Office requirements brief: the template for a smarter search

A requirements brief is what separates an efficient office search from drowning in listings. The principle: start from the ideal and refine as you learn the market. You almost always discover new criteria along the way; the aim is to steer the search, not set it in stone. Here is the 6-section template we use with our clients.

1. Timing and budget

The hard limits, which also determine the type of contract (traditional lease or service agreement).

• Target move-in date: month/year, and how much flexibility you can accept.
• Preferred commitment: 12 months, 36 months, traditional lease.
• Monthly or annual budget: stating whether it's excl. VAT and service charges, or all-inclusive.
• Additional budget (CapEx): funds for works, IT or decor; mainly relevant under a traditional lease, marginal under a service agreement unless you need heavy customisation.

2. Team, capacity and organisation

• Current headcount to accommodate, then projected growth at 6 months and 1 year.
• Working policy: fully on-site, hybrid or remote-first.
• Assigned desks or flex office: 1 desk per person, or for example 7 desks for 10 people.

This is the section that really determines the floor area you need; the detailed calculation is in our budget guide for 20 people.

3. Location and accessibility

• Target areas: arrondissements, cities, neighbourhoods.
• Essential transport links: lines, stations, RER.
• Active travel and vehicles: secure bike storage, ring-road access.
• Immediate surroundings: restaurants, sport, parks.

Tip: list your go-to areas, then add one 'to explore'. The ideal opportunity is rarely exactly where you started looking.

4. Spaces and services required

• Layout: open-plan area, enclosed offices, or a mix.
• Meeting rooms: private ones (number, capacity) and whether you're open to shared, bookable rooms to keep costs down.
• Phone booths: essential as soon as video calls are involved.
• Kitchen and social space: 100% private required, or a shared café area acceptable.

5. Deal-breakers (the no-gos)

The points that rule out a proposal on the spot: writing them down saves everyone a lot of time. Examples we've come across on assignments:

• No private kitchen on the premises.
• Basement spaces or a glaring lack of natural light.
• Carpeted floors, low suspended ceilings, dated style.
• No air conditioning or poor sound insulation.

6. The vision: your dream office

An open-ended section, yet the most useful one for pinning down style: describe the atmosphere you're after. An industrial loft feel (glass partitions, exposed brick), discreet corporate prestige (Haussmann building, parquet floors, mouldings) or a creative, colourful and adaptable tech environment? And the 'wow factor' that would win the team over: a rooftop, an open view, a big space to gather the whole company on Fridays, pets welcome.

How to use this template

Fill it in as a team (15 minutes is enough for a first draft), then test it against the market: viewings bring out criteria you never suspected. A good search partner uses it to show you only what fits, rather than swamping you with listings.

Your requirements brief, our shortlist

Send us your first draft, however rough: let us handle your search and get a shortlist that fits, or explore the available listings.