For offices of 500-5,000 m², lease renegotiation should start at least 12 months before the lease expires, and 18-24 months ahead for larger premises. That time goes on a financial and technical audit, market research and gathering alternative offers. With 6 months left, the landlord makes only token concessions; with 3 months left, the tenant accepts whatever terms are on the table.
If you are waiting for the landlord to make the first move, or assuming you “still have time”, you are probably already losing money. When should you renegotiate your office lease? There is only one answer: much earlier than you think.
1The golden rule: 12-24 months before the lease expires
For companies occupying 500-5,000 m² of office space, an effective renegotiation process should begin at least 12 months before the lease expires. For companies with larger premises or more complex requirements, 18 to 24 months is the bare minimum.
This is not a safety margin. It is the time that quite literally determines how much you will pay over the next 5 years.
2Why so early?
Because good renegotiation outcomes do not come from a single conversation with the landlord. They come from preparation, and preparation takes time:
- 01
Financial audit
Checking whether your base rent is higher than the rent offered to new tenants in the same building. This happens more often than you might think.
- 02
Technical and operational audit
Gathering hard evidence on the condition of the building and any errors in how service charges are calculated.
- 03
Market research and alternative offers
Without a shortlist of competing locations, you have no real negotiating position.
- 04
Time to negotiate
Landlords do not work to a 24-hour turnaround, and every round of talks takes time.
3What do you lose by starting too late?
Here are the concrete scenarios, depending on how much time is left on your lease:
3 months
Backed into a corner
You have no time to gather alternative offers. The landlord knows that relocating is not a realistic option for you. You can accept whatever terms are offered, or risk operational chaos.
6 months
Token concessions
You can talk, but you will not be able to build competitive pressure. The market will not have time to produce credible alternatives. The landlord will make token concessions: a few months rent-free and a minimal rent adjustment.
12-18 months
Full control
You run the full process: audits, market analysis and parallel negotiations with several landlords. This is the scenario that delivers a real rent reduction, a fit-out budget and terms that protect your company for years to come.
4Check when your lease expires, right now
Many companies do not know the exact expiry date of their lease. Some are unaware that a lease can renew automatically on its existing terms if notice is not served in time.
Do it today
Before you check anything else, open your lease and find the expiry date and the notice deadline. If fewer than 18 months remain, do not wait a single day longer.
Summary
The earlier you start, the more you can secure. This is how the time left on your lease translates into your negotiating position:
| Time to lease expiry | What you can do | Position |
|---|---|---|
| 18-24 months | Full process: audits, market, negotiations, optimal terms | strong |
| 12-18 months | A good outcome is possible, but you need to move quickly | good |
| 6-12 months | Limited room for manoeuvre, time pressure | limited |
| under 6 months | Weak negotiating position, risk of an unfavourable lease amendment | weak |
Want to know how much time you have left and what you can still secure?
Send us your lease. We will carry out a free preliminary audit and tell you plainly what position you are negotiating from.