You have found a number of interesting commercial properties online and the first viewings are scheduled. But how do you make sure you truly catch everything during such a viewing? The atmosphere of a space can be overwhelming — positively or negatively — causing you to overlook important details. A structured checklist prevents unpleasant surprises after signing the lease.
Why a checklist is essential
Research by the Dutch Association of Real Estate Agents (NVM) shows that more than 40% of tenants retrospectively indicate they overlooked important aspects during their viewing. Think of defects in installations, unclear maintenance obligations, or a misjudgement of accessibility. The cost of such an oversight can amount to tens of thousands of euros per year.
A checklist helps you to:
- Compare multiple locations objectively
- Avoid emotional decisions
- Identify negotiation points
- Spot hidden defects early
- Estimate total costs realistically
A viewing without a checklist is like a job interview without a CV — you lack the structure to make a well-founded decision.
Preparation before the viewing
Good preparation is half the battle. Before you set foot through the door, it is important to have a number of things in order:
- Create a requirements document: How many square metres do you need? Which facilities are essential? How many parking spaces are required? What level of accessibility is necessary?
- Research the location in advance: Check accessibility, parking facilities, and nearby amenities via Google Maps. Review the zoning plan via ruimtelijkeplannen.nl.
- Bring the right people: Do not go alone. Take a colleague who can assess the space from a different perspective — for example someone from facility management or IT.
- Bring measuring tools: A tape measure, phone with camera, and notepad are indispensable. Take plenty of photos and videos.
Schedule the viewing on a weekday during office hours if possible. This gives you a realistic picture of traffic congestion, the parking situation, and the liveliness of the surroundings.
Location and accessibility (points 1-3)
Checkpoint 1: Public transport accessibility
How far is the nearest station or stop? In 2026, more than 65% of Dutch office workers value good public transport accessibility. Walk the route from the station to the property yourself. Is it a pleasant walk or an industrial wasteland? Are there covered routes for bad weather?
Checkpoint 2: Car accessibility and parking
Check the availability of parking spaces and their costs. How many parking spaces are included in the lease? What do additional spaces cost? Is there sufficient visitor parking? In the Randstad, parking rates at office buildings average between EUR 100 and EUR 250 per space per month.
Checkpoint 3: Nearby amenities
Are there restaurants, lunch spots, shops, and sports facilities in the immediate vicinity? Employees appreciate a vibrant environment with sufficient amenities. An office on a deserted business park without any facilities makes it harder to attract and retain talent.
Building and condition (points 4-7)
Checkpoint 4: Building condition and entrance
First impressions matter — for your clients and employees alike. Critically examine the facade, the roof (if visible), communal areas, and the entrance hall. Are there signs of deferred maintenance? Damp stains, cracks, or outdated cladding may indicate larger problems.
Checkpoint 5: Energy label and sustainability
Since 2023, office buildings in the Netherlands must have at least energy label C. From 2030, this is expected to be tightened to label A. Ask about the current energy label and the building's energy costs. A poorer energy label may cause problems in the future and indicates higher heating costs. Also read our article on the influence of the energy label on rent.
Checkpoint 6: Installations and technical condition
Ask about the age and condition of the climate control system (HVAC), lifts, electrical installation, and sanitary facilities. An outdated climate system can cause not only discomfort but also high energy costs. Also check the number and capacity of electrical connections — in the era of laptops, screens, and electric cars, this is crucial.
Checkpoint 7: Fire safety and escape routes
Check whether the property has a valid fire safety permit. Are escape routes clearly marked? Is there a sprinkler system or fire alarm installation? How many emergency exits are there and are they freely accessible? Familiarise yourself with the fire safety requirements that apply to your type of business operations.
Layout and facilities (points 8-11)
Checkpoint 8: Floor plan and flexibility
Does the current layout suit your way of working? And more importantly: can the space be flexibly arranged? Load-bearing walls, fixed columns, and the position of the stairwell determine how much freedom you have to adapt the space. In 2026, where hybrid working is the standard, you may need more meeting rooms and fewer individual workstations than five years ago.
Checkpoint 9: ICT infrastructure
Which internet providers are available in the building? Is fibre optic installed? What is the maximum bandwidth? Are there sufficient data points per workstation? In a digital age, a poor internet connection is a dealbreaker. Also ask about the options for a server room or dedicated IT cabinet.
Checkpoint 10: Sanitary facilities and kitchen
Are there sufficient toilets for the expected number of employees? Dutch building regulations require a minimum of 1 toilet per 15 employees. Is there a pantry or kitchen? Are there shower facilities for employees who cycle to work? These are facilities that directly affect your team's daily comfort.
Checkpoint 11: Daylight and acoustics
How much daylight enters the space? Are the windows fitted with sun shading? An office with plenty of natural light demonstrably increases employee productivity and wellbeing. Also pay attention to acoustics: an open-plan office with hard floors and high ceilings can create an echo effect that hampers concentration. Ask whether acoustic measures have been taken.
Pay extra attention to the aspects you experience daily but are difficult to correct afterwards: daylight, acoustics, and climate control.
Legal and financial points (points 12-15)
Checkpoint 12: Rent and additional costs
Ask about the base rent per m2 per year and the service charges. What exactly is included in the service charges? Are there other additional costs, such as a contribution to the owners' association or parking subscriptions? Be alert to hidden costs that can significantly change the overall picture. Our article on hidden costs when renting commercial property covers this in greater detail.
Checkpoint 13: Lease terms and conditions
Ask about the desired contract duration, notice period, and indexation clause. Which lease regime applies (Article 7:230a or 7:290 Dutch Civil Code)? Are there break options or interim termination possibilities? What about transfer of the lease upon sale of the property? Read more in our article on key points in a commercial lease.
Checkpoint 14: Fit-out level and furnishing costs
Will the space be delivered as shell, fitted, or furnished? A shell space requires considerable investment in floors, ceilings, walls, lighting, and climate installation. Request a detailed description of the delivery level and prepare a realistic budget for fit-out costs. For a shell delivery, you can typically expect EUR 300 to EUR 600 per m2 in fit-out costs.
Checkpoint 15: Future-proofing and expansion options
Is your business growing? Are there opportunities to expand within the building if you need more space? Is a right of first refusal for adjacent spaces included in the contract? And conversely: can you sublet part of the space if you downsize? A property that does not grow with your organisation can become an expensive obstacle over time.
After the viewing: evaluate and compare
After the viewing, it is important to record your findings immediately while everything is still fresh in your memory. Use the following approach:
- Score per checkpoint: Give each of the 15 points a score from 1 to 5. This makes it easy to compare different locations objectively.
- Organise photos and notes: Save all photos and videos organised by location. Add notes for noteworthy items.
- Calculate total costs: Calculate not just the rent, but also service charges, parking costs, fit-out costs, and any relocation and ICT costs. Only this way do you get a fair overall picture.
- Schedule a second viewing: If a location appeals to you, schedule a second viewing at a different time. This allows you to assess the location under different circumstances.
The cheapest option is not always the best. Calculate the total occupancy costs over the entire contract period before making a decision.
A thorough viewing is one of the most important steps in the process of renting commercial property. Take your time, ask critical questions, and do not allow yourself to be pressured. Want to learn more about the complete search process? Read our article on how long it takes to find commercial property. And once you have found your ideal space, our step-by-step guide to business relocations will help you with the next phase.
