Checklist of 20+ Essential Tasks When Renting a New Office
Leasing a new office marks a critical milestone in a company’s expansion or operational restructuring. However, without a clear plan and tight control over each phase, the process can be prolonged, incur unexpected costs, or even expose legal risks.
With over 10 years of experience advising hundreds of businesses in both Ho Chi Minh City and Hanoi, Maison Office shares a comprehensive checklist of 20+ essential tasks to complete when leasing a new office space. The checklist is structured into five key stages – from site inspection and contract signing to setup, handover, and operational launch.
>> Explore our expert services for office leasing in Ho Chi Minh City and office leasing in Hanoi.
Table of Contents
- 1. Overview of the Office Leasing Process
- 2. Why a Detailed Checklist Is Crucial When Leasing a New Office
- 3. 20+ Essential Tasks to Complete When Leasing a New Office
- 4. Key Considerations When Executing Office Leasing Tasks
- 5. Maison Office – Your Trusted Partner in Office Leasing
- 6. Frequently Asked Questions
1. Overview of the Office Leasing Process
Leasing a new office is not simply about selecting a suitable space and signing a contract — it is a complex process that involves multiple critical steps. From site inspection, negotiation, and contract execution, to interior design, fit-out, and eventual operation, each stage requires careful planning and coordination.
To ensure a smooth transition and minimize unnecessary costs and delays, businesses should proactively develop a detailed checklist covering every task involved in the leasing, relocation, and setup process.
This is especially crucial for companies leasing an office for the first time or relocating their headquarters. A clear and well-structured leasing roadmap helps mitigate legal risks, avoid construction errors, and prevent operational oversights after move-in.
2. Why a Detailed Checklist Is Crucial When Leasing a New Office
Leasing a new office involves a series of interrelated steps across legal compliance, financial planning, office interior design and fit-out, and operational transition. Without a clearly defined checklist, businesses may encounter several issues, such as:
- Incomplete legal procedures and missing clauses in the lease agreement
- Unexpected cost overruns due to overlooked infrastructure and technical inspections
- Delays in interior design and fit-out, resulting in a postponed operational launch
- Disruption in notifying stakeholders, banks, and authorities about the company’s address change
A well-structured checklist empowers businesses to:
- Monitor the progress of each task in alignment with actual timelines
- Assign clear responsibilities to relevant departments: finance, HR, IT, legal, admin, etc.
- Ensure legal compliance, financial transparency, and cost efficiency during the transition
Therefore, a checklist is not just a supporting document — it serves as a strategic action plan that enables businesses to manage the office relocation or expansion process effectively, especially when moving to a more professional and scalable workspace.
3. 20+ Essential Tasks to Complete When Leasing a New Office
To help businesses effectively manage and control the entire office leasing and relocation process, Maison Office has developed a checklist of over 20 critical tasks. This list is based on years of experience consulting and executing real-world office leasing projects for hundreds of clients in both Hanoi and Ho Chi Minh City.
The checklist is structured into five main stages, aligned with key milestones throughout the journey – from site assessment and contract signing to interior fit-out and operational handover.
- Stage 1: Before Signing the Lease Agreement
- Stage 2: After Signing the Lease
- Stage 3: Prior to Move-In Day
- Stage 4: On Move-In Day
- Stage 5: Post-Occupancy and Operations
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Specific Tasks |
Recommended Timeline |
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Stage 1: Before Signing the Lease Agreement |
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| Define office requirements and rental budget | Should be completed at least 2–4 weeks before signing the lease |
| Survey and shortlist suitable office buildings | |
| Inspect the actual condition of the premises | |
| Negotiate lease terms (rental price, deposit, lease term, service charges, VAT, etc.) | |
| Assess legal status of the property (land title, landlord’s leasing rights, fire safety permit, etc.) | |
|
Stage 2: After Signing the Lease Agreement |
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| Make deposit payment and sign the official lease agreement | Should be completed within 1–2 weeks after signing the lease |
| Take possession of the premises and perform a handover inspection (electricity, water, air conditioning, internet, fire safety systems) | |
| Prepare legal documents for updating the registered business address | |
| Finalize office layout and begin interior fit-out works | |
|
Stage 3: One Week Before Move-In |
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| Install IT infrastructure: camera systems, phone lines, servers | Around 1 week before the scheduled move-in date |
| Complete interior setup and signage installation | |
| Register for elevator use and allocate parking spots for staff | |
| Update the company address with contracts, invoices, banks, and tax authorities | |
| Send official notices about the address change to partners and government agencies | |
|
Stage 4: Move-In Day |
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| Coordinate the moving of furniture and equipment according to plan | |
| Assign staff to supervise the delivery and installation of devices | |
| Final check of infrastructure and technical systems before starting operations | |
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Stage 5: Post-Move Operational Phase |
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| Inspect and record any issues that require post-move correction | |
| Review and evaluate the entire checklist for future improvements or upcoming office expansions | |
4. Key Considerations When Executing Office Leasing Tasks
In addition to completing the tasks listed in the checklist, businesses should pay close attention to several critical factors that can significantly impact the long-term efficiency and operating costs of the new office space, such as:
4.1 Carefully Review the Lease Agreement Terms
- Examine key clauses related to lease duration, renewal options, early termination conditions, and any additional service or overtime charges.
- Ensure the contract clearly defines responsibilities for maintenance and repair between the landlord and tenant.
- Always request a formal site handover record to be attached as an appendix to the lease agreement.
4.2 Assess the Total Cost of Office Ownership
Office rental costs go beyond the listed price per square meter. A complete financial assessment should include both fixed and variable expenses to avoid significant discrepancies during actual operation.
In addition to the base rent, businesses should account for:
- Building service fees (management, cleaning, security)
- Interior fit-out and office equipment costs
- Monthly operational expenses (electricity, HVAC maintenance, parking, internet, fire protection systems)
- Legal and administrative costs (updating company address, business registration documents, etc.)
4.3 Choose the Right Space Based on Location and Usage Needs
- Avoid renting office space significantly larger than your actual needs to prevent unnecessary fixed costs.
- Prioritize buildings with modern infrastructure, centralized air conditioning, and a strong maintenance record.
- Verify whether the building has valid construction permits and is legally approved for use as a business headquarters.
4.4 Ensure Close Coordination Across Internal Departments
Effective office leasing and relocation require seamless collaboration among internal teams:
- Accounting Department: Prepare financial plans and ensure payment terms are feasible
- Legal Department: Review all contract terms and verify the legal status of the property
- IT, Admin, and HR Teams: Oversee office setup, logistics, and operational readiness
- Executive Leadership: Approve key decisions and oversee the entire leasing and relocation process
5. Maison Office – Your Trusted Partner in Office Leasing
In today’s business landscape, where professionalism and operational efficiency are highly valued, choosing the right partner for your office leasing journey is more important than ever.
Maison Office is more than just a brokerage – we are a strategic partner dedicated to supporting your business through every stage of the process: from initial site survey, lease negotiation, and contract signing to the successful handover and operation of your new office space.
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Delivering End-to-End Solutions for Your Office Leasing Journey
Maison Office has developed a standardized 5-step process to help businesses manage every stage of the office leasing journey with clarity and control:
- Analyze business needs & define site selection criteria
- Conduct property tours, compare options & negotiate lease terms with landlords
- Provide legal advisory & review lease conditions to minimize risks
- Coordinate and oversee interior design and fit-out contractors
- Support post-handover compliance & operations: legal, fire safety, etc.
Maison Office – Service Commitments for Office Leasing
- 100% of clients receive free site surveys and professional consultation
- Office search and lease signing time reduced by 35–50% compared to in-house efforts
- A team of seasoned experts with experience serving over 500 businesses across industries such as technology, insurance, legal, and FMCG
- An integrated ecosystem of supporting services: business legal advisory, office interior design & fit-out, relocation services, and serviced office solutions
“Thanks to Maison Office’s support, it took us less than three weeks to find, finalize the lease, set up, and begin operations at our 860sqm office in District 7. We saved significant time and costs — but more importantly, we had complete peace of mind regarding legal matters and project timeline.” — Representative of BYD Auto Vietnam
Every new office marks a significant milestone in a company’s growth journey. Maison Office stands by your side to make this transition seamless, efficient, and risk-free — from site inspection to handover and full operational readiness. Let Maison Office serve as your dedicated partner, expanding and optimizing your workspace with end-to-end support.
6. Frequently Asked Questions
6.1 When should we start searching for a new office space before relocating?
Ideally, businesses should begin the search and negotiation process 6–8 weeks before the planned move, especially if interior fit-out is required. For larger spaces (over 300sqm), it’s recommended to start 2–3 months in advance to ensure a smooth handover and timely completion.
6.2 Is it mandatory to update the company’s business license when changing office location?
Yes. If your company relocates its head office or branch, you are legally required to update your business registration and related legal documents under the current Enterprise Law in Vietnam.
6.3 Should we lease an office through Maison Office?
Absolutely. Partnering with a professional advisory firm like Maison Office offers several benefits:
- Save time on site visits and lease negotiations
- Access a wide range of vetted, reputable office options
- Receive expert support on legal review, lease agreements, and logistical needs (e.g., interior fit-out, relocation)
If you’re in the process of searching for an office that aligns with your operational needs and budget, don’t hesitate to contact Maison Office. With data on 1,000+ office buildings in Ho Chi Minh City and Hanoi, and a team of experienced consultants, we support you through every step – from site survey and negotiation to final handover – completely free of charge.
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.
