Planning an office move is no small task.
Whether you’re looking to secure a long-term lease or need a workspace ready by tomorrow, understanding the timeline involved is crucial.
A smooth transition doesn’t just happen — it requires careful planning, realistic expectations, and a clear understanding of how much time different types of office spaces take to set up.
Are you searching for a quick, plug-and-play solution, or do you need a space tailored to your team’s specific needs?
Depending on your priorities, the timeline for your move can vary significantly.
Traditional leases often demand a commitment of 6-12 months due to the time-intensive process of securing, customising, and legally finalising a space.
Managed offices strike a balance, offering some flexibility and personalisation in a shorter timeframe of 3-4 months.
For those who need a space immediately, serviced offices can be ready for occupancy in as little as 24 hours.
This guide will break down the timelines for each office type, helping you determine the best option based on your business needs.
Whether you’re planning months ahead or need a workspace by the end of the week, we’ve got you covered.
Let’s dive into the details so you can start your office move with confidence and clarity.
How long does it take to move into a new office?
The timeline depends on the type of office you choose.
Serviced offices can have you set up in as little as 24 hours, while managed offices take around 3-4 months to arrange and personalise.
For full customisation, traditional leases require 6-12 months of planning, legalities, and fit-out work.
Need help getting started? Check out our Moving Office Checklist for a comprehensive guide to planning your move.
How long does an office fit out take?
Fit-out timelines vary by office type.
For traditional leases, expect 2-3 months for planning, design, and construction.
Managed offices are quicker, typically 4-8 weeks, focusing on minor tweaks.
Serviced offices need no fit-out — they’re ready to use immediately.
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Traditional leased office move timeline: Planning for the long haul
Opting for a traditional leased office means committing to a workspace that’s fully tailored to your business.
It’s a process that takes time — anywhere from 6 months to a year — but the payoff is a completely customised space designed for long-term stability.
This option is ideal for companies with a clear vision of their growth, requiring bespoke layouts, branded interiors, and a permanent base for their operations.
Stage 1: Search and negotiations (3-6 Months)
The search for a traditional lease office is where most of the timeline gets eaten up.
It starts with finding a location that matches your team’s needs, considering factors like size, commute accessibility, and future growth.
In competitive markets, narrowing down the perfect spot can involve weeks of site visits, due diligence, and assessments of building specifications.
Then comes the tricky part: negotiations.
From rental terms to service charges and deposit requirements, it’s all about securing a deal that benefits your business while protecting against hidden costs.
These discussions can stretch over months, especially if a commercial broker is involved to fine-tune the terms.
Expect to go back and forth on everything from lease duration and break clauses to potential rent-free periods.
Patience is key here; a well-negotiated lease can save you headaches (and money) down the line.
Stage 2: Legal process (1-2 Months)
Once the lease terms are agreed upon, it’s time to hand the baton to your legal team.
This step involves thoroughly reviewing the lease agreement to ensure there are no clauses that could stifle your business’s future flexibility, like restrictions on subletting or expansion rights.
Finalising contracts isn’t a quick handshake deal — it’s an exchange of revisions, clarifications, and approvals that can take weeks.
This process is critical to avoid long-term pitfalls, so investing time and legal expertise here is a must.
Stage 3: Fit-out and customisation (2-3 Months)
With the ink on the contract dry, it’s time to bring your vision to life.
The design and planning phase focuses on creating a workspace that’s functional and inspiring — whether that’s open-plan desks, private offices, or breakout zones for collaboration.
Construction and furnishing follow, and depending on the complexity of your requirements, this can span weeks to months.
Think partitions, bespoke furniture, and branding elements that make the space truly yours.
If you're budgeting for this step, our guide on How Much Does an Office Fit-Out Cost? can help you estimate expenses.
Finally, there’s the IT and security setup — everything from installing your network infrastructure to integrating security systems and telecommunications.
Coordinating with multiple vendors means this phase takes time but sets your business up for seamless operations.
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Managed office move timeline: A faster alternative
Managed offices offer the perfect middle ground for businesses looking to balance speed with customisation.
While they’re not quite as quick as serviced offices, they’re a much faster option than traditional leases, with a typical timeline of 3-4 months.
Ideal for growing businesses, managed offices provide flexibility, shorter contracts, and the ability to personalise your space without the long wait or heavy lifting of a full fit-out.
Stage 1: Search and negotiation (1-2 Months)
The search process for a managed office is straightforward, but it still requires some time to find the right fit.
(Our office space experts can help you streamline this process — learn more about How We Find Your Dream Office Space)
With fewer customisation needs than a traditional lease, the focus shifts to selecting a location that ticks the boxes for size, accessibility, and immediate business needs.
In high-demand areas, this step may take a few weeks of tours and comparisons.
Negotiating terms is typically faster than with a traditional lease.
Contracts are shorter, and the process often involves pre-defined packages, cutting down on back-and-forth.
However, it’s still worth taking the time to ensure your agreement includes essential amenities, branding opportunities, and flexibility for future growth.
Stage 2: Legal process (2-4 Weeks)
One of the big perks of managed offices is the simplified legal process.
Contracts are designed to be straightforward, so approvals and reviews can move quickly — often within a few weeks.
That said, it’s important to carefully review key clauses around break periods, additional fees, and exit flexibility to avoid surprises later on.
Stage 3: Customisation and fit-out (4-8 Weeks)
While managed offices don’t offer the blank canvas of a traditional lease, they still provide opportunities for personalisation.
From branding the space with your company’s identity to making minor layout adjustments, this phase focuses on tailoring the office to fit your team’s workflow and culture.
The best part? Most managed offices come with the basics already in place — furniture, IT infrastructure, and utilities are often pre-installed.
This drastically reduces setup time, allowing you to focus on adding finishing touches rather than starting from scratch.
The result is a workspace that feels uniquely yours without the long wait.
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Serviced office move timeline: Ready to go in a day
Serviced offices are the ultimate plug-and-play solution for businesses that need a workspace yesterday.
With fully furnished, pre-equipped spaces available on short notice, they’re designed for immediate occupancy.
Whether you’re tackling a temporary project, expanding into a new market, or simply need flexibility, serviced offices offer low commitment and high convenience.
Move in within hours, settle in the same day, and get straight to work.
Stage 1: Search and tours (1-2 Weeks)
Finding the perfect serviced office is a breeze compared to other options.
Providers typically offer a wide range of locations with immediate availability, so you can shortlist and tour several options within a single day or week.
There’s no need to stress about fit-outs or extensive planning — the offices come pre-furnished with everything from desks and chairs to breakrooms.
This streamlined process allows you to focus on the essentials: Does the location suit your team? Is the space big enough? Can you imagine getting work done here?
With everything pre-installed and ready to go, decision-making is quicker and less stressful.
Stage 2: Immediate availability and contracts
One of the biggest perks of serviced offices is the speed of getting set up.
Most providers allow you to sign a flexible contract on the same day you view the space.
These agreements are designed to be simple, with terms ranging from month-to-month to a year or two, so there’s no long-term commitment weighing you down.
You can literally walk in, sign the paperwork, and start moving your team in within hours.
Stage 3: Immediate move-in
Serviced offices redefine ease of relocation.
These spaces come fully managed, complete with furniture, high-speed internet, utilities, and even cleaning services, so there’s no waiting around for installations or fit-outs.
For businesses with urgent requirements — whether it’s a last-minute project or a sudden expansion — this level of readiness is unmatched.
Just bring your team, laptops, and coffee mugs (if you have your favourites!), and you’re good to go.
Choosing the right office type for your timeline
Choosing the right office type isn’t just about the timeline — it’s about ensuring the space aligns with your business needs and goals. Here are the key factors to weigh:
- Team size and structure: Larger teams often require customisation to create a workspace that enhances productivity, like separate meeting rooms, collaborative zones, and breakout areas. Traditional or managed offices offer the flexibility to accommodate these needs. On the other hand, smaller teams or startups can benefit from the simplicity of serviced offices, which provide just enough space with minimal hassle.
- Budget and financial flexibility: Traditional leases come with significant upfront costs, including deposits, legal fees, and fit-out expenses, but they can be cost-effective over time. If you’re working with a tight or unpredictable budget, managed offices or serviced offices reduce financial strain with lower initial investments and flexible monthly payments. Consider your ability to manage ongoing costs versus upfront investments when deciding.
- Customisation and branding needs: If having a workspace that reflects your brand and culture is critical, a traditional lease or managed office is likely your best bet. These options allow you to design layouts, add branding, and create a space unique to your team. Serviced offices, while convenient, offer limited customisation, which might not suit businesses with strong branding requirements.
- Growth and scalability: Is your team scaling quickly, or are you looking for stability? Serviced offices are ideal for businesses expecting rapid changes, as they offer short-term agreements and easy scalability. Managed offices also provide moderate flexibility with shorter contracts, while traditional leases are better for businesses with steady, predictable growth plans that benefit from long-term commitments.
- Timeline pressure: If you’re under a strict timeline — like needing a space within days — serviced offices are the obvious choice. Managed offices offer a faster solution than traditional leases, but they still require several months for setup. For businesses with ample time, a traditional lease is worth considering for the level of control and personalisation it provides.
- Operational requirements: Think about what your team needs to function daily. Does your business rely heavily on IT infrastructure or unique equipment? Traditional leases allow you to design spaces to meet these requirements. Managed offices often include basic infrastructure, and serviced offices come with everything pre-installed, making them ideal for standard operations but less suited to specialised setups.
- Location and accessibility: Your team’s commute and client accessibility are vital considerations. Serviced offices often offer prime locations in business hubs, while managed offices and traditional leases provide more location flexibility at different price points. Consider how important proximity to key partners, clients, or transport links is to your decision.
Not sure where to start? Check out our Find an Office Guide for tips on narrowing down your options.
If time is on your side, take advantage of site visits to compare spaces and get a feel for what works best for your team.
For faster decisions, serviced office providers often have virtual tours and same-day availability.
Remember, the best choice is the one that aligns with both your immediate and long-term goals.
Taking the time to weigh your options will ensure a smoother transition and a space that truly supports your business.
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Moving offices is a big decision, and the timeline you choose can have a huge impact on your business.
Whether you’re building a fully customised workspace with a traditional lease, balancing speed and flexibility in a managed office, or diving into a plug-and-play serviced office, the right choice depends on your business goals, team needs, and timeline constraints.
At Tally Workspace, we know that finding the perfect space isn’t just about ticking boxes — it’s about aligning your workspace with your vision.
That’s why we’re here to simplify the process.
From helping you navigate complex leases to securing a move-in-ready space within hours, our team of experts will guide you every step of the way.
Not sure where to start? We’ll help you weigh your options, explore locations, and handle the details, so you can focus on what matters most — your business.
Whether you’re planning months ahead or need something sorted by tomorrow, we’re here to make your office move stress-free and efficient.
Get in touch with us today and let the office space experts at Tally Workspace help you find your next workspace.
Your perfect office is just a conversation away.
