current lease. Renewal option and termination notice deadlines can set your real deadline earlier than the expiration date.
- Approvals. Landlords review your financials, and leases go through rounds of edits.
- Furniture, cabling, and internet. These have their own lead times and should be ordered before the space is finished.
A planning calendar, working back from your lease expiration
This is a common planning sequence, based on the timelines in the lease guides we publish. Adjust it for your size and situation. Larger or more complex moves should start toward the earlier end.
| When | What to do |
|---|---|
| 18 to 24 months out | For larger or complex moves: review your current lease, including renewal option deadlines, termination clauses, holdover rates, operating expense terms, and any unused improvement allowance. Start thinking about headcount and layout. |
| 12 to 18 months out | Set your size, budget, and areas. Engage a tenant rep if you plan to use one. Get a view of the market and recent comparable deals, not just asking rents. |
| 9 to 12 months out | Survey the market and tour at least three comparable spaces, even if you expect to renew. Request proposals. |
| 6 to 9 months out | Compare proposals on total cost, negotiate the letter of intent, then the lease. Get a furniture and technology estimate before you sign, so the allowance covers what it should. |
| 3 to 6 months out | Design, permits, and build-out if needed. Order furniture and plan cabling and internet service. |
| Last 90 days | Plan the move backward from move-in day: internet, furniture delivery and setup, movers, signage, keys and access, and notices to clients and vendors. |
Urgency favors the landlord. If your landlord knows you have time and real alternatives, you are in a stronger position, whether you move or renew.
How much of your own time it takes
Most businesses spend 10 to 20 hours researching and touring before they find an office, based on our experience with 500+ businesses. That time goes to researching listing sites, contacting listing brokers, touring, comparing proposals, and negotiating.
A tenant rep takes much of that work off your plate: searching the market, setting up tours, comparing proposals, and negotiating. The tenant rep’s fee is typically paid by the landlord.
Dates to watch in your current lease
- Renewal option notice deadline. Miss it and you may lose the option to renew on the terms in your lease.
- Termination notice. Some leases renew automatically unless you give notice by a set date.
- Holdover. Staying past expiration without an agreement can trigger much higher holdover rent.
- Restoration. You may need time and money to remove improvements before you hand the space back.
If your new space might not be ready in time, ask your current landlord about a short extension early, rather than relying on holdover.
If you need to move faster
- Move-in ready or spec suites. Already built out, so there is little or no construction.
- Subleases. Often furnished and available quickly, though the remaining term is set by the original lease.
- Flex and coworking. Private offices and suites on short terms. Compare options on LiquidSpace and Coworker.com, or with operators such as Regus, WeWork, and Industrious.
- Furniture rental or subscription. Avoids long purchase lead times and large upfront costs.
Questions and answers
How far in advance should I look for office space?
Many advisors suggest starting 12 to 18 months before your current lease expires, and earlier for larger spaces, build-outs, or medical and industrial projects.
Can I find office space in a month?
Sometimes. A move-in ready suite, a sublease, or a flex or coworking space can come together quickly. A traditional lease with build-out usually takes several months.
What happens if my lease ends before my new space is ready?
You may fall into holdover, which can cost much more than your current rent. Ask your current landlord about a short extension early, and check your lease for holdover terms.
When should I order office furniture?
Get a furniture estimate before you sign the lease, so you can negotiate the right improvement allowance, then order early enough that it arrives before move-in.
