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What Really Happens When You Lease a 100-Seat Office

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Leasing an office space might appear straightforward. A client expresses a requirement, a few listings are presented, a preferred space is selected, paperwork is signed, and the process is complete — or so it seems. However, in reality, securing a 100-seat office is a complex and multi-step endeavour that demands thoughtful planning, careful coordination, and strategic negotiation.

At The Office Address, we’ve facilitated office space solutions for a wide spectrum of clients — from growing startups to established enterprises. Based on our on-ground expertise, here’s a comprehensive breakdown of what truly goes into leasing a 100-seat office space.


1. The Process Begins with a Detailed Brief

Every successful office search starts with a meaningful consultation. While it may seem as simple as asking how many seats are required and the available budget, a well-executed brief goes far deeper.

Key discussion points include:

  • Current headcount and future expansion plans
  • Preferred micro-markets or business hubs — and the reasons behind these preferences
  • Desired office layout (open floor plans, enclosed cabins, team zones)
  • Amenities such as cafeteria space, parking availability, and breakout zones
  • Flexibility in lease tenure and lock-in periods

This initial conversation ensures that the final property solution is not just adequate but ideal for team productivity, company culture, and long-term growth.


2. Curated Shortlisting: A Behind-the-Scenes Filter

Once the brief is locked, the shortlisting phase begins. This is where market expertise plays a critical role. While clients typically receive 6–7 handpicked options, our team evaluates and eliminates 20+ properties that fail to meet the brief for reasons such as:

  • Unreasonable handover timelines
  • Incomplete or unclear documentation
  • Poorly maintained or underdeveloped infrastructure
  • Overpriced listings relative to micro-market norms
  • Misalignment with the company's growth trajectory

Each shortlisted space is selected after assessing commute patterns, rental benchmarks (e.g., ₹85/sq.ft. in Indiranagar vs Whitefield), building reputation, and the property’s current fit-out condition (bare shell, warm shell, or fully furnished).


3. Site Visits: Assessing Space Beyond Aesthetics

Visiting shortlisted properties provides real context. While images and brochures may highlight aesthetics, in-person visits reveal operational practicality. While clients often appreciate design elements such as lighting or views, we encourage them to consider:

  • Emergency exit accessibility and safety compliance
  • Lift capacity during peak office hours
  • Pantry or cafeteria expandability
  • Acoustic comfort during virtual meetings
  • The realistic seating layout of 100+ people, including cabins, lounges, meeting rooms, and server spaces

Often, what appears spacious on paper (e.g., 5,000 sq. ft) may turn out insufficient once all operational requirements are factored in.


4. Commercial Terms: Looking Beyond Base Rent

This is where financial clarity becomes crucial. Many tenants are surprised to discover the various cost components that go beyond the base rent.

Key financial elements include:

  • Rent negotiation: Is there scope to reduce the quoted rate by ₹3–₹5/sq.ft?
  • Lock-in period: Can the lease allow exit flexibility within 24–36 months?
  • Rent-free fit-out window: Is there a provision for 30–45 days of non-billable interior work time?
  • Fit-out cost sharing: Will the landlord contribute to interior modifications?
  • Security deposit: Can the industry norm of six months be negotiated to three?

The objective here is to create a commercial arrangement that aligns with the client's financial planning and scalability.


5. Legal Documentation: Avoiding Future Disputes

Following final negotiations, the legal phase begins, often comprising two key stages:

  • Letter of Intent (LOI): A non-binding document summarising all mutually agreed-upon terms
  • Lease Agreement: A legally binding contract vetted by legal teams from both parties

Critical clauses to examine closely include:

  • Annual CAM (Common Area Maintenance) escalation caps
  • Exit clauses and notice periods
  • Responsibility for repair and maintenance
  • Restoration obligations at the time of lease termination
  • Force majeure and pandemic-related clauses

A thorough legal review safeguards the organisation from hidden liabilities and long-term complications.


6. Fit-Out & Interior Execution

Once legal formalities are concluded, the focus shifts to transforming the empty space into a functional and brand-aligned workspace.

Depending on the initial handover condition (plug-and-play, warm shell, or bare shell), interior timelines range between 30 to 75 days.

Fit-out planning includes:

  • Workstation layout (linear desks, islands, collaborative spaces)
  • Dedicated meeting and conference rooms
  • Acoustic insulation for sound control
  • Electrical and data cabling
  • Branding panels and visual identity elements
  • Power backup and access control systems

We advise clients to budget approximately ₹1,200–₹2,500 per sq ft based on the design quality and technical inclusions.


7. Final Handover Inspection

Once interiors are complete and final payments are processed, a thorough handover checklist is conducted. This includes:

  • Flooring, ceiling, and lighting checks
  • Air-conditioning, plumbing, and restroom verification
  • Electrical point testing and server room readiness
  • Internet and backup power functionality
  • Distribution of access cards, ID badges, and keys

These final checks ensure that the space is fully operational from day one and aligns with all prior agreements.


8. Move-In Day: A Milestone Moment

The culmination of weeks of effort results in a meaningful milestone — move-in day. Teams arrive, workstations are personalised, systems are connected, and the first meeting takes place. It is often accompanied by a celebratory breakfast or a small event to welcome employees into their new workspace.

What seems like a single event to the team is the result of coordinated efforts across vendors, designers, brokers, landlords, legal teams, and facility managers, often spanning 45 to 60 days.


Conclusion: It’s Not Just Office Space — It’s an Ecosystem

Leasing a 100-seat office goes far beyond securing square footage. It’s about building an ecosystem that enhances collaboration, fosters company culture, and supports long-term operational efficiency.

At The Office Address, we specialise in simplifying this journey. Our end-to-end office leasing solutions ensure that every touchpoint — from discovery to handover — is handled with precision, transparency, and care. Whether you're scaling up, relocating, or entering a new market, we help you lease smarter, not harder.