Starting an office renovation for the first time can feel overwhelming. You’re searching for inspiration, comparing layouts, materials, color schemes—and at the same time, juggling timelines, your team’s needs, and the terms of your lease.
Among all these moving parts, one thing remains central: the budget.
While most companies expect to pay for the lease and construction contract, there are many hidden or overlooked costs that can sneak up and derail your financial plan. If you’re preparing for your first office revamp, here’s what you need to know to avoid costly surprises.
- Reinstatement Costs at Your Current Office
Before you move into your new space, make sure to check your existing lease agreement. Many commercial leases include a reinstatement clause—which means you’ll need to return the space to its original condition before handing it back.
This could include:
- Removing built-in furniture and partitions
- Dismantling lighting, plumbing, and electrical works
- Repainting walls and replacing damaged ceiling tiles or floors
- Managing demolition, debris, and waste disposal
Tip: Reinstatement can be expensive, so get quotes early and include it in your office renovation budget.
- Temporary Workspaces During Renovation
If you’re renovating your current office or moving into a new space that isn’t ready yet, your team will need somewhere to work in the meantime. This could mean:
- Renting a temporary office space
- Letting staff work remotely (and providing tech support)
- Finding storage for equipment, furniture, or files
These costs are often overlooked but can quickly add up—especially if construction is delayed.
- Building Management Submissions & Fees
Most office buildings require renovation permits and documentation to be submitted for review before construction starts. This helps ensure:
- Safety compliance
- Minimal disruption to shared utilities
- Accountability for the contractors and workers on-site
Submission fees vary by building but often include:
- Engineering review of renovation drawings
- Admin or approval charges
- Security deposits
These fees are usually paid by your interior designer or contractor—then passed on to you.
- Contingency for Unforeseen Issues
Even with a solid renovation plan, things can go wrong. Once demolition begins, your team may discover:
- Hidden water damage
- Electrical wiring not up to code
- Faulty plumbing under raised floors
- Structural surprises inside walls or ceilings
That’s why it’s smart to set aside a contingency budget—typically 10–15% of your total renovation cost—to handle these unexpected issues.
- Moving and Set-Up Costs
After your renovation is complete, there are still logistical costs to consider:
- Transporting servers, office furniture, and equipment
- Purchasing new items like monitors, chairs, whiteboards, or shelving
- Installing tech systems, phone lines, and internet
- Restocking office supplies, mugs, and kitchenware
If you’re staying in your current unit and renovating in phases, don’t forget about storage costs for loose items and equipment during the process.
- Final Touches That Add Up
Your construction contract may not include soft items like:
- Art and décor
- Indoor plants
- Branding signage or vinyl wall decals
- Staff amenities like coffee machines or ergonomic accessories
These finishing touches are important to make your office feel complete—and they can account for a significant portion of your post-renovation spend.
Plan Ahead for a Smoother Office Renovation
Office renovations are exciting and can truly transform the way your team works. But they also come with many moving parts—and costs—that aren’t always visible at first glance.
Here’s how to stay in control:
- Read your lease carefully (old and new)
- Work with a reputable design-and-build team
- Get clarity on what’s not included in your contracts
- Set aside a contingency budget
- Plan for moving and set-up expenses
With eyes wide open and a clear plan in place, you’ll be ready to bring your ideal workspace to life—without being caught off guard.
Need Help Budgeting for Your Office Renovation?
We help businesses navigate the renovation process from start to finish—design, approvals, budgeting, and build. Whether you’re moving or upgrading your current space, we can help you avoid common pitfalls and stay on budget.
👉 Let’s talk about your project — book a free consultation with our team.