Office Lease Expiring in 2027? 5 Things to Do Starting in Q4

Office Lease Expiring in 2027? 5 Things to Do Starting in Q4

If your office lease expires in 2027, Q4 2026 is the right time to start preparing. Whether you plan to renew your office lease in the current building or move somewhere new, you need enough time to review the lease, assess your needs, survey the market and negotiate. Starting early keeps you in control of rent and terms, instead of accepting the landlord's offer when the expiry date is close.

Key takeaways

• Check the notice period in your lease now. It decides how much time you have to negotiate a renewal.
• Confirm the space you actually need before discussing rent with the landlord.
• Survey the market to have a real alternative, even if you want to stay.
• Negotiate the renewal on total occupancy cost, not only the rent per sqm.
• If you move, plan and budget for reinstatement, fit-out and relocation from the start.

Why start in Q4 2026?

Renewing or relocating is not a task for a few weeks. You need time to agree on internal requirements, visit buildings, compare offers, negotiate and complete paperwork. If you move, there is also design, fit-out and reinstatement of the old premises. For leases expiring in 2027, starting in Q4 2026 keeps you out of the year-end and Tet 2027 rush.

Market conditions are another reason to prepare early. According to Q1 2026 market data reported by Doanh nhan Phap luat Viet Nam, Grade A office vacancy in Ho Chi Minh City was about 18.8%. Average gross asking rents were about USD 64.7/sqm/month in the CBD and about USD 36/sqm/month outside the CBD. In Q2 2026, market-wide occupancy was reported at about 88%. New Grade A supply is shifting to Thu Thiem and areas outside the traditional CBD. With more options on the market, tenants who prepare early have a stronger basis for renewal negotiations.

1. Review your current lease

Start by rereading the lease and its appendices, focusing on the terms that directly affect a renewal decision:

• Expiry date and notice period: many leases require the tenant to give notice of renewal or non-renewal a set time in advance. Missing this date can cost you a renewal option or weaken your position.
• Renewal option and renewal rent: whether the rent stays the same, rises by a fixed rate or resets to market rent at renewal.
• Reinstatement obligations: whether you must remove the fit-out and return the space to its original condition, and to what standard.
• Security deposit: conditions and timing of the refund, and possible deductions.
• Other charges: service charge, after-hours air-conditioning, parking and how these are adjusted.

Prepare a one-page summary of key dates and obligations for management. For important legal terms, consult a lawyer or your legal team.

2. Reassess your space needs

Your office needs in 2027 may be very different from when you signed the current lease. Before negotiating, answer these questions:

• Will headcount grow, shrink or stay the same over the next 2 to 3 years?
• Do staff work in the office full time or in a hybrid model? How many desks are actually used each day?
• Do you have too many or too few meeting rooms, reception and collaboration areas?
• Is the current location still convenient for staff, clients and partners?

The answers tell you whether to keep, reduce or expand your space. They also strengthen your negotiation: landlords are usually more flexible when a tenant has clear, well-founded requirements.

3. Survey the market and prepare an alternative

Even if you want to stay, a market survey is essential. A realistic alternative tells you whether the landlord's renewal offer is fair.

• Shortlist buildings in the same area, of the same grade and with suitable floor sizes.
• Compare total occupancy cost: rent, service charge, after-hours air-conditioning, parking, VAT and fit-out if you move.
• Visit buildings to check operations, lifts, parking and nearby amenities.
• Consider new and green-certified buildings if environmental standards and employee experience matter to you.

4. Negotiate on total cost, not just rent

With market data and clear requirements, you can negotiate your office lease renewal with more levers:

• Rent and annual escalation over the renewal term.
• Rent-free period or support to refurbish your current space.
• Flexible term, early termination, or options to expand or reduce space.
• Other charges: service charge, parking and after-hours air-conditioning.
• Better building services such as maintenance, security and cleaning.

Start negotiating before the notice deadline in your lease, so you still have time to switch to your alternative if no agreement is reached. Record every agreed point in a renewal appendix or new lease.

5. If you move: plan and budget early

If you decide not to renew, you need a detailed plan so the move does not disrupt operations:

• Budget for reinstatement of the old space, design and fit-out of the new office, moving and equipment.
• Align the old lease expiry with handover and fit-out at the new office to avoid paying double rent for too long or having no workspace.
• Avoid squeezing fit-out and moving into the period just before Tet 2027. See our 90-day plan for moving offices before Tet 2027.
• Prepare to update your registered address, notify clients and partners, and update your website and invoices.

Suggested timeline based on lease expiry

This timeline is for reference only. If your lease requires a longer notice period, count back from that date.

FAQ

When should I tell the landlord about renewal?
By the notice period stated in the lease. However, it is best to start the conversation earlier, so you have time to negotiate and prepare an alternative.

Is renewing always cheaper than moving?
Not always. Renewing avoids fit-out and moving costs, but if the new rent rises sharply or the space no longer fits, moving can be better value over the long term. Compare total cost over the full lease term.

What can I negotiate besides rent?
Rent-free period, refurbishment support, annual escalation, flexible term, options to expand or reduce space, parking fees and building services.

Contact SEE the SPACE

Contact SEE the SPACE for updates on new supply, help checking the right floor size and handover schedules of new office projects.

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Source: Doanh nhan Phap luat Viet Nam (HCMC office market, Q1 and Q2 2026). This article is for general reference and is not legal advice.