Commercial Office Fit-Out Checklist

A commercial office fit out is a big investment. It also shapes how your team works every day. So, before you start stripping out walls or ordering furniture, you need a clear plan.

That is why a practical checklist matters. It keeps your programme on track, protects your budget, and reduces risk. Moreover, it helps you make better decisions at each stage of the project.

1) Set your vision and define success

First, agree what “success” looks like for this commercial office fit out. Do you need more collaboration, better focus space, or improved client experience? Also, consider culture, brand, and wellbeing from the start.
Next, capture your requirements in a short written brief. Include:

Headcount now, and your expected growth
How hybrid working affects desk numbers and meeting space
Key departments and adjacencies that must sit close together
Storage needs, including secure storage
A list of non-negotiables, plus your nice-to-haves

Then, nominate a decision-maker internally. This speeds up approvals and avoids delays later.

2) Confirm the building facts early

Before design begins, gather the essentials. Otherwise, you risk designing something the building cannot support.
At this stage, check:

Lease obligations, dilapidations, and any reinstatement requirements
Landlord or managing agent approvals and timescales
Existing condition, constraints, and any base-build limitations
Access routes, delivery restrictions, and working hours

Also, confirm your target move-in date. Then work backwards to create a realistic programme.

3) Build a budget you can actually manage

A commercial office fit out budget is more than construction. So, plan for the full picture.
Include allowances for:

Professional fees (design, project management, specialist consultants)
Surveys and investigations
Mechanical, electrical and plumbing works
Furniture, fittings and equipment
IT, AV, security and access control
Fees for approvals, permits, and inspections
Moving costs and any temporary working arrangements

Importantly, add a contingency. Even with good planning, change happens.

4) Line up compliance, safety, and responsibilities

Compliance is not optional. Therefore, identify early what applies to your project.
In the UK, common considerations include:

Building Regulations requirements
Fire safety and means of escape
Accessibility and inclusive design
CDM duties and construction phase planning
Asbestos responsibilities in older buildings
Ventilation, overheating risk, and indoor air quality

Next, decide who is responsible for what. Clear roles reduce risk and keep decisions quick.

5) Complete the right surveys and due diligence

Now you can reduce uncertainty. In addition, surveys prevent costly redesign later.
Common surveys include:

Measured survey
MEP capacity and condition checks
Data and comms review
Fire strategy review
Asbestos survey, if required
Acoustic assessment, where relevant

Then, use the findings to shape your layout and specification. This makes the design practical, not just attractive.

6) Create a space plan that supports how you work

Once the facts are known, you can plan the space properly. Start with zoning, flow, and daily behaviours.
Consider:

A balance of collaboration space and quiet focus areas
Meeting room mix, including small rooms for calls
Reception and visitor experience
Breakout, kitchen, and welfare areas
Storage and print points that do not disrupt desks
Inclusive design, including varied seating and settings

Also, plan for acoustics and lighting early. These details affect comfort and productivity.

7) Lock the design, then control change

Design development is where many projects drift. However, a clear sign-off process keeps things moving.
Before procurement, ensure you have:

Final layout and furniture plan
Finishes and key material selections
Lighting concept and power strategy
Mechanical and electrical design aligned to the layout
A clear scope of works and inclusions

Then, agree a change control process. If changes are needed, document them, price them, and approve them fast.

8) Plan procurement and lead times

Next, move into ordering and scheduling. Lead times can make or break a move-in date.
Create a procurement plan for:

Furniture and joinery
Flooring and specialist finishes
IT, AV and network equipment
Access control, alarms and CCTV
Feature lighting and any bespoke items

Also, set clear delivery dates and storage arrangements. This avoids site congestion and damaged items.

9) Manage delivery on site with quality checks

During construction, keep communication tight. Daily coordination prevents small issues becoming big delays.
A strong delivery plan should include:

Health and safety checks and site rules
Regular progress reporting against the programme
Quality inspections and sample sign-offs
Snagging planned in stages, not just at the end

Finally, protect time for commissioning. Systems need testing before people move in.

10) Complete handover and support the first weeks

Handover should be a process, not a single day. So, plan it properly.
Your handover checklist should include:

O&M manuals and as-built information
Warranties, certificates, and compliance documents
User training for meeting room tech and building systems
A final snag list, with dates for completion

Then, complete a short post-occupancy review after move-in. Feedback helps fine-tune the space and improve future decisions.

Contact ADT Workplace

If you are planning a commercial office fit out, our team can help you move forward with confidence. We support businesses from early briefing and budgeting through to design, delivery and handover.

So, if you would like to discuss your workspace plans, speak to ADT Workplace today. We will book an initial call and outline the next steps.