Commercial Leasing Lifecycle
A milestone-driven process integrating portfolio strategy, financial optimisation, legal governance, and operational execution.
Hover a phase to see details
Strategic Planning & Requirement Definition
Objective: Define occupier strategy and workspace requirements.
To establish a clear, data-driven brief aligned with business growth, operational needs, and budget governance.
Key Actions
- Forecast headcount and workspace demand
- Define space quantum, layout strategy, and efficiency benchmarks
- Establish target locations and building grade parameters
- Confirm total occupancy cost ceiling and budget framework
- Identify operational requirements (IT, security, logistics, parking)
Outcome: Approved occupier brief aligned across internal stakeholders, forming the basis for market engagement.
Market Scan & Site Identification
Objective: Identify and evaluate suitable supply options across target micro-markets.
To create a structured view of available inventory and shortlist viable buildings aligned to strategic requirements.
Key Actions
- Engage tenant representation / advisory support
- Conduct market research and benchmarking analysis
- Shortlist buildings based on availability, rental positioning, and incentives
- Assess accessibility, amenities, and tenant ecosystem
- Perform preliminary feasibility screening
Outcome: Curated shortlist of viable properties for detailed evaluation.
Site Inspections & Technical Evaluation
Objective: Validate physical suitability and technical feasibility of shortlisted assets.
To ensure selected properties can support operational requirements and fit-out efficiency.
Key Actions
- Conduct structured site inspections
- Evaluate floorplate efficiency and spatial flexibility
- Review building specifications (HVAC, ceiling height, loading capacity)
- Assess ESG compliance and building upgrade potential
- Analyse fit-out implications and capital expenditure exposure
- Perform test-fit and budgetary analysis (where applicable)
Outcome: Finalised preferred site selection supported by technical validation and fit-out feasibility assessment.
Commercial Negotiation & Letter of Intent (LOI)
Objective: Secure optimal commercial terms and formalise intent to lease.
To align landlord and tenant on key economic and contractual parameters prior to legal documentation.
Key Actions
- Negotiate headline rent, incentives, and rent-free structure
- Define lease tenure, renewal rights, and exit flexibility
- Align parking entitlements and allocation methodology (sqm-based where applicable)
- Execute non-binding Letter of Intent (LOI)
- Consolidate agreed commercial framework
Outcome: Executed LOI establishing commercial consensus and enabling legal drafting.
Legal Documentation & Due Diligence
Objective: Convert negotiated terms into a legally binding lease agreement.
To formalise contractual obligations while managing legal, financial, and operational risk exposure.
Key Actions
- Review and negotiate lease documentation
- Validate termination, reinstatement, and assignment clauses
- Review service charges, operating expenses, and escalation mechanisms
- Conduct financial and compliance due diligence
- Finalise legal redlines and approvals
Outcome: Executed lease agreement with clearly defined rights, obligations, and risk allocation.
Fit-Out Design & Authority Approvals
Objective: Prepare workplace design and secure all required approvals.
To translate occupational requirements into a compliant and executable workspace design.
Key Actions
- Appoint designers and contractors
- Develop space planning and technical design
- Submit building management and statutory approvals
- Coordinate MEP, IT, and infrastructure planning
- Procure long-lead materials and workplace assets
- Align construction schedule with lease commencement
Outcome: Approved fit-out design and authority clearances ready for execution.
Construction, Fit-Out & Move-In
Objective: Deliver fully operational workplace environment.
To execute approved design within budget, quality, and timeline parameters, and ensure seamless business continuity during relocation and commencement of operations.
Key Actions
- Undertake interior construction and refurbishment works
- Install IT, security, and workplace systems
- Conduct site inspections, QA/QC, and progress monitoring
- Manage coordination with landlord and building management
- Formal building handover and access activation
- Utility and service commissioning
- Relocation and move management
- Final defect inspection and snag resolution
Outcome: Fully operational workplace with successful business commencement.
Executive Insight
A typical commercial leasing cycle ranges from 3 to 6 months, extending to up to 10 months for larger or highly customised requirements. Performance risk is not driven by transaction velocity, but by alignment between operational readiness and execution sequencing — particularly across fit-out lead times, approval pathways, and reinstatement obligations.
Ready to start your search?
Our specialists are available to guide you through every step of the leasing journey.