Frequently Asked Questions

These are some of the questions we have addressed so far. The list will change as the site develops.

The telephone system

It depends on what you need, but we would recommend you have access to your own handset at least, have a DDI (direct-dial) number for that handset and the ability to set up your own telephone number, or be able to divert your business telephone number or mobile to your handset.

You may want to ask if you can install your own telephone line from BT (note, however, any minimum contract). This could then provide you with your own line, your own Internet access (ADSL) or use VoIP.

There may also be a receptionist who can respond to your calls personally - this should be shown in the facilities list on each property. If you need advice, please contact us.

Telephone numbers

The simplest way to deal with incoming calls is to get your new or existing business telephone number diverted to a number that can be provided for you at the new office. There are call forwarding costs involved.

If you’re a start-up company, you may want to use an 0845 number until you get a place of your own. This can be diverted to any direct-dial number, which is easy enough to set up in an office. If you choose to take a number from the property owner, then you won’t own this number and so will have to give relinquish it at the end of the agreement.

What about Internet access?

This depends on where you’re looking. Some office sharers will be happy to let you on their network, but there are security issues and acceptable-use policies to be considered (see our download centre).

Check with what’s available at the office, check what kind of Internet access they have and that it’s suitable for what you need. If you need advice, we can often help; if not, we can recommend our preferred IT consultants.

Are there any additional costs?

These will be telephone calls, telephone line rental, Internet access, contribution to tea/coffee/milk and so on. Also, additional meeting room hire, photocopying. Make sure you agree rates and that these are written down in the agreement. Make sure these can only be changed with 30 days’ notice.

Think about what you need and what you will use beforehand and make it part of the agreement.

What about health and safety?

You will also have to consider health and safety implications. You will be also able to judge this on your viewing of the office. See if they have a copy of their policies and procedures available.

How long can I stay?

You should make your expectations very clear in your negotiations. We would also advise that any notice period to quit the agreement be put in writing.

When can I leave?

Notice periods are generally two months, but this should be mutually agreed prior to any agreement.

Deposits

You may be asked to pay a deposit. This would cover any missed monthly rental fee and cover telephones and so on if the renter leaves without paying.

What happens when I leave?

When you hand in a written notification to quit the agreement – that is, you want to leave – you may be asked to pay for dilapidations to your area. That is, if the desk you have used is scratched, or the chair is damaged or if you have lost the keys. These may require some payment to fix the damage or pay for additional services. Be aware of this and discuss it in your viewings. You may want to put something in place with the terms and conditions/agreement you both sign.

Disputes

We haven’t had an disputes between searching for space or those who have registered their property. We have legal disclaimers, terms and conditions, which you have to agree to prior to registration. We will not get involved if there is a dispute over money or breaking the terms of the agreement.

Office access

You should only expect/provide access when someone else is there. If this is going to cause problems – that is, during weekends – then negotiate this for the agreement. Not all offices will provide 24/7 access.

Rent reviews

If you stay for over a year, you should expect a rent review. This should happen at least two month before the agreement ends to give you time to accept/decline and find somewhere new. You may want to agree this at the start of the agreement.Insurance

The property owners have property insurance in place. Companies looking to cover their personal possessions should get their own private insurance. Check your home property insurance and see if this covers your possessions or if you can extend it.

Contact us for a recommendation for insurance in your area.

Can you list us as a recommended supplier on your site?

Possibly: send us your links and we will put on a link if suitable. We will send you a logo for ours.

I have a small, self-contained office, can I register it here?

Yes, and the commission for larger offices reduces to 2% for the duration of the rental. Please let us know if you have been recommended by a commercial property agent when you complete the online registration. They will take a share of the commission due.

Can I put any properties on the site?

No, we will reject properties that require a lease of three years minimum or are over 1500 sq ft. If you have a property of this type, please refer to a local property agent.

I am looking for a larger office, any recommendations?

Try a local property agent, or if you are in Scotland, try www.scottishpropertynetwork.co.uk

I am moving into the area, can you provide a bespoke property search?

Can I have a sign in the window?

You can always ask, but generally this is not allowed.

Cleaning

Keeping the office neat and tidy may be a priority for some. Always check on the cleaning arrangements and understand each others cleaning expectations before signing the agreement.

Tea and Coffee

Some offices will provide include this in the monthly agreement and some will ask for a contribution.