Office lease contract: Structure, appendices, and templates

Signing an office lease contract is an important step before a company moves its team into a new location. In this article, Inspire Hub will explain the structure of a lease office contract, the appendices a company should expect, and the templates that suit the most common office models in 2026. Whether a business signs an office for lease contract for a private office, a Core Office, or a service office, the main goal is the same: to define the space, the costs, and the duties of each party in clear terms.

What is an office lease contract?

Under Article 472 of the Civil Code 2015, a contract for lease of property is an agreement under which the lessor hands over a property to the lessee for use for a period of time, and the lessee must pay rent. For an office, the leased property can be floor area, a private room, a seating area, a business address, or a package that includes ready to use amenities. The name of the contract depends on the operating model, for example:

• Office lease contract
• Office rental contract
• Workspace lease contract
• Private office lease contract
• Service office lease contract
• Business address or transaction address usage contract

Main purposes of an office lease contract

A well prepared contract helps a company avoid misunderstandings about the scope of services and the responsibilities of each party. The main purposes of an office lease contract are listed below:

• To define clearly the space the company has the right to use, from the office area and the number of seats to the shared amenity areas.
• To record the rent, the security deposit, the management fee, the costs of electricity, water, and internet, taxes, and any additional charges.
• To serve as a basis for budget planning, cash flow management, and accounting for operating expenses.
• To set the handover schedule, the conditions for receiving the premises, the right to use furniture, and the duty to maintain the space.
• To control risk when the company needs to increase or reduce headcount, move rooms, or terminate the contract early.
• To protect the rights of both the lessee and the lessor if a dispute occurs.
• To give the company a basis to use the leased address for transactions, receiving mail, meeting guests, or completing business procedures that fit the leasing model.

What should an office lease contract include?

Some contract templates on the market contain long clauses, such as definitions, the subject matter of the contract, the purpose of the lease, payment, operation, maintenance, and handling of breaches. The key point is that the content must match the leasing model and must reflect the real agreement between both parties. In general, an office lease contract should include the following content.

Clauses on costs, area, and lease term

• Whether the area in the contract means exclusive use area, gross floor area, net usable area, or an area that includes shared space.
• The number of seats, rooms, or zones the lessee may use, for coworking, service office, and Core Office models.
• The rent per month, per square meter, per seat, or per service package.
• The items included in the rent and the items not included, such as VAT, parking fees, electricity above the agreed limit, overtime fees, meeting rooms, printing, or services on request.
• The security deposit amount, the payment date, the refund conditions, and the cases in which deductions are allowed.
• The payment period, the due date, the payment method, and the interest on late payment, if any.
• The lease term, the renewal period, and the conditions for rent adjustment in the next term.
• Any rent free period or setup support, if the parties agree.

Clauses on repairs, renovation, and handback

• Items that the lessee may carry out alone.
• Items that need written approval from the lessor or the building management board.
• Rules on construction outside working hours, occupational safety, fire prevention and fighting, and transport of materials.
• Liability for damage caused by renovation work.
• Ownership of assets, furniture, or systems that the lessee has invested in.
• The duty to remove items and restore the premises to their original condition when the lease expires.
• The acceptance conditions and the deadline for returning the premises.
• The costs that arise if the lessee returns the premises in a condition different from the agreed condition.

Clauses on early termination and compensation

• The cases in which each party has the right to unilaterally terminate the contract.
• The period of prior written notice.
• The conditions under which a breach is considered serious.
• The duty to remedy a breach before termination.
• How to handle rent already paid, the security deposit, and remaining debts.
• Compensation for damages or contractual penalties, if any.
• The duty to hand back the space, assets, and access cards.
• Provisions on force majeure events.
• The mechanism to extend the lease or move to another space when the team size changes.

Which appendices should come with the contract?

Appendices move detailed agreements from commercial discussions into the legal documents. When they are validly signed or confirmed, appendices become part of the contract and should be managed together with the main contract. In many cases, matters such as the handover condition, the furniture list, the construction rules, and the service fees appear mainly in the appendices. For flexible office models, an appendix is a useful tool for adjusting the number of seats or the space when staff numbers change. A company should check the following groups of appendices.

Appendix for the handover record of condition, area, and assets

• The address, the floor, the room number, and the handover area.
• The agreed area, the floor plan, or the location drawing.
• The condition of the floor, ceiling, walls, doors, glass, electrical system, and air conditioning.
• The list of desks, chairs, cabinets, equipment, keys, access cards, and other assets.
• The electricity and water meter readings, if applicable.
• Photos showing the condition on the handover date.
• Outstanding items and the deadline for the lessor to fix them.

Appendix for building rules and fit out regulations

• The design documents to submit before construction.
• The approval conditions and the response time.
• The permitted construction hours.
• Rules on registering workers, materials, and construction equipment.
• Requirements for occupational safety, insurance, and fire prevention and fighting.
• Responsibility for protecting common areas.
• The acceptance procedure after construction.
• Costs for transport, overtime work, or repair of damage.

Appendix for amendments and supplements to the contract

• Which clauses of the main contract are adjusted.
• The content before and after the change.
• The effective date of the change.
• The effect on rent, security deposit, term, or scope of services.
• Confirmation that all other terms of the contract remain in force.

Does an office lease contract need notarization?

Under the Civil Code rules on lease of property, a lease can be formed based on the agreement of the parties. For housing lease contracts, the Law on Housing 2023 states that transactions for lease, loan for use, temporary stay, and authorized management of housing do not require notarization or authentication, unless the parties wish to have it.

The parties may consider notarization when both agree, especially when the lease term is long, the contract value is high, or the company has its own internal governance requirements. However, notarization does not replace a careful review of the contract content.

Inspire Hub’s latest office lease contract templates for 2026

A company should use a template that fits its chosen space model and then adjust the commercial terms to its operating needs. Below are three office lease contract templates from Inspire Hub.

Private office lease contract template

The contract should include:

• Lease term: The start date, the end date, the renewal conditions, and the renewal notice.
• Rent and security deposit: The rent, VAT, the security deposit, the payment schedule, and the refund conditions.
• Amenities and services: Electricity, water, internet, cleaning, reception, meeting rooms, guest reception, and parking, if applicable.
• Renovation and signage: The approval process, the construction standards, and the cost of restoring the premises.

Core office solution standard lease contract template

In addition to the basic clauses, a Core Office contract should make the following points clear:

• The list of furniture and equipment already provided.
• The scope of services included in the rental package.
• The additional services available on request.
• The right to use meeting rooms, the pantry area, or shared amenities.
• The principles for charging fees for extra equipment or services.

Service office lease contract template for business address registration

The clauses that need special attention are:

• Address use: The purpose for which the address may be used, according to the agreement and the applicable regulations.
• Scope of support: Receiving letters and parcels, reception services, mail notifications, or other registered services.
• Space usage rights: Whether the right to use meeting rooms, desks, or guest areas is included or not.
• Legal compliance: The duty to provide company documents, update information, and use the service for the correct purpose.

A clear office lease contract gives a company control over its right to use the space, its total office rental cost, its operating duties, its handback conditions, and its options when business plans change. It also helps the company choose a suitable office solution. For a private office, a Core Office, or a flexible workspace model, the clauses should state the scope of space, the included amenities, the additional costs, and the ability to adjust when headcount rises or falls.

At Inspire Hub, a company can discuss its operating needs, team size, and growth plan to select a suitable space. Contact Inspire Hub for advice on office solutions and leasing options that fit both your current needs and your future expansion.