Office Rental
– Frequently Asked Questions
When leasing an office space, you should first determine the size suitable for your company’s current and future needs, define your rental budget, preferred location, building standard, and lease term. A key aspect is calculating the total occupancy cost (effective rent, service charges, utilities, parking fees, deposit), as well as fit-out and furnishing costs, and carefully reviewing the lease conditions (e.g. rent-free periods or termination clauses). Leasing office space is a complex and demanding process, usually involving a long-term commitment, so proper preparation is essential.
To prepare a shortlist of office options, we require information such as the required space or number of employees, preferred location and building standard, budget, lease term, move-in date, nature of the company’s operations, and whether the office should be fully finished and furnished or tailored to your individual needs.
The main difference lies in the pricing model. In traditional offices, rent is calculated per square meter of occupied space, whereas serviced offices (also known as flex or coworking offices) are priced per workstation. Serviced offices are a good solution for companies seeking flexibility and a fast move-in without the need for refurbishment, preparation, or space management. They are often available immediately and typically include furnished, private offices with access to shared areas (reception, fully equipped kitchen, dining areas, relaxation zones, meeting rooms). Traditional offices, in contrast, offer greater individuality, which many companies value. They are usually finished according to the new tenant’s preferences (although fitted and ready-to-use options such as subleases also exist) but are typically associated with longer lease terms.
The market offers many finished and even fully furnished offices for lease, as well as premises in shell-and-core condition or requiring renovation. If the existing layout suits the tenant, often only minor refreshing (painting, cleaning, furnishing) is needed before moving in. A large portion of available space requires fit-out—meaning it must first be redesigned and adapted to the new tenant’s needs and then furnished. Typically, the building owner provides a fit-out contribution (fit-out budget), but it usually covers only a standard building specification and is granted for leases of at least five years. Higher-standard finishes and equipment usually require the tenant to co-finance the works.
In addition to traditional offices, serviced offices are also available—ready for immediate occupancy and offered on flexible terms with short lease agreements.
Office rent consists of several components, the main one being the rent for the leased space. In addition, tenants pay service charges related to maintaining common areas of the building and taxes, insurance. Utilities and parking fees are often added. In some cases, financial incentives or fit-out packages may also be included in the price.
To compare offers properly, you should calculate the total occupancy cost (including rent, service charges, and parking fees) and then determine the average monthly commitment. It is important to note that average (effective) rent is not the same as base (headline) rent. Effective rent includes all incentives such as rent-free periods, fit-out contributions, or other benefits granted to the tenant and amortized over the lease term. Therefore, effective rent is lower than base rent and provides a realistic picture of actual costs. Exchange-rate fluctuations and inflation, however, remain unpredictable and may affect payments.
A Stay vs. Go analysis – comparing the cost of remaining in the current location with the cost of relocating – is one of the most important decision-making tools for companies. It allows assessment of total occupancy costs, capital expenditure, potential savings, and the impact of relocation on organizational growth. A professional financial analysis enables management to make relevant, data-driven decisions rather than relying on assumptions. Advisors at BNM – Real Estate Advisory use advanced tools to prepare detailed cost models covering all scenarios.
In Poland, leasing premises (including offices) for business purposes is subject to 23% VAT. The landlord issues an invoice including 23% VAT, and the tenant (company) may deduct it if registered as a VAT payer.
Office rents in Poland are indexed either in EUR or PLN, depending on the building and its ownership. In most office buildings—especially prime Class A properties—rents are quoted in EUR because they are owned mostly by global investors. In such cases, the lease specifies rent in euros, while the tenant may pay either directly in EUR or in PLN converted at the EUR/PLN exchange rate specified in the agreement. PLN-denominated rents are mainly found in buildings owned by Polish entities.
A lease agreement should be carefully reviewed, especially clauses concerning security for proper performance by the tenant, such as a deposit or bank guarantee, as well as a voluntary submission to enforcement statement executed in the form of a notarial deed. Provisions regarding the parties’ obligations and contractual penalties are also important. Attention should also be paid to rent indexation, which affects rent increases in subsequent years, as well as lease term provisions and conditions for early termination. A “break option” clause gives the tenant flexibility but should be clearly defined and fully understood.
An office lease may be terminated early only in exceptional circumstances, depending on the type of agreement and its provisions. For indefinite-term leases, either party may terminate the agreement at any time subject to notice (as specified in the contract or by civil law regulations). In practice, however, fixed-term leases prevail in the office market, often lasting 3, 5, 7, or even 10 years (one- or two-year terms are less common). Such agreements may be terminated only in specific cases provided for in the contract, such as a break option (the right to exit before the lease expiry) or a contraction option (the right to reduce space before lease expiry). The lease may also be terminated by mutual agreement. Another solution is subleasing or assignment of the lease to a new entity assuming the current tenant’s rights and obligations.
Yes, during the leasing and design process, cooperation with an experienced architect from BNM is possible. Support includes both functional concepts and a design tailored to the team’s needs and budget. The architect helps optimize space utilization and adapt it to the building’s technical standards. As a result, the office is well-planned, ergonomic, visually consistent, and ready for operation from day one.
Building a new office space is a complex process requiring experience, coordination, and quality control. The main risks include budget overruns, schedule delays, execution errors, and discrepancies between works and technical design. Companies managing fit-out themselves must ensure proper contractor selection, investor supervision, and cost control. In practice, self-managed fit-outs are usually undertaken only by large organizations with in-house technical departments. In other cases, using a professional fit-out management service is recommended, as it ensures investment security, cost optimization, and compliance with the design.
Fit-out Management is comprehensive management of the office design and fit-out process, commonly referred to as Project Management. It includes budget planning, scheduling, contractor coordination, quality control, and formal supervision. The Fit-out Manager oversees the project from the design stage through delivery of the completed office. Due to the multidisciplinary nature of office projects, this role is crucial for timely and smooth execution. At BNM, Fit-out Management is handled by an interdisciplinary team of experienced specialists.
BNM specializes in comprehensive advisory services in the commercial real estate market, particularly in office leasing. The firm supports both tenants (Tenant Representation) and building owners (Landlord Representation) at every stage of the leasing process—from needs analysis and negotiations to finalization of the agreement. Supporting services include Architect Advisory, Fit-out Management, Legal Advisory, and Capital Markets.
The Landlord Representation team provides comprehensive support to property owners in the commercialization process, leading to faster leasing of vacant space and reduced vacancy rates. The service includes market analysis, development of a commercialization strategy, building positioning, preparation of leasing offers, marketing activities, and active tenant acquisition. A flexible approach allows the strategy to be adapted to current market conditions and target client profiles, shortening commercialization time and improving leasing efficiency. As part of cooperation with owners, we also offer Landlord Representation – Flex, which involves introducing flexible office space into the building’s offer.
Yes. As an advisory agency, we specialize in comprehensive management of relocation processes and lease renegotiations. In both cases, our long-term experience and extensive market knowledge enable us to prepare tailor-made proposals, alternative solutions, and negotiate optimal conditions for clients. Timing is also crucial—the earlier cooperation begins, the more time there is to develop a strategy, analyze company needs, review market options, negotiate terms, and calmly select the best solution.
Working with our agency provides a complete overview of available market offers, ensures security (insurance), and saves time otherwise spent searching online or driving around the city. Our deep knowledge of the office market, including specific buildings, allows us to prepare proposals perfectly tailored to your company’s needs, recommend optimal solutions, negotiate favorable terms, and efficiently manage the entire relocation or renegotiation process. With many years of experience and hundreds of completed projects, we know what to look for both in the premises themselves and in lease conditions.
Yes. Based on needs analysis, client interviews, and site inspections, we prepare an individual cooperation proposal covering office leasing advisory, architectural design, or fit-out project management. Each pricing proposal is tailored to the project’s specifics, scale, and company expectations.
Office relocation is a demanding logistical and organizational process that may affect business continuity. Thanks to experience gained from hundreds of relocation projects, we minimize operational risks and downtime. We handle relocations to office buildings of various classes as well as service premises in Poland’s largest cities, providing comprehensive support—from space selection to launch of the new headquarters.
BNM operates in Poland’s main office markets, including Warsaw, Kraków, Wrocław, Katowice, Poznań, and the Tri-City area, where it has local offices and on-site advisors. We also execute office leasing projects in other locations, particularly for companies expanding multiple branches simultaneously. Projects are conducted locally or in hybrid format, always with dedicated advisors responsible for the process. More complex projects are handled by teams of specialists.
Companies searching for office space receive from us, within a short time, a complete overview of available properties across the entire market, enabling them to choose the optimal solution in terms of cost, location, and standard. BNM has an extensive database of listings, allowing us to offer premises in Class A and B office buildings, typical office properties, and less obvious locations. Throughout the process, clients are supported by an experienced advisor—or, in more advanced cases, by a team of specialists. In addition to finding space, we also provide complementary services such as legal support for lease agreements, office design, and supervision of construction or renovation works. Years of experience, refined procedures, and modern tools enable us to manage processes quickly, smoothly, and safely. Our greatest strengths are transparent cooperation principles and a team of experienced experts.