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You should call now and get the process started. From initial search to move-in can take 4-6 months. Small spaces and those leased on an as-is basis can be occupied much faster but you need to give yourself plenty of extra time.
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    Send a Property Enquiry Request Form
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    Click the Property Enquiry button and send us your basic search requirements so we can get the process started right away. We will typically contact you within the hour during the business day. If you prefer, feel free to give us a call by 2854 2856.
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    Determine Your Ideal Space
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    Via the phone we will interview you about what your perfect office would look like. Together we will discuss your ideal size, configuration, location, building quality, parking needs, budget and future growth projections. This will help us conduct a custom search for you.
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    We Locate the Best Options
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    Your office specialist will use your criteria to identify the best properties. PrimeOffice generates a custom market survey within 24 hours including pictures, addresses, rates and floor plans.
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    Tour Office Spaces
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    After you receive your market survey, together we will consider the options and choose the most desirable properties—down to a target 5-10. Your agent will do all the legwork and set up an office tour for you to see the spaces in person. We will be your consultant on the tour, asking the questions you need answers to: What is the parking ratio? How much is after hours A/C? What are the building hours of operation?
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    Request Lease Proposals
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    After we identify the best 2-3 properties, your agent will submit a request for proposal (RFP) to each of the landlords. This will help the property owners tailor their lease proposal to your size, term, and build-out requirements.
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    Compare Proposals
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    With lease proposals in hand, your consultant can make an Apples-to-Apples comparison and show you how each office space will affect your bottom line.
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    Negotiate the Business Terms
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    Your negotiator will submit a Letter of Offer on your behalf with more favourable terms to your top two choices. The landlord will respond with a revised lease proposal. This negotiation exchange may happen several times until an agreement is reached.
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    Finalise the Contract
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    After you have agreed to and signed the revised lease proposal, the landlord will produce the first draft of the lease for your review. We strongly encourage you to use the council of your attorney and your office broker to sift through the legal terminology. It is important to coach your lawyer to work with the landlord to come to a mutually beneficial agreement, since the lease document will be the basis of your relationship with the landlord for years to come.
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    Prepare to Occupy
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    With a lease signed and finalised, we will need to approve the final build-out plan for construction, choose paint and carpet, schedule movers, install wiring and purchase furniture. Your agent should be able to save you time by recommending the most professional vendors for your needs. It is a good idea to put these steps into motion while you are finalising the contract to make sure you can move in on schedule.
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    Negotiating Without Professional Representation
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    If you negotiate for yourself, it is very likely that you will leave money on the table. With PrimeOffice at your side, your agent will know the best deals being made in the market and will negotiate with the owner for every possible concession. The expert knowledge of a third party negotiator gives you powerful leverage to get the best deal.
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    Underestimating the Time Required to Lease Space
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    Every week we receive calls from people who need to move within 30 days. Although possible, it can be difficult and more costly. Relocating a business and signing a lease most often involves a very time-consuming process. We encourage our clients to start working with us at least three to six months in advance of a desired move.
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    Working Directly with Building Agents
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    Building leasing agents have a legal obligation to represent the owner’s interests at all times. They will not volunteer negative information about the property they are representing or tell you that the owner will accept a lower rental rate. The owner has an expert on their side protecting their interests – who is on your side?
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    Underestimating the Complexity of the Leasing Process
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    Although leasing office space may not be brain surgery, it is a detailed, time-consuming process. It can be very stressful to run a business while trying to negotiate a lease and move at the same time. Allow plenty of time for each step of the process and get expert help. Handling all the leasing details is what brokers do best.
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    Paying the Sticker Price
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    All business terms in a lease are negotiable. Most landlords set their initial lease terms in much the same way that car dealers set automobile prices – higher than they believe their customers (in our case, tenants) are willing to accept. After receiving a Lease Proposal from a landlord, we make a counter offer to negotiate for better terms. In your letter of intent we can suggest a lower price, higher Tenant Improvement Allowance and free rent periods. Our office leasing specialists know exactly what to offer to arrive at the best deal possible.
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    Pretending to be a Lawyer
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    Reviewing your own lease is like playing American Football without pads or a helmet. Unless you are a lawyer or a commercial real estate agent, you need help sifting through the lease and protecting your interests. The owner’s lawyer has drafted 30 pages of 8-point type to make sure that the owner is protected at all costs! It is the job of your attorney and broker to point out potentially serious problems with the contract.
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    Rate
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    Price is often focused on as the way you determine if you are getting a ‘’good deal’’ but the overall occupancy cost is the more important. The ‘’effective rental rate’’ is the number that you should use when comparing lease proposals. Your effective rate is the figure you get after factoring in free rent and other cash concessions. Example: 1 month free and then 23 paid months at $18 per SF = $18 X (23/24) = $17.25 Effective Rate.
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    Rent Free
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    Rent Free is a very important part of the occupancy cost that can lower the effective lease rate for the tenant but still leave a ‘’higher’’ lease rate for the landlord when they go to sell the building. Free rent also allows tenants to use the cash they would normally spend on rent to pay for movers, wiring and furniture. Free rent is typically given on the front end of the lease and is in addition to the agreed lease term. Example: 3 year lease with 2 free months = 38 months of occupancy.
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    Term
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    The length of your lease determines how aggressive a deal your broker can negotiate for you. Short term leases of 1-3 years expire so fast that another vacancy and lost income is just around the corner for the owner— not very attractive. Long term leases of 4-10 years equals low vacancy and high profits for the landlord. The costs incurred by the landlord with each new lease signed (legal fees, tenant finish-out and brokerage fees) must also be amortised over the term of the lease. Landlords are willing to invest more in your tenant improvements if they can justify the up front cost with a long term rental income stream.
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    Tenant Finish-out
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    The more money you ask the landlord to spend getting your space ready for your lease, the less flexible they will be on rate. New paint, carpet and walls might seem like a benefit to the landlord too but it is really just seen as an expense. By the time your lease is up the space will need to be updated again from wear and tear and different preferences of the next tenant. You can negotiate better lease rates if you can find a space that substantially meets your needs as-is. The cost savings to the landlord can be realised in a lower negotiated rental rate.
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    Move-in Date
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    The sooner you can move in, the better. Vacant space is lost income for the landlord. Everyday a space sits vacant is cash down the drain. If a quick move is possible, it is easier for your broker to negotiate free rent and other concessions for you. If you try to negotiate for an occupancy date too many months in the future you will lose substantial negotiation leverage. A landlord asked to ‘’hold’’ a space off the market waiting for your occupancy would lose months of rent and much of the desire to bargain with you. Timing of lease negotiations is critical.
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    Financial Strength
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    Financial strength or ‘’credit’’ is VERY important to landlords. Tenants are required to furnish their financials for review (Balance Sheet and Profit & Loss statements). Many businesses are setup as limited liability corporations which can easily run out of money and declare bankruptcy. A personal guarantee from a financially dependable principal or a substantial deposit is often required if the corporate financial strength doesn’t satisfy the owner’s requirements. Landlord’s are looking to lease to profitable companies with a track record of success and stability. The most financially viable companies have the greatest negotiating leverage with landlords.
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    Area Definition
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    There are only limited regulations governing the quoted area of leased premises in Hong Kong and tenants should take care in confirming the net areas. The following plan and notes provide commonly used area basis:
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    Gross Floor Area
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    Gross Floor Area shall include all areas contained within the external walls at each floor level and the whole thickness of the external walls.

    In general, mechanical and electrical services rooms, refuse chambers and rooms, water tanks, car parking floors and all lifts and staircases passing through these floors shall be excluded from the Gross Floor Area calculation.
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    Lettable Area
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    Lettable Area of whole floor shall include toilets and lift lobbies but exclude common areas such as lift shafts, stairs, plant rooms and smoke lobbies.
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    Net Area
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    The net useable area and columns up to the external window face.
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    Net Useable/Carpetable Area
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    The net useable or carpetable area within the premises.
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    Square feet / Square Meter
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    The square feet (abbreviated ft2 or sq ft) is an imperial unit and U.S. customary unit (non-SI, non-metric) of area, used mainly in the United States, Canada, United Kingdom, Hong Kong. 1 sq.ft. = 0.09290304 sq.m.。

    The basis for measurement can vary greatly and we recommend that the net areas should be confirmed by tenants’ contractors.
It’s important for you to plan for your successful moving day. PrimeOffice.com provides a moving checklist to ensure you stay on top of your to-do list.