How to Evaluate Office Spaces for Lease: Location, Price, Amenities
Visiting and evaluating an office space before leasing is not a mere formality – it is a critical step that determines the long-term suitability and operational efficiency of a business. Skipping this step or conducting it superficially can lead to consequences such as inadequate usable space, inconsistent amenities, or lease terms that carry hidden financial and legal risks.
With experience advising over 500 businesses in Hanoi and Ho Chi Minh City, Maison Office has developed this comprehensive guide to help you thoroughly assess office buildings – from location, floor area, amenities, and tenant community to lease terms – so you can make the most accurate and cost-effective leasing decision.
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Table of Contents
- 1. Quick Checklist for Evaluating Office Buildings During Site Visits
- 2. Why Is Office Site Visit and Evaluation a Must Before Leasing
- 3. Key Considerations Before Signing an Office Lease Agreement
- 4. Frequently Asked Questions About Office Site Visits & Evaluation
- 4.1 What’s the best time of day to inspect an office space?
- 4.2 Can I visit multiple buildings on the same day?
- 4.3 How do I estimate whether the building’s space fits my needs?
- 4.4 What if I need to change the leased office area after 6 months?
- 4.5 Looking for a trusted partner to assist with office search, comparison, and lease negotiation?
1. Quick Checklist for Evaluating Office Buildings During Site Visits
Viewing and evaluating an office space prior to leasing is not just a routine site survey – it is a decisive factor that enables businesses to choose a suitable workspace, optimize costs, and ensure long-term operational efficiency.
Key evaluation criteria can be divided into three main categories:
- General Overview of the Office Building
- Characteristics of the Leased Space
- Building Amenities and Services
1.1 General Overview of the Office Building for Lease
|
Evaluation Criteria |
Key Observation Points |
| Location & Accessibility | • Does the building have a prominent frontage? • How well is it connected to the airport, city center, metro stations, expressways? |
| Surrounding Traffic Conditions | • Is traffic congestion common in the area? • Is access convenient during peak hours? |
| Building Exterior | • Architectural style: glass – stone – standard concrete walls? • Is there a clear, visible business signage? |
| Main Entrance & Access | • Is there a designated drop-off/pick-up zone? • Is there a separate entrance for tenants? • Is the office block separated from retail/commercial zones? |
| Building Design Details | • What is the ceiling height? • Raised floor or not? • Are there columns inside the leased area? • Is the layout easy to divide? |
| Tenant Mix in the Building | • Are there any major tenants or anchor brands? • Is there a diverse industry mix? • Is the building ecosystem well-connected and complementary? |
Expert Tip from Maison Office: Ask for the typical floor plan, list of existing tenants, and scale of operations on each floor to assess the overall stability and professional environment of the building.
1.2 Characteristics of the Leased Space
|
Evaluation Criteria |
Key Observation Points |
| Contractual Floor Area | • Is the area calculated based on usable space or gross (including wall centerlines)? • Are technical areas and restrooms included? |
| Floor Layout Shape | • Is the layout regular or irregular? • Are there many corners or central columns? |
| Finished Ceiling Height | • Is the ceiling height at least 2.6 meters? • Is there a finished ceiling (e.g., gypsum), lighting, and soundproofing? |
| Lighting System & Power Outlets | • Is the lighting system sufficient and evenly distributed? • Are floor sockets properly installed and positioned? |
| Partitioning & Expansion Flexibility | • Can the space be divided into 2–3 smaller units? • Can multiple adjacent floors or large areas be leased together? |
| View & Natural Light Access | • How many open sides does the space have? • Are windows floor-to-ceiling glass or partial brick walls? |
| Current Handover Condition | • Is the space bare-shell, semi-fitted, or fully finished? • Has flooring, ceiling, and lighting been delivered? |
1.3 Building Amenities and Services
| Evaluation Criteria | Key Observation Points |
| Air Conditioning System | • Centralized or split-type air conditioning? • Operates after office hours? • How is off-hour usage charged? |
| Passenger Elevators | • How many elevators are there? • What is the speed and waiting time? • Zoning by floor or shared for all tenants? |
| Internet & Technology Infrastructure | • Are major internet providers available? • Is the IT infrastructure pre-installed or requires setup? • Supports internal LAN? |
| Restrooms | • How many restrooms per floor? • Cleanliness and separate facilities for men/women? • Regular cleaning schedule? |
| Backup Power Generator | • What is the generator capacity? • Covers 100% of office block during outage? • Auto-switch function available? |
| Parking Basement & Car Slots | • How many basement levels? • What is the vehicle capacity? • Parking fees for motorbikes and cars? |
| Reception & Lobby Services | • Is there a shared reception lobby? • Are front-desk personnel available? |
| Security & Access Control | • 24/7 security? • CCTV coverage across the building? • Card access or QR code control? |
| Additional On-site Amenities (if any) | • Are there cafes, restaurants, gyms, shared meeting rooms, or event spaces integrated into the building? |
Expert Tip from Maison Office: A well-equipped office building that offers both core operational amenities and expanded lifestyle facilities helps businesses retain talent more effectively while also optimizing operating costs and brand positioning.
2. Why Is Office Site Visit and Evaluation a Must Before Leasing
Conducting a thorough inspection and evaluation of the building is a critical step that enables businesses to select an office that aligns with their operational model, optimizes operating costs, and minimizes legal risks.
2.1 Choosing the Right Space for Your Business Model
Each business operates with its own workflow, industry requirements, and staffing model. A site inspection helps clarify whether:
- The leased area meets the actual usage demand
- The floor layout fits the team’s functional divisions
- Ceiling height, lighting, and views ensure a productive work environment
Example: Tech companies or startups often require open layouts, high ceilings, and natural light, while finance firms prioritize dedicated reception areas and private meeting rooms.
2.2 Avoiding Hidden Costs During Occupancy
Many costs are not listed in the initial quoted rental rate and can only be verified through an on-site evaluation, such as:
- Parking fees, after-hours air conditioning charges, separate electricity/water billing
- “Grossed-up” leased areas that include unusable space
2.3 Enhancing Corporate Image & Employee Experience
A building with a modern image, a professional tenant community, and well-managed services will:
- Elevate brand perception among partners and clients
- Create a professional work environment that helps retain talent
- Leave a strong impression on visitors and business partners during meetings
Example: Buildings like Saigon Centre, Lim Tower, and Etown Central are frequently chosen by large corporations for their premium image and service standards.
2.4 Building a Strong Foundation for Favorable Lease Negotiation
Once you clearly understand the strengths and weaknesses of a building through site visits, you can:
- Negotiate favorable terms such as rent-free periods and fit-out timelines
- Request rent adjustments based on technical or utility issues
- Anticipate legal risks and request clauses that protect your business interests
According to Maison Office:Evaluating and inspecting an office before signing a lease is not just a procedural step – it is a strategic move that supports your company’s long-term operations, helps optimize costs, reduce risks, and secure the most suitable workspace.
3. Key Considerations Before Signing an Office Lease Agreement
An office lease is a legally binding contract with long-term commitments – typically lasting from 2 to 5 years, and in some cases up to 10 years for large enterprises.
Therefore, reviewing each clause carefully before signing is essential to avoid future disputes and unexpected costs.
| Contract Item | Key Points to Review | Notes / Practical Insights |
| Leased Premises & Area | • Specify building name, floor, and exact location • Indicate net or gross floor area • Include attached floor plan |
Request an official layout to be annexed to the lease contract |
| Lease Term & Commencement | • Specify minimum lease term • Any early termination clauses? • Policies on renewal or extension |
Typically 2–3 years minimum. Renewal terms are often pre-negotiated |
| Rent & Rent Adjustment | Adjustment • Clear rent rate per sqm • VAT, service charges inclusion • Rent escalation terms (usually 3–5% annually) |
Clarify if rent includes air-con, service fees, security, etc. |
| Payment Terms & Method | • Monthly, quarterly, or annual payments? • Any grace period? |
Most common: quarterly payment, upfront or via bank transfer |
| Security Deposit | • Usually equivalent to 2–3 months’ rent • Is it refundable at lease end? |
Ensure refund conditions and final handover checklist are included |
| Fit-out Rent-free Period | • Is rent-free support offered during the fit-out period? • For how long? |
Secure at least 15–30 days rent-free, depending on space size and handover condition |
| Service Fees & After-hours Charges | • Monthly service fee rate • Charges for after-hours air conditioning or access • Fees for water, electricity, internet |
Request full rate sheet and check if after-hours charges are separately billed |
| Make-good Conditions | • Must the space be returned to original condition? • Any hidden restoration costs? |
Confirm whether reinstallation/removal is required; negotiate for clear final handover conditions |
| Early Termination Clause | • Any penalties for early termination? • Required notice period? • Any liquidated damages clauses? |
Negotiate at least 60 days prior notice; avoid losing deposit or prepaid rent |
Expert Tip from Maison Office: Before signing the lease, request a sample contract from the landlord at least 3 to 5 days in advance, and consult with in-house legal counsel or a professional advisor to identify and avoid unfavorable hidden clauses.
4. Frequently Asked Questions About Office Site Visits & Evaluation
4.1 What’s the best time of day to inspect an office space?
You should visit during peak hours – morning (8–9 AM) or late afternoon (5–6 PM) – to evaluate real traffic conditions, elevator wait times, parking availability, and pedestrian access around the building.
4.2 Can I visit multiple buildings on the same day?
It’s advisable to limit each trip to 2–3 buildings max to ensure sufficient time for thorough comparison and detailed notes on location, layout, and surroundings. Avoid rushing through visits, which can lead to confusion or overlooked details.
4.3 How do I estimate whether the building’s space fits my needs?
- Use a benchmark of 5–6 sqm/person, depending on your workspace model
- Consider space for pantry, reception, meeting rooms, etc.
- Confirm the net area (usable space) instead of relying only on gross figures in the lease
- Request a detailed layout and confirm whether it’s calculated Net or Gross, as it impacts total rental cost
4.4 What if I need to change the leased office area after 6 months?
Prioritize buildings that allow for modular or flexible expansion in the future. Some landlords permit space adjustments if notified in advance.
4.5 Looking for a trusted partner to assist with office search, comparison, and lease negotiation?
Maison Office is a professional office leasing consultancy based in Hanoi and Ho Chi Minh City, dedicated to helping businesses find and lease the right space efficiently.
We support you with:
- Consulting to select space tailored to your needs and growth
- Arranging site visits and providing side-by-side building comparisons
- Reviewing lease terms and advising on favorable negotiations
- Recommending fit-out contractors and assisting with handover procedures
Contact Maison Office to receive free consultation and support in selecting the most suitable workspace and rental solution for your business.
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