Workspace glossary: Office & Coworking Terms

85 terms

A

Technology & services

Access and service hours

Also used: Office hours · Business hours · After-hours access

The times when you may enter the workspace and when its services operate. These are not necessarily the same: access may continue when reception, cooling or technical support has stopped. Guest and weekend arrangements can also differ.

What to check Check access, air conditioning, lifts, reception and support separately for evenings, weekends and public holidays.

Related: Access control · HVAC · Reception services

Technology & services

Access control

Also used: Entry controls

The way entry to a building, floor or room is restricted and managed, using tools such as swipe access, keys or approved credentials. Different boundaries can have different rules; a building pass does not necessarily unlock every workspace facility.

What to check Confirm team and guest access, replacement charges, access hours and how departing staff credentials are removed.

Building & fit-out

Acoustics and sound isolation

Also used: Soundproofing · Sound proofing · Noise bleed · Speech privacy

How sound behaves within a room and travels between spaces. Reducing echo inside a room is different from preventing conversations passing through walls, doors or service openings. An enclosed office should not automatically be described as soundproof.

What to check Test normal conversation and calls during a viewing; request measured performance where confidentiality is important.

Related: Private office · Phone booth · Meeting room

Further reading: ASHRAE — Sound isolation and transmission

B

Building & fit-out

Bare shell

Also used: Bareshell · Bare-shell office

Space offered with little or no completed tenant interior, requiring work before normal office use. The precise starting condition varies. A bare-shell label alone does not establish which services, finishes or approvals are already in place.

What to check Request a written handover specification and cost the works needed before your team can move in.

Related: Shell and core · Warm shell · Fit-out · Setup costs

Contracts

Break clause and early termination

Also used: Break clause · Early termination · Break option

A provision allowing a specified party to end an agreement before its original expiry when stated conditions are met. It is different from simply deciding to leave; the right may depend on a date, notice or other requirements.

What to check Check who may exercise it, the deadline, notice method and any financial conditions or charges.

Related: Notice period · Exit costs · Clawback

Further reading: HKU CLIC — Deposits, renewal and termination

C

Costs & pricing

Capital expenditure

Also used: CAPEX · Capital expense

Spending on assets or improvements expected to provide benefits beyond the current reporting period, such as qualifying equipment and fit-out works. Not every upfront office payment is capital expenditure; treatment depends on the item and applicable accounting rules.

What to check Have your finance team classify setup items and confirm how costs should be compared over the planned occupation.

Further reading: HKICPA — HKAS 16 Property, Plant and Equipment

Costs & pricing

Capped increase

Also used: Rent cap · Price increase cap

An agreed limit on an increase in a specified charge over a stated period. A cap on rent does not automatically limit service fees or other costs, and it may not apply when a new term is negotiated.

What to check Check the covered charges, calculation date, frequency and whether the limit continues at renewal.

Related: Renewal rate · Headline rent · Service charge

Costs & pricing

Clawback

Also used: Claw back · Incentive repayment

A contractual requirement to repay or lose a benefit if a specified event occurs. In a workspace proposal, it might concern an incentive after early termination. The trigger, amount and calculation must come from the agreement, not an assumed industry rule.

What to check Ask whether leaving, downsizing or default can reverse discounts, rent-free periods or fit-out contributions.

Workspace formats

Communal space

Also used: Common area · Shared area

Areas intended for use by more than one occupier, such as lounges, informal seating and shared pantries. They can support breaks and informal work, but access, guest use and acceptable activities follow the centre's rules.

What to check See the shared areas at a busy time and check whether regular calls or team meetings are allowed.

Related: Coworking · Pantry · House rules · Phone booth

Contracts

Company chop

Also used: Chop · Company stamp

A company-name stamp used on business documents. It should not be confused with a common seal or proof of a signer's authority. Hong Kong companies can execute documents through prescribed signing alternatives without using a common seal.

What to check Follow the document's execution requirements and confirm who is authorised to sign for the company.

Related: Due diligence · Lease and tenancy

Further reading: Hong Kong Companies Registry — Seals and document execution

Workspace formats

Conventional office lease

Also used: Traditional lease · Traditional office

An office arrangement where the occupier leases premises and separately organises more of the fit-out, furniture and operating services. The space may be bare or already fitted; a conventional lease does not by itself describe its condition.

What to check Compare setup time, operating responsibilities and handback costs alongside the quoted rent and lease length.

In practice: Compare serviced, fitted and conventional offices

Contracts

Coterminous

Also used: Co-terminous · Aligned expiry dates

Ending on the same date. A team may arrange an additional office or service to expire alongside its existing agreement, making the next decision simpler. Matching end dates does not automatically align every notice deadline or other obligation.

What to check Confirm the end date and notice rules for each room, service or contract separately.

Workspace formats

Coworking

Also used: Co-working · Co-sharing

A shared working environment used by people from different teams or businesses. Memberships may provide hot desks, dedicated desks or access to shared areas. The term describes a workspace model, not a standard package of hours or benefits.

What to check Confirm whether the price buys a guaranteed desk, bookable access or use subject to available seats.

D

Technology & services

Data point

Also used: Network outlet · Ethernet outlet · Network port

A connection point for a wired network, often at a desk or in a floor box. It must be connected and configured to provide service. An outlet's location or appearance does not confirm that it is live or assigned to your network.

What to check Test the required outlets and confirm activation, patching, network assignment and any installation charges.

Related: Structured cabling · VLAN · Raised floor

Workspace formats

Dedicated desk

Also used: Fixed desk · Assigned desk

A particular desk reserved for you within a shared workspace. It offers a consistent working position without a separate private room. Permission to leave equipment overnight, bring guests or share the desk depends on the plan.

What to check Confirm overnight storage, equipment security and whether the desk is assigned to a person or a team.

Related: Hot desk · Private office · Access control

Technology & services

Dedicated internet connection

Also used: Dedicated internet access · DIA

An internet service with capacity allocated under a dedicated service arrangement rather than simply access to the centre's shared connection. Providers offer different specifications, so the name alone does not establish bandwidth commitments, resilience or the service available to your room.

What to check Confirm committed speeds, local and international capacity, service levels, installation time and backup arrangements.

Related: Shared Wi-Fi · Static IP address · VLAN

Further reading: HKBN Enterprise Solutions — Business internet services

Building & fit-out

Double and triple aspect

Also used: Double aspect · Dual aspect · Triple aspect

Windows or outlook on two sides of a space; triple aspect describes three. It can influence light and views, but does not by itself guarantee an open outlook or comfortable light levels at every workstation.

What to check View the exact room and consider neighbouring buildings, glare, orientation and the planned position of desks.

Related: Floor plan · Private office · Test-fit

Contracts

Due diligence

The checks made before committing to a workspace, covering the premises, contracting party, commercial terms and relevant business requirements. Different people may review legal, finance, IT and operational issues; one approval does not replace the others.

What to check Identify decision-makers early and keep a clear list of questions that must be resolved before signature.

E

Workspace formats

Enterprise space

Also used: Enterprise suite

An industry label for workspace serving a larger team, such as a suite, dedicated zone or whole floor. It may include private meeting rooms and customised infrastructure, but the label has no single capacity or specification.

What to check Request the exclusive-use boundary, expansion options and a complete schedule of shared versus private facilities.

Related: Managed office · Floor plate · Meeting room · VLAN

Costs & pricing

Exit costs

Also used: Move-out costs · Handback costs

Costs associated with leaving a workspace, which may include moving, removing equipment, repairs, reinstatement or agreed termination charges. Ending at the normal expiry and leaving early can produce different obligations and costs.

What to check Request the handback requirements and distinguish normal expiry costs from any early-exit charges.

F

Building & fit-out

Fire safety

Also used: Fire regs · Fire regulations · Means of escape

The provisions that help prevent fire spread and allow people to escape and emergency services to respond. Alterations can affect these provisions. A proposed seating layout or a provider's capacity figure does not replace the required safety checks.

What to check Keep escape routes clear and use qualified professionals to assess changes and any required approvals.

Related: Fit-out · Test-fit · Permitted use

Further reading: Hong Kong Buildings Department — Fire safety

Building & fit-out

Fit-out

Also used: Office fitout · Interior works

The work that prepares an interior for its intended use, including layout, finishes and relevant services. Furniture, technology and professional fees may be included or priced separately. The starting condition has a large bearing on the required scope.

What to check Compare like-for-like scopes, programme, approvals and exclusions, including the eventual removal or reinstatement of works.

Related: Test-fit · Setup costs · Reinstatement · Fire safety

Further reading: RICS — Office fit-outs and handover conditions

Building & fit-out

Fitted office

Also used: Fitted-out office · Fully fitted

An office with an existing interior layout and fit-out. It may still need changes, testing or new furniture before occupation. A fitted office can be offered under a conventional lease and does not necessarily include ongoing management services.

What to check Confirm the inventory, condition, ownership and handback obligations for everything you plan to retain.

In practice: Compare serviced, fitted and conventional offices

Building & fit-out

Floor plan

Also used: Layout plan

A drawing showing a space from above, including rooms, walls and other relevant features. Plans can illustrate an existing layout or a proposal. Furniture symbols and stated areas should not be assumed to be accurate without scale, dimensions and version details.

What to check Ask whether the plan is current, measured and representative of the exact room being offered.

Related: Test-fit · Floor plate · Workspace density

Building & fit-out

Floor plate

The shape and layout of a building floor, including the position of its core, columns and perimeter. Two floors with the same stated area can accommodate different layouts because their proportions, obstructions and daylight positions differ.

What to check Check the usable layout around columns, lifts and escape routes, not just the total floor size.

Related: Floor plan · Test-fit · Floor-area efficiency

Building & fit-out

Floor-area efficiency

Also used: Efficiency ratio

The relationship between usable space and a larger quoted area. Both measurement bases must be identified. This percentage does not show whether the layout works well for your particular team.

What to check Ask which two area figures produce the percentage and verify the proposed layout separately.

Further reading: RICS — Commercial space measurements in Hong Kong

Contracts

Freehold and leasehold

Also used: Freehold · Leasehold · Government lease

Freehold generally describes ownership without a fixed lease expiry, while leasehold rights run for a term. Hong Kong property is generally held under government leases. This underlying land tenure is separate from an occupier's agreement to use an office.

What to check Do not treat freehold as the usual Hong Kong office-ownership model or confuse land tenure with your occupation term.

Further reading: Hong Kong Department of Justice — Landholding system

G

Costs & pricing

Government rent

A charge under the land lease arrangements for a Hong Kong property, separate from rates and the rent paid by an office occupier. The basis depends on the relevant land lease, so it should not be assumed identical for every property.

What to check Confirm whether the proposal includes government rent and who is responsible under the agreement.

Further reading: GovHK — Government rent

Building & fit-out

Gross area and gross floor area

Also used: GFA · Gross area

Gross measures can include more than the occupier's usable interior. Hong Kong gross area and gross floor area are not automatically equivalent: the stated convention determines what each figure includes.

What to check Request the measurement basis and inclusions before comparing rent per square foot across buildings.

Further reading: RICS — Commercial space measurements in Hong Kong

H

Costs & pricing

Headline rent

Also used: Asking rent · Quoted rent

The rent quoted before adjusting for incentives such as rent-free periods. It is a starting point for comparison, not necessarily the average rent paid over the term or the complete cost of occupying the office.

What to check Confirm the currency, area or desk basis, payment period and charges excluded from the quote.

Further reading: CBRE — Asking and net effective rent methodology

Contracts

Heads of terms

Also used: HoT

A summary of a proposed deal covering space, price, term and key obligations. It helps prepare the full agreement. Do not assume it is non-binding: wording and circumstances matter, and a Hong Kong offer or agreement for lease can bind the parties.

What to check Clarify its intended legal status and obtain advice before accepting, signing or acting on the document.

Related: Lease and tenancy · Due diligence · Redline

Further reading: RICS — Negotiating heads of terms · HKU CLIC — Agreements and offers for lease

Workspace formats

Hot desk

Also used: Unassigned desk · Flexible desk

A desk used without a permanent seat allocation. You choose or book an available place under the membership rules, so the seat can change between visits. Storage, booking limits and access to other locations vary by plan.

What to check Ask how booking works on busy days and whether a seat is guaranteed when you arrive.

Related: Coworking · Dedicated desk · House rules

Contracts

House rules

Also used: Centre rules · Building rules

Rules governing everyday use of a building or workspace, such as guests, noise, deliveries and shared facilities. They may form part of your agreement or sit in a referenced document. They can affect how well the office suits your team.

What to check Read the current rules and check how changes are communicated and whether your working pattern is permitted.

Building & fit-out

HVAC

Also used: Heating ventilation and air conditioning · Air conditioning · Air-conditioning

Heating, ventilation and air conditioning: systems that help manage indoor temperature and air conditions. For an office occupier, the practical issue is how the system serves the actual room, including working hours, controls and ventilation.

What to check Confirm normal hours, after-hours cooling, additional charges and whether your team can adjust the room temperature.

Further reading: Hong Kong Green Building Council — HVAC and indoor air quality

I

Contracts

Indemnity

A promise to cover specified losses, liabilities or claims suffered by another party. Its reach depends on the wording, including which events trigger it and which costs are covered. It should not be treated as harmless standard wording.

What to check Ask your adviser to check its scope, any limits and whether relevant risks are insured.

Related: Liability · Due diligence

Further reading: GovHK — Contract provisions on liability and indemnity

L

Contracts

Lease and tenancy

Also used: Lease · Tenancy agreement

An agreement giving a tenant possession of premises for a term, subject to its conditions. The landlord grants those rights. In Hong Kong, the substance of the arrangement—not only its title—helps determine whether it creates a tenancy or a licence.

What to check Have the actual possession rights, permitted use, term and responsibilities checked before signing.

Further reading: HKU CLIC — Tenancy and licence

In practice: Serviced-office agreement checklist

Building & fit-out

Lettable area

An area measure used when letting premises. Included facilities and shared space depend on the standard and configuration. It does not necessarily equal the clear area available for desks.

What to check Confirm the included facilities and common-area treatment before comparing quoted rates.

Further reading: RICS — Commercial space measurements in Hong Kong

Contracts

Liability

Also used: Limit of liability

Legal responsibility for an obligation, loss or harm. A workspace contract may allocate responsibilities and limit certain claims, but the effect depends on the wording and applicable law. A security deposit is not automatically the maximum possible exposure.

What to check Review responsibility for damage, guests, service failures and third-party claims, including any exclusions or caps.

Related: Indemnity · Security deposit · Due diligence

Further reading: GovHK — Contract provisions on liability and indemnity

Contracts

Licence agreement

Also used: Licence · License agreement · License

Permission to use space on agreed terms without necessarily granting a tenancy interest. Flexible-workspace providers often use this label, but its legal effect depends on the arrangement. Access, relocation and termination provisions need to be read rather than assumed.

What to check Confirm the exact space or access promised and whether the provider can change your room or services.

Further reading: HKU CLIC — Tenancy and licence

In practice: Serviced-office agreement checklist

M

Technology & services

Maintenance

Also used: Repairs and maintenance

Work to keep premises and equipment functioning or to repair problems. Responsibility can be split between the owner, operator and occupier, and may differ for building systems, room fixtures and your own equipment. An inclusive package still needs a clear scope.

What to check Identify who handles each item, how faults are reported, response arrangements and any charges outside the package.

Workspace formats

Managed office

Also used: Managed workspace

An office whose setup and day-to-day operation are arranged by a provider for an occupier. It may offer a more tailored layout or service package than a standard serviced room. The commercial and legal structure varies between providers.

What to check Establish who holds the lease, funds the fit-out and carries maintenance, change and exit obligations.

Building & fit-out

Mechanical and electrical services

Also used: M&E

The mechanical and electrical systems supporting a building or fit-out, such as cooling, ventilation, lighting and power. Project scopes can divide these systems between landlord and occupier responsibilities. Existing services may need changes when the layout or equipment changes.

What to check Have the relevant specialists confirm capacity, responsibilities, approvals and any costs created by your proposed fit-out.

Related: HVAC · Fit-out · Structured cabling

Workspace formats

Meeting room

Also used: Shared meeting room · Dedicated meeting room · Conference room · Boardroom

An enclosed space for meetings, calls or presentations. A shared room is booked among occupiers; a dedicated room is reserved for an agreed user or team. Advertised seating capacity does not tell you the layout or equipment provided.

What to check Check booking availability, guest access, video-call equipment and whether room use is included or charged.

Costs & pricing

Meeting-room credits

Also used: Credits · Room allowance

An allowance that can be exchanged for eligible meeting-room bookings. Credits may represent money, hours or another unit, and different rooms can consume them at different rates. They are not a guarantee that your preferred room will be available.

What to check Check eligible rooms, booking windows, expiry, rollover, cancellation rules and charges after the allowance is used.

N

Building & fit-out

Net area

Also used: Net floor area · Usable area

An area measure describing space more directly available to an occupier than a gross figure. Exclusions depend on the measurement basis; net, saleable, internal and lettable figures are not automatically equivalent.

What to check Ask what has been excluded and compare plans using a consistent basis.

Further reading: RICS — Commercial space measurements in Hong Kong

Costs & pricing

Net effective rent

Also used: NER · Net effective

A rent figure adjusted for incentives over a defined period. Calculations may account for rent-free periods, stepped rents and contributions differently. It can help compare offers, but is not automatically the amount on each monthly invoice.

What to check Request the calculation, including the term, incentives and exclusions, before comparing two effective figures.

Further reading: CBRE — Asking and net effective rent methodology

Contracts

Notice period

Also used: Notice deadline · Non-renewal notice

The time required between giving a valid notice and the action taking effect. Different rules may apply to ending, renewing or changing a workspace agreement. A reminder in your calendar is not a substitute for the notice itself.

What to check Record the recipient, permitted delivery method and deadline for each right you may need to exercise.

O

Technology & services

Onboarding

Also used: Move-in setup

The process of preparing a team to use its new workspace, including registration, passes, network access and service instructions. Signing the agreement and being operational are different milestones, especially where IT changes or additional approvals are needed.

What to check Agree a readiness checklist, responsible contacts and completion dates before your planned first working day.

Costs & pricing

Operating expenditure

Also used: OPEX · Operational costs · Running costs

Ongoing costs of running a business or workplace, such as cleaning, utilities and routine services. It is useful shorthand for recurring operating commitments, but the accounting treatment of a particular workspace agreement needs separate consideration.

What to check Check which recurring costs are included, variable or billed separately; do not classify an entire agreement by its marketing label.

Further reading: IBM — Capital, operating and total ownership costs

P

Building & fit-out

Pantry

Also used: Dry pantry · Wet pantry · Tea point

A workplace area for preparing drinks or simple refreshments. A wet pantry generally includes water and drainage, while a dry pantry does not necessarily have a sink. These labels do not establish permission for cooking or specify the appliances provided.

What to check Confirm the sink, appliances, cleaning and permitted food preparation, and whether the pantry is private or shared.

Related: Communal space · House rules · Maintenance

Contracts

Permitted use

Also used: Use restrictions · Business use

The activities the relevant agreement allows in the premises. Building restrictions and regulatory requirements may also apply. Describing space as an office does not establish that every regulated business, customer-facing activity or proposed alteration is permitted there.

What to check Confirm your actual activity and any licensing needs with the provider and appropriate professional advisers.

Further reading: HKU CLIC — Permitted property use

Technology & services

Phone booth

Also used: Call booth · Acoustic pod

A small enclosed space intended for calls or short focused work. It may reduce distraction compared with a shared desk, but acoustic isolation, ventilation and booking rules vary. A brand name alone does not establish its performance.

What to check Try a normal call and check ventilation, power, booking limits and availability at busy times.

Workspace formats

Private office

Also used: Private team office

An enclosed office reserved for one person or team. In a serviced centre, the room is private while reception, meeting rooms or pantry facilities may be shared. Privacy of occupation does not automatically mean conversations cannot be overheard.

What to check Check the actual desk layout, door, acoustic privacy and which facilities sit outside your room.

R

Technology & services

Rack space

Also used: Server space · Equipment rack space

Allocated space within a rack for mounting IT equipment. A rack allocation alone does not describe its depth, power, cooling or connectivity. A shared rack and an individually secured cabinet can also have different access arrangements.

What to check Provide your equipment specification and confirm physical fit, power, cooling, security and support before ordering.

Building & fit-out

Raised floor

Also used: Raised access floor

A floor surface raised above the structural slab to create a void that can carry services such as power or data cabling. It can help accommodate layout changes, but its presence does not establish the condition or capacity of those services.

What to check Check access, usable void depth, floor condition and how new data and power points would be installed.

Related: Structured cabling · Data point · Fit-out

Costs & pricing

Rates in Hong Kong

Also used: Rates

A property tax based on an assessed rateable value, rather than simply the rent in your proposal. Rateable value estimates annual market rental value at a specified reference date. Payment arrangements should be checked against the agreement.

What to check Ask whether rates are included in the workspace price or payable separately, and verify the current assessment.

Further reading: Hong Kong Rating and Valuation Department — Rates

Technology & services

Reception services

Also used: Reception facilities · Front desk

Support at the workspace entrance, which may include welcoming visitors, receiving deliveries or directing calls. The staffed hours and actual tasks vary. A shared building reception may provide a different service from an operator's centre team.

What to check Confirm guest procedures, mail handling, telephone support and which services carry additional charges.

Contracts

Redline

Also used: Red line · Tracked changes · Contract markup

A marked version of a document showing proposed additions, removals or changes. It makes negotiations easier to follow, but it is not necessarily the final agreement. Accepted terms need to appear consistently in the version that is signed.

What to check Compare the final clean copy against the agreed changes, attachments and any side agreements.

Contracts

Reinstatement

Also used: Make good · Handback · Restoration

Work, or an agreed payment, required to restore premises when they are handed back. Obligations can include removing alterations or restoring an agreed condition. The scope depends on the lease and related agreements, not a universal rule requiring every office to be stripped out.

What to check Agree the handback specification early and keep the initial condition record and any written waivers.

Related: Exit costs · Fit-out · Bare shell

Further reading: Hong Kong Inland Revenue Department — Reinstatement costs

In practice: Compare quote and exit costs

Contracts

Renewal option

Also used: Option to renew · Extension option

A contractual right to continue for another term if its conditions are met. It is different from an invitation to negotiate or an automatic renewal. The notice requirements and method of establishing the new rent are important parts of the option.

What to check Check the exercise deadline, conditions and pricing mechanism rather than assuming the current deal simply continues.

Further reading: HKU CLIC — Deposits, renewal and termination

Costs & pricing

Renewal rate

Also used: Renewal pricing · Renewal rent

The price applying if you continue into another term. It may be pre-agreed, calculated using a stated mechanism or negotiated later. An introductory discount or current monthly payment does not by itself establish the renewal price.

What to check Confirm the pricing mechanism and notice timetable early enough to compare staying with moving.

Costs & pricing

Rent-free period

Also used: Rent free

An agreed period when specified rent is not payable, sometimes allowing time for fitting out the premises. Other charges may continue. Access for works, permission to operate and the start of normal rent are separate points to confirm.

What to check List exactly which payments are waived and the dates and conditions attached to the incentive.

Related: Net effective rent · Fit-out · Clawback

Further reading: RICS — Negotiating heads of terms

Contracts

Right of first refusal

Also used: ROFR

A contractual opportunity to match or accept the terms of a third-party offer for specified space before the owner commits it to someone else. It is different from a first-offer right and does not reserve the space unconditionally.

What to check Have the trigger, covered premises, proposed terms and response deadline checked carefully.

Further reading: Harvest LLP — First-offer and first-refusal rights in commercial leasing

S

Costs & pricing

Security deposit

Also used: Rental deposit

Money held as security for obligations under an agreement. It is different from rent paid in advance. The amount, permitted deductions and refund process depend on the terms; losing the deposit does not necessarily settle every outstanding liability.

What to check Check the holder, refund deadline, deduction rules and whether the deposit changes when your package changes.

Related: Total occupancy cost · Liability · Exit costs

Further reading: HKU CLIC — Deposits, renewal and termination

In practice: Compare serviced-office quotes

Technology & services

Server and communications room

Also used: Server room · Comms room · Communications room

A room housing IT or communications equipment rather than everyday desks. The space may be shared with the operator or reserved for an occupier. Its suitability depends on access, power, cooling and the equipment it is designed to support.

What to check Confirm permitted equipment, continuous cooling, power capacity, physical access and who responds if something fails.

Related: Rack space · HVAC · Access control

Costs & pricing

Service charge

Also used: Management fee · Building management charge

A charge for agreed building or property services, potentially covering management, maintenance or shared facilities. It may sit outside the rent. A building service charge and an operator's workspace service package are not necessarily the same thing.

What to check Request the covered services, calculation basis, review mechanism and any separately billed items.

Further reading: RICS — Service charges and total occupancy costs

Workspace formats

Serviced office

Also used: Serviced workspace

Workspace supplied with an existing fit-out and a package of operational services. An operator usually manages the centre, while occupiers share some facilities. A serviced centre can contain private offices as well as coworking desks.

What to check Compare the exact room, included services, access arrangements and contract—not only the centre's starting price.

Costs & pricing

Setup costs

Also used: Set-up costs · Move-in costs

One-off amounts needed to make a workspace ready for your team, such as fit-out, furniture, moving, connections or provider setup fees. The list differs between a fitted serviced room and premises requiring substantial work.

What to check Ask for an itemised move-in budget and distinguish non-refundable costs from deposits and rent paid in advance.

Technology & services

Shared Wi-Fi

Also used: WiFi shared · Shared wireless network

Wireless connectivity provided through infrastructure used by multiple occupiers or guests. Connection quality depends on coverage, demand and the underlying service. Sharing infrastructure does not tell you whether users are properly separated or what support is included.

What to check Test from the actual room and ask IT to review isolation, guest access and busy-period performance.

Building & fit-out

Shell and core

Also used: Core and shell

A base-building condition where the structure, external enclosure and core facilities are provided, while tenant interiors remain unfinished. It is a descriptive construction term, not a complete list of what you receive. The agreed specification sets the actual scope.

What to check Confirm the boundary between landlord works and tenant works, particularly building services and connections.

Further reading: LexisNexis — Shell and core

Building & fit-out

Square feet and square metres

Also used: Sq ft · SQM · Sq m · Square feet · Square foot · Square metre · Square meter

Units of area: one square foot equals 0.09290304 square metres, and one square metre is approximately 10.764 square feet. Changing the units does not change what was measured or resolve a difference between gross and net area.

What to check Convert the units, then confirm that the area basis and rent period also match.

Further reading: US Occupational Safety and Health Administration — Area conversions

Technology & services

Static IP address

Also used: Static IP · Fixed IP address

An IP address configured to remain the same rather than being reassigned dynamically. A fixed address inside the office network is different from a fixed public internet address. The latter may be needed for specific company systems or access controls.

What to check Have IT specify whether you need a public or private address and confirm availability and charges.

Further reading: Cisco — Static IP addresses

Technology & services

Structured cabling

Also used: Network cabling

An organised system of cables and connections carrying data between work areas and network equipment. A hard-wired connection depends on more than the socket: its cabling, network configuration and upstream internet service also affect whether it meets your needs.

What to check Have IT confirm available ports, testing, cable routes and the work needed before occupation.

Workspace formats

Swing space

Also used: Temporary space · Temp space · Decant space

Temporary workspace used while a team moves, refurbishes or waits for its permanent office. It can be a serviced suite or another suitable short-term arrangement. Its usefulness depends on how closely it supports the team's normal work.

What to check Check extension flexibility in case your main office is delayed, plus the cost of moving twice.

Related: Serviced office · Notice period · Setup costs

T

Building & fit-out

Test-fit

Also used: Test fit · Space planning

A preliminary layout testing whether your team and required facilities can fit into a space. It can expose compromises before you commit. It is not a substitute for detailed design, measured information or required technical and regulatory checks.

What to check Include real desk dimensions, meeting rooms, storage, circulation and likely attendance rather than only a target seat count.

Related: Floor plan · Workspace density · Fire safety

Costs & pricing

Total cost of ownership

Also used: TCO

The cost of acquiring and using an asset over a defined life, including relevant capital and operating costs. TCO normally expands to total cost of ownership. For comparing rented offices, total occupancy cost is the clearer description of the workspace budget.

What to check Ask what a cost model includes and which period it covers rather than relying on its acronym.

Further reading: IBM — Capital, operating and total ownership costs

Costs & pricing

Total occupancy cost

Also used: TOC · Total cost of occupation

The overall cost of occupying a workplace over a chosen period, not rent alone. A practical comparison includes applicable services, utilities, setup, moving and exit costs. Use the same period and assumptions for each option.

What to check Show refundable deposits separately as upfront cash requirements, rather than automatically counting them as expenses.

Further reading: RICS — Service charges and total occupancy costs

U

Costs & pricing

Utilities

Also used: Electricity and water

Essential supplies such as electricity and water used by the premises. An inclusive package may cover ordinary usage while placing conditions on equipment, unusually high consumption or after-hours operation. Internet and cooling should be checked separately rather than assumed.

What to check Confirm inclusions, meters or allocation methods, usage limits and the cost of operating outside normal hours.

V

Workspace formats

Virtual office

A service package providing an address and selected support, such as mail handling or telephone answering, without a permanently occupied office. Meeting-room or desk access may be available separately. It is not the same product as a private office.

What to check Confirm the permitted address uses and any business-specific requirements before relying on the package.

Technology & services

VLAN

Also used: Virtual local area network

A logical separation within a network, allowing groups of devices to be segmented while sharing physical infrastructure. It can support separation between teams or guests, but it is not by itself a dedicated internet line or a complete security solution.

What to check Ask IT to confirm the configuration, permitted connections, firewall controls and responsibility for ongoing management.

Further reading: Cisco — Network segmentation and VLANs

W

Building & fit-out

Warm shell

A shell with some basic services or finishes already installed, leaving further work for the occupier. The phrase is used differently between markets and buildings. It does not necessarily mean a furnished, connected or immediately usable office.

What to check List the supplied ceilings, floor finishes, lighting, cooling and power rather than relying on the label.

Related: Bare shell · Fitted office · Fit-out

Further reading: RICS — Office fit-outs and handover conditions

Building & fit-out

WELL

Also used: WELL Building Standard · WELL certification

An evidence-based building standard focused on human health and well-being through design, policies and operations. Certification and individual WELL ratings are different programmes. A claim should identify the achieved status and the building or space covered.

What to check Verify the programme, current status and covered area rather than assuming a whole building or every room is certified.

Further reading: International WELL Building Institute — WELL Certification · International WELL Building Institute — WELL Performance Rating

Workspace formats

Workspace aggregator

Also used: Aggregator · Workspace marketplace

A website or service bringing together workspace options from several providers. It helps with discovery but may not operate the locations or control availability. Its listing information and commercial role should be distinguished from the operator's confirmed proposal.

What to check Ask who confirms availability, who you contract with and whether displayed prices have been checked recently.

Building & fit-out

Workspace density

Also used: Density · Occupancy density

How many people or workstations occupy a given area. A quoted capacity may count physical desks rather than comfortable everyday attendance. Meeting space, storage, circulation, equipment and working patterns all affect whether that capacity suits your team.

What to check Use a test-fit and realistic attendance pattern; do not treat advertised capacity as a safety approval.

Related: Test-fit · Private office · Fire safety

Workspace formats

Workspace operator

Also used: Operator · Workspace provider

The business running a serviced or shared workspace and supplying rooms, memberships and services. It may lease space from a building owner rather than own the building itself. Different centres under one brand can have different facilities and terms.

What to check Identify the contracting company and verify features for the specific centre, not just the brand.

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Put the terms into context

How to compare a serviced-office quote What to check in a serviced-office agreement Serviced, fitted or conventional office lease?