Startup Office Lease Checklist: 30 Things to Check Before Signing

30 Critical Items to Review Before Signing a Lease | Updated 2026 by See The Space

Why Startups Need an Office Leasing Checklist

For startups, leasing an office is not just about choosing a workspace — it is a long-term financial commitment that can account for 15–30% of monthly operating costs. An unchecked lease may lead to hidden costs, unfavorable clauses, or even restrict future business expansion.

This checklist is compiled by See The Space based on hands-on consulting experience with hundreds of businesses in Ho Chi Minh City and Hanoi, helping startups avoid costly mistakes when searching for and leasing office space.

💡 TIP
Print this checklist and bring it with you when viewing offices. Tick each item on-site to objectively compare different options.

PART 1 — DEFINING YOUR NEEDS BEFORE SEARCHING

Before visiting any office, startups must clearly answer the following foundational questions. Skipping this step often results in choosing the wrong space.

1.1 Headcount & Space Planning

☐ Current team size? → Allow 3–7 m² per person for traditional offices

☐ Hiring plan for the next 12–18 months? → Add 20–30% buffer space

☐ Need a dedicated meeting room? → Minimum 1 meeting room per 10 employees

☐ Reception / client-facing area required?

☐ Special requirements: server room, storage, or technical space?

1.2 Realistic Budgeting

☐ Total monthly office budget (ALL costs included)?

☐ Security deposit budgeted? (Typically 3 months’ rent)

☐ Initial setup costs accounted for? (Furniture, IT, signage)

☐ Can the company absorb a 5–10% rent increase after 1–2 years?

⚠️ IMPORTANT
Actual cost = Rent + Management fee (USD 2–7/m²) + 10% VAT + Utilities + Parking.
Never judge an office by the listed rent alone.

1.3 Location & Usage Purpose

☐ Office mainly for internal work or frequent client meetings?

☐ Where do employees commute from? Which district is most convenient?

☐ Need proximity to partners, investors, or key clients?

☐ Preference for public transport access (metro, bus)?

PART 2 — BUILDING & SPACE INSPECTION

Visit the office both morning and afternoon to assess lighting, noise, and foot traffic. Always inspect common areas as well.

2.1 Space Quality

☐ Actual usable area verified (not brochure figures)? → Request a dimensioned floor plan

☐ Ceiling height sufficient? (Minimum 2.8 m recommended)

☐ Adequate natural light? Window orientation?

☐ Air-conditioning & ventilation functioning properly?

☐ Acceptable noise levels (street, neighbors, corridors)?

☐ Floor, walls, ceiling well maintained?

2.2 Technical Infrastructure — CRITICAL

☐ Internet speed tested on-site (Mbps)? Use your phone to test!

☐ Dedicated fiber line or shared building network?

☐ Sufficient power outlets?

☐ Maximum electrical capacity (kVA)?

☐ Backup power generator available?

☐ Stable electricity supply (vital for servers & IT equipment)?

⚠️ WARNING
Slow internet or unstable power can paralyze startup operations for days.

2.3 Security & Safety

☐ CCTV and access control systems?

☐ After-hours and weekend access allowed?

☐ Clearly marked emergency exits?

☐ Fire extinguishers within expiry date?

☐ Active fire safety systems (sprinklers, smoke detectors)?

2.4 Building Amenities

☐ Number of elevators and peak-hour waiting time?

☐ Clean, sufficient restrooms?

☐ Canteen or nearby dining options?

☐ Shared meeting rooms (if any) — rental fees?

☐ Professional reception and security services?

PART 3 — LEASE & COST REVIEW

This is the most critical section and where startups make the most mistakes. Read every clause carefully or consult a professional before signing.

3.1 Pricing Structure & Hidden Costs

☐ Is management fee included or charged separately?

☐ Electricity billed at EVN rate or building rate?

☐ Parking fees for motorbikes and cars?

☐ Cleaning services included?

☐ Overtime charges (evenings, weekends)?

☐ Internet / telecom fees?

☐ Additional security fees?

Cost Structure Checklist to Confirm with Landlord:

Base rent
Management fee
10% VAT
Electricity
Water
Internet
Motorbike parking
Car parking
Cleaning fee
Overtime charges
Reinstatement costs upon exit

3.2 Key Lease Clauses to Negotiate

☐ Lease term length? Can it be shortened?

☐ Renewal rights at current market or capped rate?

☐ Annual rent escalation cap (%)?

☐ Early termination clause — penalty months?

☐ Subleasing / assignment allowed?

☐ Security deposit refund timeline?

☐ Fit-out permissions & reinstatement requirements?

☐ Company signage & logo placement?

💡 Negotiation Tips for Startups
Aim for: 1–2 rent-free months, Rent increase cap ≤ 8%, Early exit clause in case of acquisition or shutdown, Subleasing rights if downsizing.

3.3 Deposit & Payment Terms

☐ Deposit amount? (Standard: 2–3 months)

☐ Payment cycle: monthly / quarterly / annually?

☐ Discount for upfront 6–12 month payment?

☐ Payment method & full VAT invoices provided?

PART 4 — FINAL EVALUATION & DECISION

4.1 Comparison Scoring (1–5)

Criteria include: total cost, location, space quality, IT & power, lease terms, amenities, scalability, security.

4.2 Red Flags — DO NOT SIGN if…

☐ Landlord refuses to provide contract in advance

☐ No clear rent escalation cap

☐ No VAT invoices available

☐ Building lacks fire safety certification

☐ Maintenance responsibility unclear

☐ Company signage not allowed

⚠️ ALERT
Pressure tactics like “sign today or lose the unit” often indicate hidden issues. A good office always allows 24–48 hours for review.

4.3 Final Questions to Ask

☐ Why did the previous tenant leave?

☐ How often and how much has rent increased in the past year?

☐ Planned renovations in the next 2 years?

☐ Nearby construction projects coming?

☐ Can you speak with current tenants?