Office Space Viewings Checklist for Facilities Directors and Chiefs of Staff

Touring office spaces can feel deceptively simple. A landlord or broker shows you around, highlights modern finishes, and points out amenities. It is easy to be swayed by surface impressions.

But behind the glossy exterior, expensive risks often hide. Weak HVAC systems, rising service charges, poor IT infrastructure, or inflexible layouts can cost millions over the life of a lease.

Facilities Directors and Chiefs of Staff need a structured way to evaluate spaces. This checklist ensures you ask the right questions and avoid surprises later.

👉 Download LEVEL’s Office Viewings Checklist (PDF) and run costs through the Office Cost Calculator to compare scenarios.

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Location and Accessibility

· How long is the average employee commute?
· Are there multiple transport options (rail, bus, cycle, EV charging)?
· Is there adequate parking, and at what cost?
· Is the location attractive to clients and partners?

Why it matters: Employee retention and client accessibility both depend on convenience.

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Building Systems and Infrastructure

· What is the age and efficiency of HVAC and lift systems?
· Are there backup power and redundancy measures?
· Does the building meet energy efficiency standards (EPC, BREEAM, WELL)?
· How reliable is internet connectivity and which providers are available?

Is the building DDA Compliant?

Why it matters: Outdated systems/buildings increase service charges and risk employee satisfaction

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Amenities and Employee Experience

· Are there collaboration zones, breakout areas, and quiet spaces?
· Does the building offer wellness facilities (gym, meditation rooms, outdoor areas)?
· Are food, drink, and childcare options nearby or on-site?
· Does natural light reach most work areas?

Does the building have prayer rooms?

Why it matters: Amenities directly affect talent retention and productivity.

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Space Flexibility

· Can the floorplate be reconfigured for growth or hybrid work?
· Are there options to expand within the building?
· What restrictions exist on modifications or branding?

Why it matters: Without flexibility, the space can become obsolete as the business evolves.

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Costs Beyond Rent

· What are the estimated service charges?
· How are utilities billed, and are they capped?
· Who is responsible for repairs and maintenance?
· Are there hidden fees (e.g. security, reception, cleaning)?

Why it matters: Service charges can add 30–40% to base rent. CFOs need full visibility.

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Lease Terms and Risks

· Are break clauses included, and on what terms?
· What is the notice period for exit?
· What dilapidation obligations exist at lease end?
· Can you sublet or assign space if headcount changes?

Why it matters: These clauses determine long-term financial exposure.

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Red Flags to Watch For

· Overly restrictive break clauses.
· Poor IT or telecoms infrastructure.
· Hidden service charges without transparency.
· Limited rights to sublet.
· Dilapidation clauses with no cap.
· Buildings with poor energy efficiency ratings.

Case Example: The Overlooked Service Charge

A media company in London signed a lease after a rushed viewing. The base rent looked affordable at £65 per sq ft. Six months later, they discovered service charges added £12 per sq ft annually. Over five years, this mistake cost £600,000.

With a structured checklist, this cost could have been flagged before signing.

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FAQs: Office Space Viewings

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What should CFOs look for during office tours?

Beyond rent, CFOs should evaluate service charges, dilapidation risks, and break clauses.

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How can Facilities Directors prepare for viewings?

Bring a checklist that covers location, building systems, IT, amenities, costs, and lease terms.

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Why do service charges matter so much?

They can add 30–40% to annual costs and are often less negotiable than rent.

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Should employee preferences be considered?

Yes. Survey employees on commute times and amenities to guide viewings.

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How do I calculate true office costs after a viewing?

Use LEVEL’s Office Cost Calculator to include rent, service charges, fit-out, and exit costs.

Office viewings are not about being impressed. They are about uncovering risks and building a clear picture of total cost.

Facilities Directors and Chiefs of Staff play a critical role in protecting the business. With the right checklist, you can turn viewings into strategic evaluations — not sales pitches.

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👉 Download LEVEL’s Office Viewings Checklist and run potential spaces through the Office Cost Calculator before your next tour.