Free Office Space Rental Agreement Template for UK Businesses

Why an Office Space Rental Agreement Matters

Whether you are renting a dedicated desk, a private office, or a flexible co-working membership, a written agreement sets out the terms that keep the arrangement professional and dispute-free. For therapists, coaches, consultants, and small business owners who use office space for client-facing work, the agreement also needs to address confidentiality, data protection, and professional standards that a generic office lease may overlook.

This guide covers everything you need in a UK office space rental agreement — and you can download our free template at the bottom of the page.

Types of Office Rental Arrangements

Before drafting an agreement, identify which type of arrangement you have:

Serviced Office / Co-working Membership

A monthly membership giving access to shared desks, meeting rooms, and communal facilities. Usually a licence, not a lease. Agreements tend to be short (1–3 pages) and focus on house rules, fair use, and notice periods.

Dedicated Desk

A reserved workstation within a shared office. Still typically a licence, but with more specific terms around equipment storage, access hours, and desk personalisation.

Private Office (Licence)

A lockable, self-contained room within a larger building. The provider retains overall control. Agreements are longer (5–10 pages) and cover service charges, utilities, and maintenance responsibilities in detail.

Private Office (Lease)

A commercial lease under the Landlord and Tenant Act 1954. Grants exclusive possession and security of tenure. Typically for 3–10 year terms with rent reviews. Requires solicitor involvement. This template is not suitable for commercial leases — it is designed for licence arrangements only.

Essential Clauses for an Office Licence Agreement

1. Parties

Full legal names of the provider and the occupier. If either party is a limited company, use the registered company name and number.

2. The Space and Shared Facilities

Describe the exact space (e.g. “Office 12, Second Floor, with approximately 14 square metres of floor area”). List shared facilities included: kitchen, breakout area, meeting rooms, bike storage, showers, post handling.

3. Term and Renewal

Specify the start date, the initial term (e.g. 6 months), and what happens after — does it roll month-to-month, or must both parties agree a renewal? If there is a probation period, state it clearly.

4. Fees and Service Charges

Break down what the monthly fee includes and excludes:

• Included: Rent, business rates, building insurance, water, electricity, heating, cleaning of communal areas, Wi-Fi
• Excluded: Printing/copying beyond a threshold, phone line, dedicated broadband, parking permits, meeting room hours beyond allocation

State when invoices are issued, payment terms, and the deposit amount (typically 1–2 months’ fees).

5. Access, Security, and Opening Hours

Is the building accessible 24/7, or only during business hours? How are keys, fobs, or access codes issued and returned? What is the procedure for out-of-hours access requests?

6. Use of the Space

Permitted use (e.g. “professional counselling services, administrative office work, and associated client consultations”). Restrictions on noise, hazardous materials, cooking, pets, or any use that might invalidate the building’s insurance.

7. Client-Facing Use: Special Considerations

If you see clients in your office — as therapists, coaches, consultants, or healthcare professionals do — add:

• Confidentiality: Confirm the room is sufficiently soundproofed for private conversations. Specify whether white noise machines are permitted or provided.
• Waiting Area: Clarify where your clients should wait and whether the provider will greet or direct them.
• DBS and Professional Registration: The provider may require proof of DBS clearance and membership of a professional body (BACP, UKCP, HCPC, etc.).
• Data Protection: Specify where and how client records may be stored on the premises.
• Safeguarding: If you work with children or vulnerable adults, ensure the provider is aware and has appropriate safeguarding policies.

8. Insurance

The occupier should hold:

• Public liability insurance (minimum £2 million cover recommended)
• Professional indemnity insurance (if providing professional services)
• Contents insurance for their own equipment

The provider should confirm they hold buildings insurance and public liability for common areas.

9. Maintenance and Repairs

Who is responsible for what:

• Provider: Structural repairs, plumbing, electrical wiring, heating systems, communal areas, exterior
• Occupier: Day-to-day cleanliness of their own space, reporting maintenance issues promptly, not causing damage beyond fair wear and tear

10. Termination

Notice period (typically 1–3 months for serviced offices, 1 month for co-working). Grounds for immediate termination: non-payment after a cure period, illegal activity, breach of insurance, serious or repeated breach of house rules. What happens to post, deposits, and any equipment left behind.

UK-Specific Considerations

Business Rates

In serviced offices and co-working spaces, the provider typically pays business rates and the cost is included in your monthly fee. If you lease a self-contained office, you may be separately liable for business rates — check whether Small Business Rates Relief applies.

VAT

Office rent is generally exempt from VAT, but serviced office providers often add VAT to the service element of the fee. Your agreement should state whether fees are VAT-inclusive or exclusive.

Planning Permission

Using a commercial office for therapy or healthcare services may constitute a change of use under the Town and Country Planning (Use Classes) Order. Most standard offices fall within Class E (commercial, business, and service), which covers both general office use and “the provision of medical or health services.” However, if the premises were previously used for something else or if your use is particularly intensive, check with the local planning authority.

Download the Free Office Space Rental Agreement Template

Our template is designed for licence arrangements — serviced offices, co-working desks, and dedicated offices within shared buildings. It covers all the clauses discussed above and is written in plain English. Review with a solicitor before signing, especially if your arrangement involves a longer term or higher value.

Last reviewed: June 2026. This template provides a starting point for discussion and is not a substitute for legal advice tailored to your circumstances.