Renting an office usually takes a company six to twelve weeks from first search to signed lease - longer if the space needs fit-out. The process is the same across most European markets: define what you need, shortlist honestly, view, negotiate the incentives (not just the headline rent), then sign. Here is the sequence, and where tenants most often lose time or money.
The 7 steps, in order
- Define the brief. City and district, size (m²), headcount now and in 3 years, must-haves (parking, meeting rooms, server room), move-in date, lease vs. flex, and a monthly budget in €/m²/month.
- Set a realistic budget. Add service charges (typically €3-6/m²/month for CEE offices) and fit-out on top of headline rent - the advertised figure is rarely the all-in cost.
- Shortlist. Aim for 5-8 spaces that genuinely fit the brief, not 30 that half-fit. Matching platforms exist to do exactly this filtering.
- View. See the shortlist in one or two focused rounds. Check natural light, ceiling height, the real state of the fit-out, and the commute for your team.
- Negotiate. The headline rent moves less than the incentives around it: rent-free months, a fit-out contribution, break clauses and service-charge caps.
- Legals & fit-out. Heads of terms → lawyer review → fit-out planning. Budget 4-10 weeks here if you are building out the space.
- Sign & move in. Confirm the handover condition and the exact start date the rent-free period runs from.
How long does it take?
A plug-and-play, already-fitted office can be signed in 3-5 weeks. A grey-shell space you need to fit out realistically takes 3-5 months once design, permits and build are included. Start earlier than feels necessary - the best space in the best building goes first.
Typical office rent to move-in
Fitted / plug-and-play — 3-5 weeks
Fitted, needs light changes — 6-8 weeks
Grey shell + full fit-out — 3-5 months
Service charge (CEE offices) — €3-6 /m²/month
The mistakes that cost the most
- Comparing headline rents only, and ignoring service charges and fit-out - the real all-in cost can be 30-50% higher.
- Signing a 5-year term with no break clause when the headcount plan is uncertain.
- Leaving the search too late, so the shortlist is whatever is still available rather than what fits.
- Forgetting that the rent-free period is negotiable and is often worth more than a small cut in headline rent.
