What is included in a rental contract when renting office space?

An office lease agreement contains all important arrangements between you as tenant and the landlord. It regulates practical matters such as rent, notice period and maintenance tasks, but also legal aspects such as liability and use of the space. By knowing exactly what’s included, you prevent unpleasant surprises and can better negotiate the terms.

In this article we discuss the most important components of an office lease agreement, so you’re well prepared before you sign.

What exactly is included in a lease agreement for office space?

An office lease agreement typically contains the rent, contract duration, notice period, maintenance tasks, use of common areas and liability arrangements. Additionally, there are specific provisions about service costs, parking spaces and any restrictions on the use of the office space.

The most important components you’ll always encounter are:

Space identification: Exact description, address and surface area of your office
Rent and payment terms: Monthly amount, indexation and when you must pay
Contract duration: Start and end date, whether it’s a temporary or ongoing contract
Notice period: How far in advance you must give notice
Service costs: What is and isn’t included (cleaning, heating, internet)
Maintenance and repairs: Who is responsible for what
Use of common areas: Access to meeting rooms, kitchen and parking spaces

Pay close attention to the fine print about changes in service costs and any penalties for late payment. These can add up significantly if you don’t watch out for them.

What costs are included in an office lease agreement?

Besides the basic rent, there are usually service costs, parking costs, a security deposit and any one-time costs, such as registration fees, in the contract. With serviced offices, many of these costs are already included in one monthly price.

The cost structure usually looks like this:

Basic rent: The amount for the office space itself
Service costs: Cleaning, heating, security, reception
Utilities: Gas, water, electricity (sometimes calculated separately)
Parking space: Often between €50 and €150 per month per space
Security deposit: Usually 1 to 3 months’ rent
One-time costs: Registration fee, key deposit, administrative costs

Always ask for a complete overview of all costs before you sign. Some landlords calculate additional costs afterwards that weren’t clearly stated. With an all-inclusive formula, you know exactly what to expect.

What’s the difference between a temporary and ongoing lease agreement?

A temporary lease agreement has a fixed end date and terminates automatically, while an ongoing contract has no end date and can only be terminated through notice. Temporary contracts offer more certainty about the end date, but less flexibility for extension.

The main differences:

Temporary contract:

Fixed end date (for example 2 years)
Terminates automatically; no notice required
More difficult to terminate early
Often lower rent

Ongoing contract:

No end date; continues until notice is given
More flexibility when your business grows or shrinks
Termination with contractual notice period (usually 3 to 6 months)
Often a slightly higher monthly price for the extra flexibility

For growing businesses, an ongoing contract is usually more convenient, because you’re not tied to a fixed period and can scale up when necessary.

How can you terminate an office lease agreement?

You can terminate an office lease agreement by sending written notice within the contractual notice period. This period is always stated in the contract and is usually 1 to 6 months. Make sure you follow the correct procedure to avoid legal problems.

The steps for termination:

Check the notice period: Stated in your contract, usually 3 to 6 months
Calculate the date: Count back the notice period from your desired end date
Send a registered letter: Written notice is mandatory
Include all details: Contract number, end date, reason for termination
Keep proof: Receipt confirmation of the registered mail

With temporary contracts, you usually don’t need to give notice; they terminate automatically. Always check this in your contract to be sure. Some contracts have an automatic renewal clause.

What obligations do you have as a tenant of office space?

As a tenant of office space, you’re obligated to pay rent on time, maintain the space properly, follow house rules and use the space only for the agreed purposes. When leaving, you must deliver the space in good condition.

Your main obligations are:

Timely payment: Rent and service costs before the agreed date
Careful use: Preventing damage to the space and inventory
Maintenance: Minor repairs and daily maintenance (often specified in the contract)
Following house rules: Opening hours, noise standards, use of common areas
Insurance: Often required to take out business liability insurance
Use according to designation: Only office activities, no production or storage
Delivery in good condition: When leaving, leave the space clean and without damage

Read the house rules carefully before you sign. Some business centers have strict rules about visitor registration, kitchen use or working hours that may not suit your business operations.

How Kronenburg Offices helps with transparent lease agreements

At Kronenburg Offices, you get a clear, understandable lease agreement without hidden costs or complicated clauses. We believe in transparency and no-nonsense agreements that are clear for both parties.

What we do differently:

All-inclusive pricing: One monthly price for everything – no surprises afterwards
Flexible contracts: Ongoing from 12 months, terminable with 3 months’ notice
Personal explanation: The owner personally reviews the contract with you
Fair terms: No unreasonable penalties or hidden costs
Quick processing: From viewing to contract often arranged within a week

Want to know how we approach office rental differently? Read more about our approach or schedule a viewing directly to experience the transparent approach yourself.