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Drawing up a list of what you need from your business premises is a good way to start your property search. This list is known as a property specification or property spec.

Property specification

Your property spec might list details on how the following requirements should be met when looking for suitable business premises.

Property size and layout

Do you want an open-plan style office space or individual rooms for more privacy? Do you need additional space for equipment, storage, meetings or socialising?

Property appearance

Both internally and externally. For example, do you need a visually attractive property both from the outside as well as the inside especially if clients and/or customers are going to be visiting your business property?

Property structure

Do you require any special structural property requirements such as high ceilings, upper-floor loading or reinforced foundations?

Premises facilities

You should consider the comfort of employees and visitors - including lighting, toilets, reception areas and kitchen facilities.

Property utilities

This can include things such as power and drainage, and any special requirements - for example, three-phase electricity. Take note of the power and heating/cooling requirements that you may need eg power points for computers and heating and air conditioning for staff and customer comfort. An older building may need to be rewired, a new heating or air conditioning system installed or additional toilet and kitchen facilities built. It is also a good idea to identify the broadband capabilities that you will require.

Planning permission

You should take into consideration that you may need to seek planning permission to use the property for your type of business.

Access and parking

Take into consideration access to the property, is it important for it to be near main roads and/or public transport? Is the property accessible for deliveries or customers, including disabled customers? In addition, do you have a requirement for car parking?

Option to extend or make alterations

Consider how flexible the property is so that you are able to make alterations or expand the property if required.

Long-term business plans

Look at your business plan and weigh up how the business property you choose fits into these plans and business direction.

Property location

You also need to think about where you want your property to be located - for detailed location factors you should consider, see choose the right location for your business premises.

Property costs

Your choice of commercial property will also depend on your budget. Whether you rent or buy business premises, costs can include:

• initial purchase costs, including legal costs such as solicitor's fees and professional fees for surveyors
• initial alterations, fitting out and decoration
• any alterations required to meet building, health and safety and fire regulations
• ongoing rent, service and utility charges, including water, electricity and gas
• business rates
• continuing maintenance and repairs
• building and contents insurance

Compare the costs of buying business property with the costs when renting commercial property.

Energy performance of the property

Sellers and landlords are obliged to provide prospective buyers or tenants with an Energy Performance Certificate (EPC). An EPC indicates how energy efficient a building and its services are and can act as a good indicator of likely energy costs. For more information, see Energy Performance Certificates for business properties.

If your property requirements are too specific, you may find that your choice of premises is very limited or you cannot afford them. Think about which requirements are essential and which are desirable, and prioritise them accordingly to make your property decision.

Working from home

After drawing up your list of property requirements, you may decide that working from home could suit you better. However, there are important legal and practical issues you need to take into account - see use your home as a workplace for further guidance.

A good location for your business is vital, but choosing the right one can be something of a balancing act. Ideally, the location should be convenient for your customers, employees, and suppliers - without being too expensive for your business. You should weigh up the advantages and disadvantages of various locations when deciding on a suitable place for your business property.

Location factors for business property

In order to judge the best location for your business you should consider key location factors and how important each of these are for you and your business priorities. You should consider:

Footfall

Depending on the nature of your business, the amount of passing trade can have a huge impact on the success of your venture especially if your business operates in the retail sector.

Competitors in the area

Although some businesses, like estate agents, can benefit from being located in a cluster of similar businesses, for many others having too many close competitors can have a severe impact on sales and profitability. It is always worthwhile surveying the local area to see if there are potential competitors in the vicinity and considering how this could impact your trade.

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Good public transport links and local parking facilities make it easier for employees and customers who don't live within walking distance to access your business.

Delivery restrictions

These can cause problems for your suppliers, so you'll need to make sure that your premises are easily accessible if you expect to have regular deliveries.

Planning restrictions

Make sure you check whether you're allowed to use the premises for the commercial purpose you have in mind.

Business rates

These can add greatly to the ongoing costs of locating in a particular area, which may make the premises less desirable from your point of view - see estimate your rate bill to get an idea of what you may have to pay.

Local amenities

Employees generally prefer working in areas with good local facilities, and you may need to make regular trips to the bank or a postal depot.

Type of area

The image of your business may well be affected by the nature of your location and whether crime or anti-social behaviour is .

Making a decision

Whatever option you go for, there are likely to be advantages and disadvantages to the business location that you choose. An office in a rural setting might be relaxing, but could be awkward for staff or suppliers making deliveries to access. Being right in the middle of the city could be very convenient, but might also be expensive in terms of property cost and business rates payable. It may also be costly and inconvenient for car parking within city or town centres.

Location has a major impact on business costs. If you need property in a prime location the extra costs may be justified.

If you own or occupy a business property, you need to understand the legal obligations and restrictions that may affect you. For example:

• The property must have planning permission that allows it to be used for your type of business.
• You must comply with building, fire, and health and safety regulations. See fire safety and risk assessment.
• Stamp duty is payable on commercial leases and you are likely to be liable for business rates, though in rented premises these may be paid by the landlord.
• You are responsible for the health and safety of employees and visitors. See workplace welfare facilities and healthy working environment.
• You also need to provide a suitable working environment.
• If you provide goods or services to the public, you must take reasonable steps to make your premises accessible. See disabled access and facilities in business premises.
• You need to comply with the terms of any lease or licence agreement. See commercial property: landlord and tenant responsibilities.
• For some businesses, you may require a licence to operate or to sell certain products.
• There may be restrictions on certain periods of time throughout the day or week when deliveries are allowed. There may also be limits on noise and pollution levels that you must meet. You may also have to consider how you or your customers dispose of waste.
• Whatever premises you choose, you need to ensure that you are properly insured. See insurance: business property and assets.

If you are in any doubt about your legal obligations, you should seek professional legal advice from your business adviser or solicitor. Choose a solicitor for your business.

It's worth starting your property search by drawing up a business property specification or 'spec', clearly setting out your business property requirements. This will help distinguish between what is essential and what is desirable in a property for your business. It will also identify the order of priorities when it comes to factors influencing the type and location of the commercial property you desire.

You can then circulate your property specification to estate agents and surveyors that handle commercial properties in your area. They can then let you know if any properties are currently available that match or come close to meeting your requirements.

Searching for commercial property

You can search for business property in Northern Ireland using our commercial property finder.

You may also decide to search for suitable business premises yourself. Commercial property is listed online by estate agents on their own websites or on third-party property listing websites such as PropertyPal, Rightmove, Zoopla, or PrimeLocation, as well as many others.

Check any potential properties against your specification and eliminate any premises that don't at least meet all your essential requirements. Then you can draw up a shortlist of potential business properties to visit.

Professional advice

At this stage, you may want to seek the advice of a surveyor or solicitor. For example, a surveyor can assess the condition of a property and give you an idea of their value. See buying commercial property: using a surveyor.

When you're ready to make an offer or agree the terms of a lease, your solicitor can help negotiate the property deal and complete the legal work. See buying commercial property: using a solicitor.

Top tips to help you find suitable commercial premises

1. Draw up a list of what you need from your business premises

How important is property size, layout, location, facilities, structural requirements, and parking to your business needs? Also, think about your long-term business plans and how these might affect your choice of business premises. For example, you might want to expand or alter the property in the future. Order your list by prioritising your desired requirements from the top down. This will help you visualise what the most important factors are for you and your business when deciding on a suitable commercial property. See business property specification.

2. Location, location, location

Choosing the right location for your business premises can be a bit of a balancing act. You may want to choose a location that is convenient for your customers, employees, and suppliers, but isn't too expensive. Some factors you might want to consider when deciding on location include, footfall, where competitors are located, delivery restrictions, parking restrictions, and business rates.

3. Determine whether to buy or rent a business property

You will need to determine whether either buying or renting a commercial property is best for your business needs. You should compare the advantages of renting commercial property with the advantages and disadvantages of buying business property This short video will also help you to weigh up the pros and cons when deciding whether to rent or buy business premises (video).

4. Business rates

Before agreeing to buy or rent a commercial property you will want to get an idea of what you are likely to pay in business rates - estimate your rate bill. You may be eligible for assistance with business rates. See help available for business rates.

5. Legal considerations for commercial property

There are a number of legal considerations when choosing business property including planning permission, health, safety and fire regulations, insurances, accessibility and licences. You will probably need to pay stamp duty if you purchase the property or if you rent a commercial property you will need to comply with the terms of the lease. Ensure you get advice from a solicitor when buying or leasing business premises.

6. Search for commercial property

You can search for commercial property through local commercial property agents, visiting potential areas to see commercial properties for sale or rent, or searching our commercial property finder. Check potential premises against your requirements to create a shortlist of the business properties you might want to view.