End of Lease Office Clearance

Your lease is ending. The clock is ticking. You need the office cleared, the space returned to the condition your lease requires, and everything documented so you get your deposit back. We've handled hundreds of lease-end clearances — here's what's involved and how we make it straightforward.

Understanding Your Lease Obligations

Before you clear anything, you need to understand exactly what your lease requires. Not all leases are the same, and what you're obligated to do at lease end depends on the specific terms:

• Schedule of Condition — if your lease included a Schedule of Condition (a photographic and written record of the premises at the start of your tenancy), you typically only need to return the space to that condition. This can save you significant money, as you're not responsible for pre-existing wear or issues
• Full repairing and insuring (FRI) lease — without a Schedule of Condition, most FRI leases require you to return the premises in a state of full repair, often including a strip back to Cat A condition. This is the most expensive scenario
• Yield-up clause — your lease will specify what must be removed (tenant alterations, signage, IT installations) and what must be left (landlord fixtures). Read this carefully — removing landlord fixtures is as much a breach as leaving tenant items behind

Our recommendation: have your lease reviewed by a building surveyor who specialises in dilapidations before you do anything. The cost (typically £500–£2,000 for the initial review) is easily offset by avoiding unnecessary works or defending against inflated claims.

Dilapidations Explained

Dilapidations are the breaches of your lease covenants relating to the condition of the premises. In practice, here's how the process typically works:

1. Interim schedule — your landlord may serve this during the lease, listing repairs needed. This is a warning shot, not a final demand
2. Terminal schedule — served at or after lease end, this lists all the works the landlord wants done. It's typically prepared by the landlord's surveyor and includes costings at market rates (or above)
3. Negotiation — you (or your surveyor) review the schedule, challenge items that aren't your responsibility, and negotiate the scope and cost
4. Settlement — you either complete the works yourself (usually cheaper) or agree a financial settlement (a lump sum payment to the landlord in lieu of works)

Schedule of Condition vs Schedule of Dilapidations

These are often confused but serve different purposes:

• Schedule of Condition — created at the start of your lease. A photographic record of the premises' condition when you moved in. This is your protection — it caps your liability to restoring the space to this condition, not to a "brand new" standard
• Schedule of Dilapidations — created at the end of your lease (or shortly before). A list of works the landlord says are needed. This is the landlord's claim — it's negotiable, and often includes items that go beyond your actual obligations

If you don't have a Schedule of Condition from when you moved in, your negotiating position is weaker. This is a lesson for future leases — always insist on one.

What "Making Good" Means

"Making good" is the catch-all term for returning the premises to an acceptable condition. In practice, it covers:

• Clearing all contents — furniture, equipment, files, rubbish. Nothing tenant-owned should remain. See our office clearance service
• Removing tenant alterations — partitions, additional wiring, supplementary AC units, kitchen installations. See our strip out service
• Repairs — filling holes, patching plaster, replacing damaged ceiling tiles, fixing scuffed or marked walls
• Redecoration — repainting walls and woodwork. The standard required depends on your lease terms
• Carpet replacement — if carpet tiles are significantly worn or stained. Minor wear is usually considered fair wear and tear
• Cleaning — at minimum a thorough clean; many leases specify a "professional clean" or "deep clean"

Deposit Protection and Recovery

Your deposit (typically 3–12 months' rent) is at stake. Here's how to protect it:

• Understand the terms — your lease specifies the conditions for deposit return. Read them before your final quarter
• Document everything — photograph the premises before and after clearance. Keep all waste transfer notes, destruction certificates and contractor invoices
• Complete works before handover — doing the work yourself is almost always cheaper than letting the landlord arrange it and deduct from your deposit
• Joint inspection — arrange a walk-through with the landlord or their agent before formal handover. Address any issues on the spot rather than after you've returned the keys
• Written sign-off — get the landlord to confirm in writing that the premises are acceptable. Without this, disputes can drag on for months

Landlord Handover Checklist

Before handing back the keys, make sure you've covered:

• All furniture and equipment removed (including storage rooms, server rooms, kitchens)
• All tenant alterations removed (or agreed in writing to remain)
• All holes filled and surfaces made good
• Walls repainted where required by the lease
• Carpet tiles replaced where damaged beyond fair wear and tear
• Professional clean completed
• IT and telecom connections decommissioned
• All keys, fobs and access cards returned
• Utility meter readings taken and recorded
• Post redirected
• Building management notified
• Photographic record taken (date-stamped)
• All waste documentation filed (Duty of Care notes, destruction certificates)

When to Start

The biggest mistake businesses make with lease-end clearances is leaving it too late. Here's a realistic timeline:

What Happens If You Don't Clear on Time

The consequences of not clearing your office before the lease ends can be severe:

• Landlord-arranged clearance — the landlord will hire contractors and charge you. Their rates are typically 50–100% above what you'd pay directly, plus a management fee
• Deposit forfeiture — your deposit is used to cover the landlord's costs, often leaving nothing to recover
• Holding over rent — if items remain after lease expiry, you may be liable for additional rent at the full rate (or even double rent under some lease terms) until the space is cleared
• Lost letting income — if the landlord can't re-let the space because of your remaining items, you could be liable for their lost rental income
• Legal costs — disputes over dilapidations and clearance can escalate to court. Legal costs add up quickly on both sides

The cost of doing it properly and on time is a fraction of these consequences. Start early and get professional help.

Frequently Asked Questions

When should I start planning my end of lease clearance?

Start at least 3–6 months before your lease expires. This gives you time to review your lease obligations, get dilapidations advice, obtain clearance and strip out quotes, arrange IT decommissioning, and complete all works without rushing. Leaving it to the last month dramatically increases costs and risk.

What are dilapidations?

Dilapidations are the breaches of your lease covenants relating to the condition of the premises. Your landlord will typically issue a Schedule of Dilapidations listing the works needed to return the premises to the condition required by the lease. This can include clearance, strip out, repairs, redecoration and cleaning.

Can I negotiate dilapidations with my landlord?

Yes — dilapidations are negotiable. Landlords often include items that go beyond your actual obligations, or price works at a premium. A building surveyor specialising in dilapidations can review the schedule on your behalf and negotiate a fair settlement. The savings typically far outweigh their fee.

What happens if I don't clear the office before my lease ends?

If you leave items behind, your landlord will arrange clearance and charge you — typically at a significant premium above market rates. You may also lose your deposit, face additional rent charges for the period the space remains uncleared, and be liable for the landlord's lost rental income if the delay prevents re-letting.