Moving to a new office is a big decision. It’s not just about square metres, lease length or location. The true cost of a workspace often lies in the details. In this guide you will learn what to include, how to compare offers objectively, and what to watch out for — with examples and data relevant to Scotland’s Central Belt (Glasgow, Edinburgh and the surrounding region).
Ospa has already supported over 100,000 sq ft of workspace across the Central Belt — read about our growth in Ospa’s Landmark First Year.
Why a simple comparison often misleads
Many businesses make the mistake of comparing only the headline rent. But in reality:
- Some offers promise low rent but add large service charges, utilities, and maintenance later.
- Others package everything in one cost (“all inclusive” or “serviced”) which hides fewer surprises — but may appear more expensive upfront.
- Terms differ: flexibility, break clauses, scalability, fit-out obligations, and landlord responsibilities all influence costs.
- Location premiums may be hidden — proximity to transport, amenities, prestige buildings raise standards and costs.
To compare fairly, you need a structured approach.
Step 1: Define what “office cost” should include
Before comparing, agree on a definition of total office cost. Use the following checklist to capture all key expenses when comparing office spaces across Scotland’s Central Belt - from rent and energy to flexibility and downtime.
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When comparing two options (e.g. city centre vs business park), you must bring all these into each side.
For a detailed breakdown of how workspace expenses evolve over time, see our guide on Decoding the True Cost of Office Space Over 3 Years
Step 2: Normalise the units for fair comparison
Offers may be in different metrics — per sq ft, per desk, per person, or all inclusive. To compare:
- Convert to a cost per desk / per person over a consistent period (e.g. per month or per year).
- Alternatively, use total cost per square metre / square foot for the net usable area.
- Always bring both to the same basis (e.g. one-year total cost per desk, excluding VAT if both exclude/include VAT).
- Adjust for headcount changes: if your team could grow or shrink, simulate 10%, 25%, 50% change and see the effect.
Step 3: Use independent benchmarks and market data
Rather than relying on competitor pricing, use neutral, industry-level benchmarks. For example:
- The Total Office Cost Survey (TOCS) by LSH provides independent data covering over 50 UK locations. It maps detailed occupancy costs.
- Reports on office fit-out costs provide ranges for low, medium, and high specification finishes. For instance, Cushman & Wakefield offers a 2025 UK Office Fit Out Cost Guide.
- Local property market reports give data for Scotland’s Central Belt. For instance, JLL’s Glasgow office market report states that prime rents are around £41.50 per square foot in Q2 2025.
- PropCost’s benchmarking research gives insight into service charge trends across UK office buildings.
These benchmarks help you check whether offers are reasonable, overpriced or possibly undercutting market norms.
Step 4: Build a cost comparison worksheet
Create a side-by-side table with columns for Option A, Option B (maybe city vs park). Use the template below to capture each cost element clearly:
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Populate realistic estimates or quotes for each item - rent, utilities, fit-out, and maintenance - and use this to calculate total annual costs. Then test different headcount scenarios (+10%, +20%, -10%) to see how each option scales over time.
Step 5: Watch for the traps & negotiables
These are common areas where one offer hides value or risk:
- Unclear service inclusion: Some offers omit key services (cleaning, security, HVAC) and bill them later.
- Escalation clauses or variable charges: Utility rates, energy surcharges, inflation adjustments.
- Reinstatement / dilapidations: At lease end, will you be forced to put back everything at your cost?
- Break clauses & penalties: The cost to leave early or shrink.
- Utility metering & sub-metering: Shared building meters may allocate energy inefficiently.
- Hidden fit-out costs: Custom works, unintended engineering costs.
- Management burden: Handling contractors, resolving issues, coordinating vendors.
- Vacancy padding / overprovision: Some spaces deliver more area than you strictly need — you may pay for unused space.
- Access, hours, restrictions: If you need 24/7, weekends, this may cost extra.
- Service levels & response times: Delays or poor service can incur hidden costs (downtime, delays).
Always ask for clarity in the contract.
Step 6: Factor qualitative / strategic value
Numbers matter — but some non-quantifiable factors can tip the balance:
- Location prestige, client perception
- Staff commute time and morale
- Growth potential or clustering with partners / networks
- Building amenities, design, branding potential
- ESG, energy efficiency, sustainability credentials
- Community, networking, shared spaces
- Risk of obsolescence (e.g. older building, poorer M&E infrastructure)
You might accept 5–10% higher cost for a location that helps recruitment, retention or branding.
Step 7: Sensitivity & scenario analysis
After your initial comparison, stress test it:
- What happens if utilities cost +20%?
- If headcount grows 25%?
- If rent escalates at inflation + 2% annually?
- If part of your space is unused or down days?
Assess which option is more resilient to change.
Step 8: Negotiate based on insights, not price alone
Use your line-by-line comparison in negotiations:
- Ask the landlord / operator to include missing services or absorb escalation risk.
- Request capped service charges or fixed commitments on utilities.
- Seek rent-free periods, incentives, fit-out contributions, or phased increases.
- Adjust scale or layout to reduce wasteful space.
- Secure flexibility: break clauses, expansion rights, right to upgrade.
Negotiation is stronger when grounded in your detailed cost model.
Example comparison (illustrative)
Let’s assume you have a team of 10 people. You received two offers:
- Option A: City centre traditional lease
Rent: £25 per ft² / year on 2,000 ft² → £50,000 per year
Service charge etc: £8,000
Utilities, cleaning, maintenance: £7,000
Fit-out amortised: £5,000
Insurance, rates: £4,000
Overhead & management: £2,000
Total annual cost: £76,000
Equivalent per person: £7,600 / year = ~ £633 / month
- Option B: Business park / serviced / all-inclusive model
All-inclusive per desk rate: £500 / month × 10 = £60,000
Minor extras (optional meeting rooms, premium services): £2,000
Overhead & management: minimal
Total annual cost: ~ £62,000
Equivalent per person: £6,200 / year = ~ £517 / month
Even though the per-desk headline is higher in B, the total cost is lower and the risk is lower.
(These figures are illustrative — you must use real quotes and region data.)
Specific considerations for the Central Belt of Scotland
Because your market is in Scotland’s central region, here are some local nuances:
- Transport, road congestion, and public transport links matter more in Glasgow / Edinburgh. A “cheaper” out-of-town site may cost more in travel or staff time.
- The availability of serviced / flexible offices in Glasgow is growing; that gives more competitive alternatives to traditional leases.
- Energy costs are significant; Scotland’s grid decarbonisation and policy environment may shift rates.
- Buildings in business parks may have lower service and maintenance demands (less footfall, lower wear).
- Credibility of location matters — some clients expect a city address; selecting a known business park in the belt (e.g. Strathclyde Business Park) can strike the balance.
- Local incentives, tax, regional grants or planning benefits may apply in certain areas.
Final recommendations & next steps
- Build your own comparison model using real figures from your shortlisted options.
- Benchmark against Scottish market data (e.g. £276 / desk average) to check outliers.
- Push for clarity and contract transparency — no ambiguous service costs.
- Test multiple scenarios (growth, utility spikes).
- Bring qualitative factors into decision, not only cost.
- Use negotiation as a chance to shift risk (landlord bears some escalations, you gain flexibility).
- Monitor costs post-move — renegotiate or adjust if your assumptions diverge.
Once you’ve found your cost sweet spot, explore how to make that space truly work for your people - Revolutionising Productivity – The Ospa Blueprint shows practical ways to design for focus, wellbeing, and performance.
💡 Free Resource: Download the Ospa Office Cost Comparison Tool (Central Belt Edition) — a ready-to-use Excel calculator that helps you compare real office space costs between city-centre and business park options.
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