Let’s Talk: When Is the Right Time to Start Looking for Office Space?

Let’s Talk: When Is the Right Time to Start Looking for Office Space?

If your company is considering a move, a renewal, opportunities to reduce costs, or a long-term real estate strategy, one of the most common, and most important, questions is: When should we start looking for office space?

The short answer: Earlier than most tenants expect. For office space, that typically means starting 12–24 months before your lease expires. The timing of your search directly affects your options, negotiating power, and ultimately the cost and quality of the space you secure.

Signs It’s Time to Start Looking

Even if your lease is not expiring soon, these triggers may signal it’s time to explore options:

• Your space no longer fits your headcount, operations, or workflow
• You are paying above-market rent or unfavorable operating expenses
• You are having issues with the current building operations/management
• Your lease includes (or lacks) lease options to take advantage of
• You want to take advantage of tenant-favorable market conditions

Recognizing these signals early allows you to evaluate your options before timing becomes a constraint.

Why Earlier is Better: Strategic Real Estate Planning in Action

Starting early isn’t just about having more options—it gives you time to plan strategically. At Cresa, that planning happens through our consultative approach, designed to help tenants make proactive, informed, data-driven decisions.

When you begin the process early, that time is used to:

• Assess your current situation – Review lease terms/options, occupancy costs, space utilization, and expiration timing to identify risks, opportunities, and leverage points.
• Align real estate with business strategy – Incorporate growth plans, workforce strategy, operational needs, and financial goals so your space supports where the business is going.
• Analyze market conditions – Evaluate availability, rental rates, TI allowances, concessions, and landlord behavior to determine negotiating power.
• Compare real estate scenarios – Develop and analyze renewal, relocation, consolidation, expansion, or restructuring options to understand cost, flexibility, and long-term impact.
• Plan negotiation and execution – Establish timelines that maximize leverage, encourage landlord competition, and coordinate design, construction, approvals, and move-in timing.

Having more lead time allows each step to be completed thoughtfully, giving tenants flexibility and a wider range of strategic options. Without sufficient time, opportunities for the strongest outcomes may be limited.

How Far in Advance Should You Start Your Search?

Tenants should always begin looking for office space well before their lease expires, though exact timing depends on building quality and business needs.12-24 months allows time to assess market conditions, evaluate build-out needs, negotiate concessions, and coordinate move-in schedules.

Turn Market Insight Into Advantage With Cresa

Cresa exclusively represents occupiers. Unlike brokers who also represent landlords, our conflict-free structure allows us to focus entirely on your interests, not those of landlords. We leverage this position to generate landlord competition, evaluate your current lease, analyze market conditions, and benchmark rents and concessions—all to maximize value for your business.

Thinking about your next move? Connect with Cresa to explore your timeline, assess the market, and put yourself in the strongest possible position before decisions become urgent.

Let’s Talk: When Is the Right Time to Start Looking for Industrial Space?

Like office space, an industrial real estate search should begin well before you intend to occupy the space. In most cases, tenants should plan to start 18-36 months in advance.

Industrial searches often require additional lead time due to specialized features, zoning considerations, loading requirements, or geographic constraints. Availability can also be tighter in certain submarkets, and new development or build-to-suit options typically involve longer timelines.

Many of the signals that it’s time to start looking are similar to those for office space, but industrial users should also consider whether their current space adequately supports parking, loading, ceiling height, power, and infrastructure needs. Starting early provides the flexibility to evaluate options thoroughly and secure space that supports both current operations and long-term growth.