Office Leasing Process: Fast – Streamlined – Efficient

The office leasing process plays a critical role in helping businesses select the right space, optimize costs, and ensure long-term operational efficiency. Maison Office introduces a 4-phase, 10-step leasing roadmap — a practical framework developed and refined through real-world implementation in both Ho Chi Minh City and Hanoi. This process empowers companies to make faster, smarter, and more effective leasing decisions from day one.

1. Office Leasing Is a Strategic Business Decision

Leasing an office is not just about securing a physical space — it’s a strategic decision that directly impacts your operations, budget, and brand identity.

Understanding this, Maison Office has developed an optimized office leasing process comprising 4 key phases and 10 actionable steps. This framework is the result of years of experience supporting hundreds of businesses across various sectors in Ho Chi Minh City and Hanoi. It ensures every leasing decision is transparent, cost-effective, and aligned with long-term goals.

An effective office leasing process includes the following steps:

• Step 1: Define office requirements and leasing criteria
• Step 2: Choose a trusted service provider
• Step 3: Maison Office assists clients in defining leasing requirements
• Step 4: Search and propose suitable office options
• Step 5: Conduct site visits, evaluate, and select office options
• Step 6: Select the target office
• Step 7: Negotiate and discuss the lease agreement
• Step 8: Review and sign the office lease contract
• Step 9: Relocate and arrange office furniture
• Step 10: Evaluate and improve the office after leasing

1.1 Phase 1: Preparation & Planning

Step 1: Define Leasing Requirements 

Before beginning the search for office space, businesses must clearly define their leasing criteria in alignment with their development strategy and operational model. Careful preparation at this stage not only shortens the search time but also helps avoid unexpected costs during later use.

Below are the key criteria to be determined:

• Office size: Estimate based on current headcount and 1 – 3 year expansion plans. Typically, companies should allocate 6 – 8m² per person for traditional offices, or use space more flexibly for open-plan layouts.
• Location: Prioritize central districts such as District 1, District 3 (HCMC) or Hoan Kiem, Cau Giay (Hanoi) for frequent client interaction. Outer districts like District 7, Thu Duc City, or Nam Tu Liem are more suitable for larger companies seeking to optimize rental costs.
• Monthly budget: Include base rent, service charges, VAT, parking fees, air conditioning electricity, and overtime charges (TCO – Total Cost of Occupancy). A comprehensive cost estimate allows for better financial planning.
• Office type: Choose between traditional office, shared office, serviced office, or coworking space – each model suits a different stage of business growth.
• Building amenities and services: Consider backup generators, central air conditioning, reception service, 24/7 security, parking facilities, pantry areas, and shared meeting rooms.

Maison Office can assist businesses in developing a detailed “Requirement Brief” to streamline and optimize the office search process. 

Step 2: Choose a Trusted Office Leasing Service Provider

Partnering with a professional office leasing advisor is a key factor in helping businesses save time and avoid unnecessary risks.

A reputable service provider will:

• Analyze your actual needs and refine leasing criteria to align with your budget and intended use
• Provide up-to-date listings of available office spaces that match your requirements
• Support on-site visits, compare leasing options, advise on legal matters, and negotiate unfavorable contract terms
• Ensure client confidentiality and offer services free of charge to the tenant

With over 10 years of market experience, Maison Office is a trusted partner of more than 500 domestic and international businesses in Hanoi and Ho Chi Minh City – from multinational corporations such as BYD Auto, Samsung, and RSM to fast-growing startups.

1.2 Phase 2: Execution with Support from Maison Office

Once the business has clearly defined its office leasing criteria, the process moves into the execution phase, where speed, precision in selection, and the ability to assess suitable office spaces become especially critical.

As a specialized consulting partner, Maison Office supports clients throughout the entire journey – from site visits to selecting the target office – helping shorten the search process and optimize rental costs from the outset.

Step 3: Assist Clients in Defining Leasing Requirements

Many businesses – especially startups or foreign companies new to the market – often face challenges in accurately and comprehensively defining their office needs and leasing criteria.

Maison Office will assist with the following:

• Analyzing the business model, organizational structure, and expansion plans to recommend a suitable office size and layout
• Suggesting strategic office locations based on industry (e.g., tech companies should consider Cau Giay or District 4; financial firms may prefer District 1 or Hoan Kiem)
• Advising on a feasible budget framework, helping businesses clearly understand the total office leasing cost (including base rent, service fees, VAT, and additional charges)

Outcome: The client receives a detailed Office Requirement Brief, outlining evaluation criteria and leasing needs — serving as the foundation for entering the market survey phase. 

Step 4: Search and Recommend Suitable Office Options

Maison Office leverages a real-time updated database covering over 95% of Grade A, B, and C office buildings — as well as serviced offices — across Ho Chi Minh City and Hanoi.

Our Commitment:

• Recommend the most suitable office spaces based on your business needs — not simply by listed rental rates, but by optimizing total cost of occupancy (TCO)
• Compare buildings in terms of amenities, leasing policies, contract flexibility, and interior fit-out support
• Prioritize buildings with favorable terms such as: free fit-out period, flexible renewal clauses, and non-penalized reservation policies

Case Study: Maison Office assisted BYD Auto (China) in securing office space at Cobi Tower (District 7) at a cost 18% lower than their initial option — thanks to timely negotiation during a promotional period. 

Step 5: Conduct Site Visits, Evaluate, and Select the Target Office

This is a critical stage in the leasing process, allowing businesses to assess real-world factors beyond technical specifications:

• Visit shortlisted sites with a Maison Office consultant to experience the workspace, technical systems, traffic access, and surrounding environment firsthand
• Evaluate the space based on initial requirements and criteria: natural lighting, floor layout, space efficiency, renovation potential, etc.
• Compare buildings using a specialized checklist to support decision-making based on quantifiable metrics

Step 6: Select the Target Office

After site visits and option analysis, Maison Office will:

• Assist the business in summarizing the pros and cons of each option, narrowing the list down to the top 1–2 most suitable choices
• Identify and flag potential contract risks for each building in preparation for negotiations (e.g., rent escalation clauses, early termination conditions, hidden costs, etc.)

Final objective: Choose a workspace that aligns with your business goals, budget, and brand image for the next 3 – 5 years

1.3 Phase 3: Lease Negotiation & Contract Signing

Once the target office space has been selected, the business enters the most critical stage — negotiating lease terms and signing the lease agreement. This step determines long-term operational costs, legal risk mitigation, and the overall sustainability of the leasing arrangement.

Step 7: Lease Negotiation and Contract Discussion

Maison Office acts as a neutral bridge between the tenant and the landlord, assisting clients in drafting and adjusting lease terms to ensure transparency, flexibility, and favorable conditions for the tenant.

Key clauses to pay close attention to include:

• Rental rate & applicable period: Define the fixed rental term with no price increases, and outline annual adjustment policies (e.g., CPI or market-based).
• Service fees & additional charges: Clarify all extra costs beyond the base rent, such as after-hours air conditioning, parking, shared area utilities, and equipment maintenance.
• Handover conditions: Clearly state the actual handover condition, construction terms, and duration of the free fit-out period.
• Early termination policy: Specify notice periods and any applicable penalties in case the tenant needs to relocate before lease expiry.
• Confidentiality commitments & legal obligations of both parties

Maison Office’s hands-on experience enables clients to reduce annual rental costs by an average of 10–15% through renegotiation of suboptimal lease terms. 

Step 8: Review and Sign the Office Lease Agreement

Before signing, Maison Office will assist the business with the following:

• Review the entire lease agreement using an office leasing checklist and ensure legal compliance with local regulations and market practices
• Verify the legal capacity of the landlord to ensure the signatory is the rightful owner or authorized representative
• Advise on notarizing the lease if the term is 6 months or longer — by Article 492 of the 2015 Civil Code
• Conduct and document the office handover, including layout drawings, equipment list, and the actual handover condition

The signing process is carried out transparently and by legal standards, giving businesses peace of mind and minimizing legal risks.

1.4 Phase 4: Post-Lease Evaluation and Office Optimization

The final stage of the office leasing process begins when the business starts operating in the new workspace. However, this phase goes beyond simply moving in — it involves evaluating the actual efficiency of space usage and continuously improving the office environment to enhance productivity, optimize operating costs, and prepare for future expansion plans.

Step 9: Office Relocation and Interior Setup

After the lease agreement is signed, the business proceeds to take over the space and begin office design and fit-out. Maison Office typically continues to support clients during this stage to ensure that:

• The handover is on schedule and in the condition agreed upon in the contract
• The free fit-out period is used efficiently, avoiding unexpected rental costs
• The relocation process is well-organized and does not disrupt business operations — especially critical for continuously operating companies

Maison Office also introduces and coordinates with office interior design and build partners to:

• Plan a layout that suits the intended functions
• Optimize lighting, ventilation, and acoustic control
• Reflect the company’s brand identity and internal culture

Large enterprises often combine employee performance evaluations and workplace experience assessments during the office relocation process to enhance the overall quality of the work environment. 

Step 10: Post-Lease Evaluation and Office Optimization

After 1–3 months of operation, Maison Office recommends that businesses conduct a workspace performance review based on the following criteria:

• Employee satisfaction: comfort, lighting, collaborative spaces, focus zones
• Actual space utilization rate: meeting rooms, pantry, waiting areas, private zones
• Operating costs vs. initial budget (TCO)
• Compatibility of the office layout with internal workflows

If any inefficiencies are identified, the business may consider adjustments such as:

• Reconfiguring furniture and layout
• Expanding or downsizing specific work areas
• Renegotiating lease terms at the end of the initial contract period

This step helps businesses build a more efficient and flexible workspace, ready to adapt to the rapidly changing demands of today’s business environment.

2. Maison Office – Your Trusted Partner for Effective Office Leasing

With over 10 years of experience in office leasing consultancy in Ho Chi Minh City and Hanoi, Maison Office is more than just a broker — we are a strategic and reliable partner for hundreds of domestic and international businesses.

We are committed to supporting your business throughout the entire leasing journey — from defining space requirements and conducting site visits, to negotiating lease terms and providing post-move operational support.

Why Choose Maison Office

• A continuously updated database covering over 95% of office buildings in Ho Chi Minh City and Hanoi — from Grade A, B, and C offices to serviced office spaces. We offer free consultation, ensure complete confidentiality, and charge no fees to tenants.
• Cut office search time by up to 50% compared to self-searching, thanks to our smart filtering system tailored to your requirements.
• A team of experts with deep industry knowledge, providing tailored office space solutions for businesses in technology, finance, insurance, logistics, manufacturing, and more.
• Support in lease negotiation and contract review, minimizing legal risks and hidden costs.

Some of Maison Office’s Notable Clients 

Maison Office has supported over 300 businesses in the past 3 years, with a client satisfaction rate of up to 98%. 

Looking for an office space? Let Maison Office support you:

• Strategic workspace consulting tailored to your business growth stage
• Save time on searching and reduce long-term operating costs
• Strengthen your negotiation position with landlords
• Gain peace of mind with legal, contract, and post-lease support

Contact Maison Office today for a free consultation and receive a tailored shortlist of office spaces that match your business needs!

3. Frequently Asked Questions About the Office Leasing Process

3.1 What is the ideal timeline for finding a new office?

Typically, businesses should begin the office search 1.5 to 3 months before the desired move-in date. For larger companies or those requiring complex interior fit-outs, the ideal timeline can extend to 4–6 months to allow ample time for site visits, negotiations, contract signing, and workspace setup.

3.2 Should small businesses consider serviced offices?

Yes. For small businesses, startups, or flexible teams, serviced offices are an optimal choice because they offer:

• Fixed, predictable costs
• Flexible lease terms
• No need for interior investment or operational setup
• A professional image from day one

3.3 Does Maison Office charge for its consulting services?

No. Maison Office provides free consultation and full support throughout the entire process — from defining requirements to signing the lease agreement.

Bui Duc Huy

Editor and content team manager at Maison Office.

With over 5 years of experience in consulting and extensive content editing in the real estate services and interior design field. Sharing valuable information with customers, partners, and attracting millions of views.