From Landlord Handover to Move-In Ready: A Corporate Guide to Office Fit-Outs
Simple, clear, and practical guidance for South African businesses planning an office move.
When you lease a new office space, it rarely comes move-in ready. Most commercial properties are handed over as a “white box” or shell, with basic finishes—or sometimes just a bare floor, ceiling, and walls. Turning that space into a fully operational office takes planning, money, and expertise. This is where the office fit-out process begins.
This guide walks you through every stage, from landlord handover to move-in day, so you can make informed decisions, avoid costly mistakes, and keep your project on track.
1. Understand What You’re Getting From the Landlord
Start by reviewing your lease agreement and the landlord’s scope of delivery. Clarify what’s included at handover. Most commercial leases in South Africa specify one of the following conditions:
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Shell and core: no ceilings, lighting, flooring, or services. You’re starting from scratch.
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White box: basic finishes, ceilings, and lighting, but no internal partitions or systems.
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Fitted space: existing fit-out is included, often from a previous tenant.
Ask the landlord:
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Will any tenant installation allowances be offered?
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Who is responsible for compliance items like fire detection, HVAC upgrades, or access control?
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Is there a handover inspection checklist?
Getting clarity early reduces delays and protects you from unbudgeted costs.
2. Set Clear Internal Objectives
Before design starts, define your business requirements. Don’t make the mistake of jumping into layouts or colour schemes without understanding your goals.
Questions to answer:
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What are your headcount and growth plans?
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How many meeting rooms, focus rooms, or collaboration zones are required?
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Is your work model hybrid, fully in-office, or remote?
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Do you need branding or client-facing areas?
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What are your technology and compliance needs?
This clarity helps you brief the right professionals and avoid redesigns later.
3. Choose the Right Fit-Out Partner
An office fit-out is not just an interior design project. It includes electrical, mechanical, IT, space planning, compliance, and sometimes structural changes. Appoint a specialist team with experience in corporate fit-outs.
You’ll typically need:
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Project manager (in-house or outsourced)
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Architect or interior designer
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Quantity surveyor or cost consultant
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Health and safety consultant
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Fit-out contractor
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Furniture and IT vendors
At CapeSpace and Cape Interiors, we handle the full process—planning, costing, design, compliance, and execution—so your team can focus on their work, not construction.
4. Get the Space Professionally Measured
Before layouts are created, request a detailed measurement of the premises. Even if the landlord has provided plans, verify the usable area. This is especially important in multi-tenant buildings where common area ratios affect rentable vs usable space.
This step ensures your design uses every square metre efficiently—and that you’re not paying for space you can’t use.
5. Create a Detailed Space Plan
A functional layout is more than just placing desks and meeting rooms. Your space plan should consider:
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Circulation paths and movement
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Team adjacencies and collaboration needs
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Quiet zones and acoustic privacy
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Access to natural light
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Compliance with fire and occupancy codes
Review multiple layout options before locking in the final plan. Small changes early are cheaper than changes on site.
6. Plan Your Budget and Timeline
Fit-out costs in South Africa vary based on the level of finish, complexity, and size. On average, office fit-outs range from R3,000 to R7,000 per square metre, depending on scope. Always allow for contingencies.
Your cost breakdown may include:
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Design and professional fees
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Partitioning and ceilings
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HVAC, lighting, and electrical works
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Data and IT infrastructure
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Flooring, painting, and finishes
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Furniture and equipment
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Signage and branding
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Security and access control
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Health and safety compliance
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Waste removal and cleaning
Fit-out timelines range from 4 to 12 weeks, depending on size and complexity. Don’t underestimate how long it takes to approve designs, order materials, and finish construction.
7. Secure All Compliance and Approvals
Every fit-out must meet local building regulations and landlord requirements. Your design and construction team should handle:
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Building plan submissions
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Fire and safety compliance
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Electrical and HVAC compliance
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Landlord’s technical approvals
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Occupational Health and Safety (OHS) site plans
Delays in approvals can set your project back by weeks. Build this into your timeline.
8. Coordinate IT and Operational Readiness
A beautiful office is useless without functioning technology. Start planning IT and telecoms early, including:
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Internet connectivity
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Network cabling and servers
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AV equipment
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Printers, access control, and security systems
Assign someone internally to oversee operational readiness—so that phones, networks, and systems are live on day one.
9. Manage Your Move
Once the fit-out nears completion, shift your focus to the physical move. This includes:
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Appointing a move manager
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Coordinating move dates with building management
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Communicating with staff
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Updating address details with clients and suppliers
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Setting up waste collection, cleaning, and maintenance
Allow time for testing and snagging before your team arrives.
10. Close Out and Handover
Before you sign off, do a full walk-through with your fit-out partner. Check the finishes, test systems, and compile a snag list. Make sure you receive:
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Certificates of compliance
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As-built drawings
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Warranties and maintenance manuals
A proper handover ensures everything is safe, legal, and functional—and gives you recourse in case issues arise.
Fit-Outs Are Business Decisions
An office fit-out is one of the largest non-capital investments your business will make. Done well, it can improve productivity, attract talent, and reflect your company’s values. Done poorly, it becomes a sunk cost and a source of frustration.
If you’re planning an office move or looking to upgrade your workspace in Cape Town, let’s talk. CapeSpace provides corporate real estate advisory and project management services, and our fit-out partner Cape Interiors delivers functional, fully managed workspace solutions—on time and on budget.
