A practical step-by-step guide to help you plan, negotiate and renew your office lease with confidence.
By Making Moves London
January 3, 2026
Here at Making Moves, we understand that renewing an office lease isn’t just an administrative box ticking exercise, it’s a strategic business decision that can greatly impact the growth and efficiency of your company. That’s why we’ve come up with the ultimate office lease renewal checklist so you can plan your next renewal with ease.
If you are 6 to 12 months away from expiry, now is the perfect time to plan. It doesn’t matter if you want to stay and optimise your current space or explore a new location that better fits your business moving forward; this lease renewal checklist will help you and your team make confident, commercial lease renewal decisions.
A commercial lease renewal is the formal process where a tenant and landlord agree how the tenancy will continue when the current term ends.
A commercial lease renewal is different from a simple lease extension, which typically adds extra time on to the existing contract, and a new lease, which replaces the previous agreement with brand new terms.
Knowing the distinction helps you choose the right route for your business.
| Term | What it means | When to use it |
| Lease Renewal | A fresh agreement for the same premises, often with updated rent and terms | When you want continuity but with room to renegotiate |
| Lease Extension | Adds extra time onto the existing lease without rewriting it | When you need short-term flexibility or a simple extension |
| New Lease | Entirely new lease contract, often on different terms | When you want major changes or longer certainty |
Security of tenure is a key concept to check early on. Protected leases give tenants statutory rights to request renewal, while unprotected leases do not, which changes the leverage in negotiations. Commercial lease renewals often involve fresh rent discussions, updated clauses on repair and alterations, and new break clauses or flexibility measures.
| Lease Type | Key features | Implications for tenants |
| Protected lease | Covered by the Landlord and Tenant Act 1954. Tenants have the right to request renewal. | Provides certainty and leverage in negotiations |
| Unprotected lease | Not covered by the Act. Landlords can refuse renewal without reason. | Less certainty; renewal relies on landlord agreement |
Deciding whether to renew or relocate should be driven by commercial factors. Renew when the location, cost and layout continue to support productivity and talent retention. Consider relocation when growth, hybrid working, or cost optimisation mean another space would deliver measurable business benefits. In all cases, expert guidance reduces risk and uncovers opportunity.
The lease renewal process should begin well in advance. Having a structured timeline ensures you have enough time for negotiations, assessments, and potential relocation if renewal isn’t the right fit.
Begin with a strategic review. This is the time to map projected headcount, evaluate hybrid working patterns, and set clear objectives for your next lease term. Use this window to gather internal stakeholder views, commission early workplace studies, and start high level market scanning. An 18 month lead gives you time to weigh up commercial lease renewal versus relocation without pressure.
At the 12 month mark, start the formal lease renewal process. Engage property and legal advisors, prepare a lease renewal checklist, and begin benchmarking rents and service charges. If your lease is protected, confirm statutory timelines. If you are considering a new space, start shortlisting options and testing availability in your preferred areas.
This is the negotiation phase. Serve or respond to any formal notices required by your lease, and open commercial discussions with your landlord. Use evidence from market comparables and workplace planning to support your position. Negotiate rent, break clauses, service charge caps, repair liabilities, and any landlord works that might be required.
By three months out, aim to have agreed heads of terms and to be working through contract drafting and legal review. If relocation is necessary, this window is for logistical planning, fit out procurement and change management. If you are staying, prepare dilapidations strategy and practical handover plans so the transition is smooth.
Test the office against a structured business assessment. Key checks include:
Add sustainability and wellbeing metrics, such as ventilation, daylight and cycle storage, which are increasingly important to talent.
Manifest-style tenant planning emphasises customised checklists because every business is different. Run scenario planning for best-case and worst-case growth, and model the financial impact of different occupancy levels. This evidence will inform whether a commercial lease renewal is the right commercial choice or whether a move to a more suitable space will deliver better long-term outcomes.
A careful lease review is essential to avoid unwelcome surprises during the lease renewal process. Use this part of the lease renewal checklist to document obligations, costs and renewal mechanics before you enter negotiations.
Read the clauses that set out repairing liability, service charge apportionment, insurance obligations, and any landlord-permitted alterations. Note deadlines and notice periods, and identify whether you have obligations on reinstatement or dilapidations when you leave. Also check for any unusual covenants or schedules that could create additional cost or compliance work.
Calculate the total cost of occupation beyond headline rent. Include service charges, building insurance, utilities, business rates and any capital works required in the short term. Compare these totals to market comparables for similar office lease renewals in your area. Look at incentives, rent free periods, and who pays for fit out or landlord works. A clear cost picture helps you decide whether renewing is the best commercial outcome.
Common pitfalls and how to avoid them:
“The most important step in any lease renewal is to start planning early. Giving yourself plenty of time allows you to review business needs, benchmark costs, and negotiate favourable terms. The earlier you prepare, the more options you’ll have and the better positioned you’ll be to secure a lease that supports your long‑term goals.”
Callum Lee, Property Advisor at Making Moves
Office lease renewals are commercial opportunities as much as contractual ones. With the right preparation, a renewal can deliver better terms, improved workplace performance, and a platform for future growth.
If you are planning commercial lease renewals in the next 6 to 12 months, Making Moves can help you with strategy, market negotiation and practical implementation across London. Get in touch to start your lease renewal checklist today.
