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Choose an office by checking whether the exact suite can support your people, daily operations and planned technology—not by relying on a building’s grade or a landlord’s general claims. Before signing, verify internet service at the suite, electrical capacity and backup coverage, cooling for the actual equipment load, IT-room security and safety, and the lease responsibilities and total costs attached to those systems.
Use the checks below to compare buildings and identify what still needs confirmation from building management, internet providers, qualified technical advisers and a local lease professional. The guidance is general: legal, fire, electrical and mechanical requirements depend on the property and jurisdiction.
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Start with the business requirements
A suitable office is one that fits the way your organization works now and is likely to work during the lease. Before touring properties, write down the requirements that would make a space workable, the ones that are negotiable and the ones that would rule it out. This prevents a polished lobby or a broad “IT-ready” description from distracting from operational gaps.
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- People: Record current headcount, expected growth, work patterns, visitor needs and any shift or after-hours use.
- Location: Consider staff and client travel, transport access, nearby services, accessibility, deliveries and loading. Business Queensland identifies location and premises type as core business decisions and includes transport access among the factors to assess.
- Technology: List planned network and server equipment, any dedicated IT room, security requirements, and equipment that creates unusual heat or power demand.
- Continuity: Identify which systems must keep running during an outage, for how long, and whether staff or technicians need access outside normal building hours.
- Growth and flexibility: Decide whether the layout, lease options and building infrastructure can accommodate likely changes without disruptive construction or a move.
General office-selection guidance also calls attention to condition, security, utilities, cost, lease repair terms and maintenance. Treat these as operational requirements to verify, not as boxes checked by an advertised building grade.
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Set a practical deal-breaker list
Separate requirements into three categories: must-have before occupancy, acceptable if the landlord or provider completes agreed work, and optional. For example, a provider’s confirmation that it can serve the exact suite may be a must-have; a missing cable route may be acceptable only if the lease permits installation and responsibilities and costs are agreed in writing. If power or cooling cannot be assessed against your equipment plan, do not assume the system will be adequate.
Compare total occupancy cost, not rent alone
Two suites with similar headline rents can have very different operating costs. Compare the costs needed to make each space usable, keep its systems running and return it at the end of the lease. Ask for the basis of service charges and any separate fees, and identify expenses that depend on hours of operation or tenant fit-out.
- Base rent and service charges, including what the charges cover.
- Utilities and any metering or allocation method for the suite.
- After-hours access or HVAC charges if staff, equipment or maintenance work outside standard hours.
- Network installation, cabling, carrier extension or construction costs.
- Fit-out, electrical work, supplemental cooling, access controls and ongoing maintenance.
- Repair obligations, replacement costs and any restoration or removal work required at lease end.
Ask which items are fixed, estimated, subject to reconciliation or dependent on tenant usage. General selection advice recommends negotiating repair coverage and arranging ongoing maintenance. The precise meaning and enforceability of lease terms are jurisdiction-specific, so have a local lease adviser review the actual documents.
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Verify internet and network infrastructure at the exact suite
A building-level statement that fiber is present does not establish that a chosen service can be installed in your suite, on your schedule or at an acceptable cost. Confirm availability with the carrier for the exact building and suite, then establish how the service will physically reach your space. Public specifications in South Africa illustrate open-access fiber as a procurement requirement, while UK government guidance addresses capacity and security for networks in shared buildings. Neither establishes service at a particular property.
What to ask building management
- Which internet carriers are physically present in the building, and which may serve the proposed suite?
- Where do carrier fibers enter, and where are the risers, conduits, telecom rooms and suite handoff points?
- Can a tenant bring in a provider that is not already listed? What approval process, access rules or construction conditions apply?
- Who may enter shared telecom areas, and how do tenant IT staff and carrier technicians arrange routine or emergency access?
- How are tenant networks kept separate from building systems and other tenants’ systems?
- What cabling work is permitted, who approves it, and who pays for installation and any later removal?
What to confirm with each prospective provider
- Request an exact-suite serviceability check. Give the provider the full address, building and suite identifier. Ask it to confirm whether the requested service can be installed there, rather than relying on a result for the street or building.
- Get installation conditions in writing. Ask about the physical route, construction or extension work, building approvals, installation cost and anticipated delivery date. If those details are not yet known, treat them as unresolved before committing to a move-in date.
- Ask about route resilience. If continuity depends on multiple connections, ask whether their physical paths are independent. Two services do not necessarily provide diverse paths merely because they have different providers.
- Review the service commitment. Confirm the offered service level and any installation or repair terms directly with the provider. The address-specific route and service commitment must be verified for the property; general guidance cannot establish them.
Do not sign on the assumption that an online building-level availability result proves a usable connection reaches the suite. Check the route, permissions and access arrangements as well as the service itself. The UK Government’s guidance on shared buildings says: “To maintain the flexibility and security of the building’s network infrastructure you must treat it as a zero trust network and a separate environment to your IT systems.” That statement concerns shared-building network infrastructure; it is not a mandate to adopt a particular product or architecture.
Check electrical capacity and outage coverage against the equipment plan
Ask what electrical capacity is available to the suite and any proposed IT room, then have a qualified electrical professional assess it against the planned equipment and use. A general statement that a building has backup power does not answer which circuits, areas or systems are covered, or how long they remain powered. Request the boundaries of backup coverage and the building’s outage procedures.
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Questions for management and the technical adviser
- What electrical capacity is documented as available to the suite? Can management provide relevant panel information and identify any known constraints?
- Which portions of the suite, network rooms and building systems are served by backup power? What remains unpowered during an outage?
- What is the process for investigating a capacity increase or tenant electrical work, and who approves and pays for it?
- Given the actual equipment and occupancy plan, does a qualified adviser consider the available supply sufficient? What assumptions or additional work affect that assessment?
If the building’s backup supply does not meet the tenant’s continuity needs, a tenant-owned uninterruptible power supply (UPS) may be appropriate for network or server equipment. A South African public procurement specification describes a UPS bridging to emergency or alternative supply, but it does not establish the right size or runtime for another tenant. Size and runtime should follow the actual load and continuity plan, with professional advice where needed.
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Assess cooling and ventilation for the actual IT load
Cooling suitability depends on the equipment, room, occupancy, system and operating schedule. Ask about HVAC capacity, maintenance, ventilation and hours of operation, and have a qualified mechanical professional assess the proposed load when it is not already documented. Make clear whether equipment will operate continuously and whether the room needs cooling outside normal office hours.
UK government guidance cautions that cooling capacity depends on the system and circumstances and notes that offices with high IT loads can have cooling needs at lower floor areas. This is a reason to assess the particular space, not a universal floor-area threshold or temperature rule. A public tender also treats server-room cooling as a distinct provision; its project requirements are not a general building standard.
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Include operating hours and maintenance in the assessment
A system that can cool the space during the workday may not meet the needs of equipment that runs at night or over weekends. Ask whether after-hours operation is available, how it is requested, whether extra charges apply, who monitors and maintains the system, and how a fault is reported and escalated. Clarify whether any supplemental cooling is allowed and what fit-out approvals, electrical work or restoration obligations it would trigger.
Inspect any IT or server room as a building-systems decision
If you will operate network or server equipment, inspect the proposed room and its connections to the building systems rather than treating it as an ordinary closet. A secure room can still be unsuitable if its power, cooling, fire arrangements, cable paths or access rules do not fit the tenant’s requirements.
Use this inspection checklist
- Location and access: Is the room in a suitable location, with access limited to authorized people? Ask how access is controlled, logged and managed outside standard hours.
- Power: Identify available circuits and panels, backup coverage and any tenant work needed. Determine what continues during a building outage.
- Cooling and ventilation: Establish the available capacity and operating schedule and whether the system has been assessed against the equipment heat load.
- Fire protection: Ask what detection and protection arrangements apply to the room and which party maintains them. Confirm the requirements with the relevant local professionals and authorities.
- Monitoring: Ask what environmental monitoring is present, who receives alerts and who responds to faults.
- Cable pathways: Check how carrier and tenant cabling reaches the room, what shared routes it uses and what approvals apply.
- Responsibilities: Record which equipment and systems are landlord-provided, which the tenant must install, and who is responsible for maintenance, repair and replacement.
A South African public tender lists provisions including UPS continuity, fire and environmental considerations, and separate panels for computing and HVAC. These details are useful prompts for questions, not a universal design code or a guarantee that any particular suite has the same provisions. Do not infer that every tenant needs a dedicated server room or rack; base the requirement on the equipment and operating model.
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Confirm safety, shared-building operations and lease duties
Before occupancy, obtain the locally required building and occupancy approvals and relevant fire-risk information. Ask for evacuation routes and procedures, alarm arrangements, maintenance records or other locally applicable documentation. Requirements differ by jurisdiction and building, so confirm them with local professionals or authorities rather than applying a rule from another country.
In a multi-occupied building, clarify how the landlord, building manager and tenants coordinate around common systems, alarms, access and emergency information. England’s fire-safety guidance addresses cooperation among responsible parties with control in shared premises; it governs its own jurisdiction, not every location. Ask who communicates updates, how tenants report a fault and how an incident affecting shared infrastructure is handled.
Put permissions and responsibilities alongside the floor plan
Have a local lease adviser review the provisions that determine whether the space can be operated as planned. In particular, establish:
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- who repairs and replaces building systems and which expenses may be passed through to tenants;
- what approvals are needed for cabling, racks, electrical changes, access controls or supplemental cooling;
- who maintains shared systems and how service interruptions or faults are escalated;
- what access rights apply to staff, technicians and carriers, including after-hours access;
- what work must be removed or restored when the lease ends, and who bears the cost.
Compare the lease wording with the floor plan, technical information and any promises about work or services. A verbal assurance about a route, repair or alteration is not a substitute for an agreed written obligation. General office-selection checklists can identify topics to negotiate, but they are not legal advice for a specific jurisdiction.
Compare buildings using the same evidence
Do not compare one building’s confirmed service and documented capacity with another’s marketing description as if the evidence were equivalent. For each property, record what is confirmed, by whom, and what remains conditional. A value that is not documented should remain an open question rather than being treated as a yes.
| Decision area | Evidence to request | Why it matters |
|---|---|---|
| Location and usability | Commute and transport access, accessibility, layout, occupancy fit and growth options. | The space must work for staff and business operations, not only for equipment. |
| Connectivity | Provider confirmation for the exact suite, fiber entry and routes, installation terms, access and approvals. | Building-level fiber claims do not prove a usable service reaches the tenant’s suite. |
| Power continuity | Documented electrical capacity, backup coverage, outage procedures and assessment against tenant equipment needs. | Clarifies what can operate through expected interruptions and what additional provision may be needed. |
| Cooling and ventilation | Capacity and operating schedule, maintenance arrangements and assessment against equipment heat load. | IT-heavy use can change cooling needs, so suitability depends on the actual circumstances. |
| IT security and safety | Room access controls, fire arrangements, monitoring, alarm maintenance and shared-system responsibilities. | Physical and operational risks depend on both the building setup and applicable local requirements. |
| Lease and total cost | Rent, service charges, utilities, repairs, fit-out, cabling, after-hours systems and exit obligations. | Creates a fair cost comparison and identifies who pays and who acts when systems need work. |
Use a viewing and verification workflow
- Before the viewing, prepare the operating brief. Bring the headcount and growth plan, hours, visitor and security needs, equipment list, connectivity needs and continuity targets. Mark must-haves separately from negotiable items.
- During the viewing, inspect the suite and relevant shared areas. Note the likely IT-room location, visible cable routes, power-panel information available, access arrangements, HVAC controls and evacuation information. Ask permission before entering restricted rooms or opening panels; have qualified professionals inspect systems that require technical assessment.
- After the viewing, obtain written confirmations. Ask management for provider and infrastructure details, capacity and backup information, HVAC hours, maintenance responsibilities, fit-out rules, relevant safety information and a schedule of charges.
- Request address-specific provider checks. Contact prospective carriers with the exact suite details. Obtain installation conditions, anticipated timing, costs and route information before relying on a connection for a planned occupancy date.
- Arrange professional assessments where evidence is incomplete. Provide qualified electrical and mechanical advisers with the equipment and occupancy plan. Ask them to state assumptions, constraints and any required landlord work.
- Have the lease checked against the operating plan. A local adviser should review repair and service-charge terms, permissions, access, fit-out, cabling, restoration and exit provisions.
- Keep a decision log. For every requirement, record confirmed, not confirmed or conditional; name the person or organization responsible for confirmation; and set a deadline before signing or taking on a move-in commitment.
Recognize unresolved issues before they become lease problems
- “Fiber is in the building,” but no provider has confirmed the suite. Request a carrier serviceability check for the exact suite and a description of the installation route and conditions.
- Backup power is advertised, but coverage is unclear. Ask which circuits and areas are supported, what remains unpowered and how the building handles an outage. Assess any gap against the continuity plan.
- The IT room is available, but its systems are undocumented. Request information about power, backup, cooling, fire arrangements, monitoring, access and maintenance; arrange professional assessment against the actual equipment.
- HVAC is included, but after-hours operation is not. Confirm schedule, request process and charges, especially if equipment will run continuously.
- Management permits cabling informally, but the lease is silent. Ask for written approval and clear terms covering installation, access, maintenance and removal.
- Service charges or repairs are described broadly. Request a breakdown and have a local lease adviser establish what the tenant may be required to pay and maintain.
- A proposed move-in date depends on construction or provider work. Confirm approvals, responsibilities, costs and realistic delivery timing with the parties doing the work before relying on that date.
Questions to take to each party
Building management
- Which carriers are physically present, and can each confirm service to this exact suite?
- Where are the fiber entry points, risers and handoffs? What are the cabling and carrier-access rules?
- What power backup serves the suite and any IT room, and what does not remain powered?
- What HVAC is available after hours, and who maintains cooling, alarms and access control?
- What are the fit-out and cabling approval steps, and who pays for alterations and restoration?
Internet providers
- Can you install the specified service at this exact suite?
- What construction, route, lead time, term and installation cost apply?
- If we need resilient connections, are the physical routes independent?
- What service-level and repair commitments are offered for this address?
Technical advisers
- Given the planned equipment and occupancy, what electrical, cooling, ventilation, fire, cabling and continuity provisions are appropriate?
- Which assumptions need confirmation from the landlord or building manager?
- What further assessment or building work is necessary before the space can be used as planned?
Lease adviser
- Who is responsible for maintaining and replacing each relevant building system?
- Can the tenant install cabling, racks, access controls or supplemental cooling, and under what conditions?
- How are service charges, repairs, access rights and after-hours use handled?
- What must be removed or restored at lease end?
These checks are intended to support a property-specific decision, not replace local legal, fire-safety, electrical, mechanical or carrier advice. Procurement specifications and guidance from other jurisdictions can help frame questions, but they do not establish a universal code or prove that a particular building or suite is suitable.
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