20 Questions to Ask When Renting Office Space for Your Business

Finding the perfect office is a big step that shapes your company culture and daily work life. You need to make sure the space fits your current needs and your future goals before signing any papers.

Here are 20 questions to help you make the right choice for your team.

1. How long do I need to sign the contract for?

Flexibility is the most important factor for many growing businesses today. You might not want to sign a standard three-year lease if you are unsure how fast your team will grow. It is important to ask if the lease requires a long-term commitment or if there are month-to-month options available. At The Sentry, we know that business plans can change quickly so we offer flexible terms that allow you to scale up or down as needed.

The price listed on a website is often just the base rent and might not tell the whole story. You need to ask for a complete breakdown of what you will pay every single month to avoid nasty surprises later. This total should include rent, service fees, and any taxes like VAT. Knowing the exact “all-in” number allows you to plan your company budget with confidence and precision.

3. Are utility bills included in the rental price?

Electricity and water costs can be very high in Vietnam especially during the hot months when air conditioning runs all day. Some buildings charge for electricity based on usage while others include it in a flat monthly fee. You should clarify this upfront because a variable electricity bill can make your monthly expenses unpredictable. It is usually much easier for administration when these utilities are bundled into the rental package.

4. Is there a deposit required to secure the space?

Almost every landlord will ask for a security deposit to cover potential damages or unpaid rent. You need to ask exactly how much this deposit is and when it is due. It is also smart to ask about the conditions for getting your money back when you eventually move out. This deposit is often equal to two or three months of rent so it is a significant amount of cash to set aside.

5. Can I leave the contract early if plans change?

Business is unpredictable and you might need to leave the space sooner than you expected. You should ask if the agreement includes a “break clause” that allows you to end the contract early. Without this clause you might be stuck paying rent for an empty office for many months. Understanding your exit strategy is just as important as understanding your entry terms.

6. Is the office furniture included with the room?

Buying desks, chairs, and filing cabinets for a whole team is a massive upfront expense. Many modern workspaces and serviced offices come fully furnished with high-quality equipment. You should check if the provided chairs are ergonomic and if there are enough desks for your current staff count. If furniture is included it saves you money and the headache of moving heavy items.

7. How fast and reliable is the internet connection?

Your team simply cannot work effectively if the internet is slow or keeps dropping out. You should ask for specific details about the upload and download speeds to ensure they meet your technical requirements. It is also smart to ask if they have a backup internet line from a different provider in case the main connection fails. A reliable connection is the backbone of any modern digital business.

8. Is there an IT team available to help us?

Technical issues like printer jams or Wi-Fi login errors can stop your work momentum instantly. In a traditional office you have to fix these yourself or wait for an expensive external contractor. You should ask if there is an on-site IT support team that can resolve these daily problems for you immediately. The Sentry provides dedicated IT support to handle these headaches so you can focus entirely on your projects.

9. Is the building accessible twenty-four seven?

In the modern world work does not always happen strictly between nine in the morning and five in the evening. You might have tight deadlines to meet international clients in different time zones. It is vital to confirm that you can enter the building safely late at night or on weekends without issues. You do not want to be locked out of your own office when you have urgent work to finish.

10. How secure is the building for my equipment?

You are likely leaving expensive computers and personal items in the office overnight. You need to ask detailed questions about the security measures in place to protect your assets. Ask if there are security guards on duty, if CCTV cameras cover the entrance, and how the door access system works. Feeling safe in your workspace is a basic requirement that should never be overlooked.

11. How often does the cleaning team come by?

A dusty or messy office looks unprofessional to clients and lowers staff morale. You should ask if daily cleaning services are included in your monthly fee or if you have to arrange it yourself. Find out if the cleaners will empty your trash bins, vacuum the floors, and wipe down the desks regularly. A clean environment helps keep your team healthy and proud of where they work.

12. Can we change the layout or brand the space?

You might want to paint a wall with your brand colors or put your company logo on the front door. Some flexible workspaces allow you to customize your private office while others have strict rules against it. You should ask what kind of modifications are permitted to make the space feel like home. Being able to brand your office helps build a stronger company identity for your team.

13. Does the front desk handle mail and greet guests?

First impressions matter a lot when a client visits your office for a meeting. You should ask if there is a professional reception team to greet your guests and show them to the meeting room. You also need to know if the front desk will accept mail and courier packages on your behalf when you are out. Having a receptionist adds a layer of professionalism to your business without the cost of hiring your own admin staff.

14. What kind of community events do you host?

One of the biggest benefits of a coworking space is the chance to meet other smart people. You should ask if the management organizes weekly happy hours, networking breakfasts, or educational workshops. These events are fantastic opportunities to find new clients, partners, or even friends within the building. A vibrant community can provide support and inspiration that you would not get in a lonely traditional office.

15. Are there private places to take important calls?

Open-plan offices are great for collaboration but they can be terrible for private phone conversations. You should check if the space provides soundproof phone booths where you can take sensitive calls without being overheard. It is very distracting to hear other people talking loudly on the phone while you are trying to work. Access to quiet zones is necessary for maintaining focus and privacy.

16. Do you have spaces for resting or napping?

Working hard for long hours can lead to burnout if you do not take proper breaks. Some forward-thinking offices now offer wellness rooms or nap pods where staff can recharge. The Sentry offers designated areas for rest because we understand that a twenty-minute power nap can significantly boost creativity and energy. Asking about wellness amenities shows that you care about the mental health of your employees.

17. Is there a kitchen or cafe for staff use?

Your team will need a convenient place to make coffee, store their lunch, and take a break from their screens. You should inspect the pantry to see if it is clean, modern, and well-stocked with basics like water and tea. A nice kitchen area serves as a social hub where colleagues can chat and relax during the day. Having food and drink options nearby saves time and keeps everyone fueled.

18. How is the noise level during busy hours?

You need to ensure the environment is not too loud for your team to concentrate. It is a good idea to visit the space during peak hours to hear the noise level for yourself. You want a workspace that balances a lively and energetic atmosphere with enough quiet to get deep work done. If noise is a concern you should ask about the acoustic design and rules regarding noise in open areas.

19. Is there parking for motorbikes and cars?

Commuting in Vietnam usually involves riding a motorbike or driving a car through traffic. You must ask about the parking capacity and the monthly cost for your employees. It is very frustrating for staff to drive around looking for a spot or to park far away from the building. Knowing there is a safe and convenient place to park makes the daily commute much less stressful for everyone.

20. Can we move to a bigger office if we grow?

Your primary goal is to grow your business and hire more people in the future. You should ask if the provider allows you to move easily to a larger office within the same building. This flexibility saves you the massive hassle and cost of changing your business address and moving furniture across town. The best office partner is one that can accommodate your growth at every stage.

Making Your Decision

Choosing where to work is about more than just finding a room with a desk and a chair. It is about finding a supportive environment that aligns with your company culture and helps you succeed. By asking these detailed questions you can avoid hidden problems and find a workspace that feels right.

The Sentry provides more than just office space. We provide a thriving community, top-tier tech support, and a unique focus on wellness that you won’t find anywhere else.

Are you ready to see your new workspace?

Book a tour with us today at The Sentry.