If you choose an office for the first time, it is difficult to do it without mistakes and get into the bull's eye: do not lose money with the park, make the contract correctly, take into account hidden fees and fines.
Viktor Reshetnikov, director of the office real estate department at ILM, told how to avoid mistakes and not get caught up in the tricks of owners, what to look for when choosing or drawing up a lease agreement.
Before searching the premises
Before looking for an office and sort through hundreds of ads, decide on the requirements that the future premises should meet. In addition to the adequate cost, you can make two lists of criteria - important and secondary. To important include the location, layout, engineering equipment, security, proximity to power points, parking.
An example of important criteria:
- In Presnensky district of Moscow.
- Not more than 10 minutes walk from the subway.
- At least 5 parking spaces in the parking lot.
- Planning Open Space.
- Own toilet.
- Hour access to the office.
- A place for comfortable work of 10 employees - 70 square meters. meters
How to calculate the required area? In accordance with SanPiN 2.2.2 / 2.4.1340-03, each employee in an office must be at least 4.5 square meters. Add to this aisles, space for wardrobes, a wardrobe From our practice, the office area can be estimated at the rate of 7-10 square meters per person. Think in advance how many people you will have in 1-2 years.
- Bicycle parking.
- Catering in walking distance.
- View from the office.
- A fitness center.
- Availability of reception.
Think about whether you need an office. It happens that there are 3-4 specialists in a team, and the rest work on remote access. Or a startup tries a business model and many people don’t need it. Then it is more logical not to rush to rent. It is better to remove a few places in coworking. There is everything you need - office equipment, workplaces, secretary and "negotiation". The cost of the workplace in coworking will be cheaper than in your own office.
Where and how to search for office
You can search for an office in two ways:
1. With the help of a consulting company.
Pluses treatment in the consulting agency - you will find a suitable option, you will execute documents, the risk of running into a swindler-lessor. For the last point, the agency is in charge of reputation. And a professional broker always knows the average market rental rate in each business center and helps to achieve the maximum discount.
The agency undertakes to inspect, prepare and approve a commercial offer, review a contract, provide legal support, and in some cases help with finishing and even organizing a move.
On your own you can search for commercial real estate on aggregator sites: Avito, Cyan, Yandex.Real estate, Tenant, etc. There is a chance to find interesting ads, but the search promises to be long and pain street in online catalogs there are not always relevant offers, and often withdrawn from the market. You can arrange a viewing from the first call, but more often you will hear that the conditions in the ad are incorrect. Such searches may take several months. If the issue of finding a room is urgent, it is better to contact a professional.
Looking for an office on the streets makes no sense. All offers are already on the Internet. Newspapers or paper ads are rarely used. Search for "feet" is necessary if you are looking for a place with a good cross. For example, open a bakery or takeaway coffee. Then you can be at the point with a clicker to count people. But this is from the category of marketing research, and not the search office.
There is an option to sublet. A big plus of this format is an attractive price. But before concluding a sublease agreement, be sure to check the tenant’s agreement with the owner, it must contain a permit for the sublease.
Inspection of the premises
Before you enter
Pay attention to whether the parking is loaded, what size it is and whether it is convenient to drive to it by private car. See how much really go to the subway or public transport. Is there near infrastructure - cafes, shops, dry cleaners? Calculate how many food outlets near your potential office - employees need to have lunch somewhere. You can even go to a couple of places and evaluate whether food is expensive here. This is life, but it determines comfort.
Immediately at the entrance
See if there is a reception, how security is organized, how the access control system is organized. Find out if the guard is recording outsiders, checking or not documents. If the security is alert, strangers will not go to the floors, and while working, the Oriflame consultant will not break into your office. Going up to the floor, pay attention to the cleanliness of the elevators, the temperature in the building - it should be warm in winter, cool in summer.
Pay attention to the central air conditioning and ventilation systems. They should be in good order and work normally. Check the number of outlets in the room. Find out what kind of load they can withstand: will there be traffic jams if you plug in an MFP and six stationary computers into one outlet? It is good if there are already structured cable networks in the room for quick connection of workstations to the Internet and telephony.
Condition of repair
If the room is renovated, check the condition of the kitchen and bathroom. There should be no broken plumbing or other equipment. Go through all the rooms - make sure that there are no extraneous smells, does not smell of damp, mold and does not pull warmed borsch from the neighboring office.
Ask the neighbors
Ask other tenants how comfortable they are in this business center.
Get ready to pay not only for the room. The rental price consists of several parts:
1. Base rate. This is the part of the money that falls into the pocket of the landlord.
2. Operating costs. This includes a fee for the security of an office building, maintenance of engineering networks, maintenance of the territory, garbage collection, cleaning and washing of windows in the building, plus all the services of the management company that provide the office building.
3. VAT. Immediately specify whether the tax is included in the rental price or not.
4. Utility costs. In half the cases, this electricity is over the counter. Sometimes the communal includes heating, water and electricity. Specify who and in what volume pays these expenses. If you pay a communal flat, do not forget to check all the counters, rewrite and enter the actual readings on the date of your actual entry into the contract and acceptance report.
5. Parking. Check if you have parking and how many places you will get. As a rule, the number of places depends on the office space you occupy - the more, the more parking spaces. Ask whether they are fixed or not. If not, then you will not pay for the place, but for the opportunity to park, if someone does not do it before you.
Sometimes the owner of the premises indicates a flat rental rate, which includes all or a part of the above points.
If you want to save, bargain at the base rate. The remaining costs are fixed and reduce them, refusing, for example, from cleaning, most often does not work.
What else to pay attention to?
Rental holidays. If the premises are unrepaired, you can get a delay in payment while the finishing work is underway. As a rule, you can get 1-2 months of rental holidays, depending on the footage of the room.
Security . How it works, how and who misses. Find out how many people can be in the office, how to get additional cards to enter the building, how much they cost and what to do if you lose your electronic key.
Indexing. If the contract is long-term, it is likely that annual indexation will be prescribed in it - the rental price will increase each year by a specified percentage. This is a common market practice, but pay attention to whether such conditions suit you.
Management Company . Not always the owner controls the building. This may be a third-party management company. She either rents out offices, or arranges for a business center, or does both. Collect reviews about it, specify the cost of additional services - for example, call a plumber or an electrician.
If the room is pleasant, and the conditions announced by the owner are satisfactory, the next step is to get a commercial offer. KP is not a formality. This is a mandatory document, which specifies all the financial terms and conditions for the future transaction. In the commercial offer can be from 15 to 30 points:
- financial conditions;
- rental holidays;
- terms in which the contract will be signed;
- who will register the contract (if it is long-term);
- the procedure for insuring property and liability to third parties;
- the period and the possibility of termination of the contract - for example, with a notice of 3 months;
- deposit, the size of which usually varies from 1 to 3 months;
- if the owner himself makes repairs, it is prescribed in KP, what will be done and in what time frame.
The quotation is signed by both parties to the transaction. It takes at least a week to agree on the conditions. It is necessary for the financial component to be predetermined and at the contract stage no unnecessary debates of the parties arise.
The next stage is an agreement. Before signing, ask the owner to submit all legal documents:
- Documents confirming the powers of the signatory;
- A document on the ownership of premises, buildings.
If the building is adjacent ground parking, where you are offered to rent a car, check the title documents and on it. You must check if the parking belongs to the owner.
On your part, you need exactly the same documents, plus an extract from the USRLE or USRIE
It happens that the premises are rented out not by the owner, but by the tenant. Check if there is a sublease clause in his contract. Otherwise, the contract may be terminated unilaterally without a refund.
Do not rush to sign the contract. Carefully study it with a lawyer. Once again, pay attention to the financial components. Responsibly treat the words "unilaterally." For example, there should be no points that the landlord, on his own initiative and without agreement with you, can:
- terminate the contract;
- increase the amount of payment and indexing;
- allow third parties to enter your territory;
- change provider.
Examine all penalties, fines and penalties - their size and conditions. If you do not, you can face significant costs.
For example, you need to leave the office in a week. You warn the owner of this. The contract spelled out the minimum term for notification of termination of the contract - six months. The deposit is 2 months rent. In this case, it will not be possible to immediately terminate the lease agreement. You have to pay a fine first. Serious fines can be provided for smoking or drinking in the area.
The act of acceptance of the premises
Specify in the contract that you accept the office after signing the act of acceptance and transfer of the room. Examine all the flaws - broken taps, noise in the ventilation system, an old outlet at the entrance. Indicate the deficiencies in the act, state who, for what means and in what time they undertake to eliminate them. Describe all appliances and furniture, indicate their condition. So you will not be taken too much after the end of the lease and will not come for the mythical "plasma", which supposedly always stood here.
What to remember to rent an office
1. Decide whether you need an office or enough few coworking spaces.
2. Determine why you need an office and what requirements it must meet. Think in perspective.
3. Search through a consulting agency or yourself on the Internet. Do not waste time on trips around the city.
4. Carefully inspect the room. Learn more from future neighbors.
5. Specify all additional rental conditions.
6. Agree on all financial issues in the commercial offer.
7. Check with the landlord for proof of ownership.
8. Sign the contract. Carefully review the fines and penalties.
9. Sign the acceptance certificate of the commercial premises.