How Long Does an Office Fit Out Take? A 2025 Planning Guide

The office fit out process is a complex and multi-step project that involves transforming a raw office space into a functional and efficient workspace tailored to a company’s specific needs. A typical office fit out can take anywhere from a few weeks to several months to complete, depending on the scope of work, size of the space, and complexity of the design. Effective project management is crucial in ensuring a successful office fit out, as it involves coordinating with various stakeholders, including designers, contractors, and suppliers. A well-planned office fit out can enhance employee productivity, reflect the company’s brand identity, and provide a smooth transition into the new workspace. The office fit out process typically involves several key stages, including building search and selection, licenses and approvals, design development, construction, and furniture installation.

The time required for an office fit out varies depending on the size of the space, the complexity of the design, and the type of fit out being delivered. As a general guide, most office fit outs in the UK take between six and fourteen weeks from the start of construction to completion. Smaller projects, such as a 1,000 square foot open-plan office, may be completed within six to eight weeks, while larger and more complex Cat B fit outs, involving bespoke layouts, branded environments, and extensive meeting spaces, typically take between ten and fourteen weeks.

Understanding the office fit out timeline is crucial for effective planning. This timeframe covers only the construction phase. Additional time is usually required before work begins, to allow for design development, landlord approvals, and planning. Larger projects may extend the timeline significantly, taking up to six months due to the need for structural works and various complex elements. As a result, businesses should typically allow for a total project timeline of three to six months when planning an office move or refurbishment. It is also important to consider the current space and how delays can lead to additional costs if companies overstay, emphasising the need for careful project management.

The building search and selection process is a critical stage in the office fit out process. It involves identifying a suitable office space that meets the company’s business needs and priorities. Factors such as location, size, and condition of the building are taken into consideration. A thorough site analysis is conducted to assess the potential of the space and identify any potential challenges or limitations. The office fit out team works closely with the client to understand their requirements and preferences, ensuring that the selected building aligns with their vision and goals. The building search and selection process can take several weeks to several months, depending on the availability of suitable spaces and the complexity of the client’s requirements.

While every office fit out project is unique, certain patterns can help set realistic expectations based on the size and complexity of the space. Smaller offices, particularly those under 2,000 square feet, often complete fit out works in as little as six to eight weeks, especially if layouts are straightforward and minimal structural changes are required.

Medium-sized offices, ranging between 2,000 and 10,000 square feet, typically require eight to twelve weeks to complete, as larger areas usually involve more extensive partitioning, multiple meeting rooms, specialist finishes, and bespoke features. For large office spaces exceeding 10,000 square feet, a fit out can often take 12 to 16 weeks or longer, particularly when projects include high-specification design elements, complex service installations, or phased delivery schedules to accommodate existing tenants. Large projects may require extended timelines due to their scale and complexity.Planning a fit out with clear timelines based on office size helps minimise disruption and ensures realistic project scheduling. Complex projects, involving significant alterations or relocations, can take considerably more time and require thorough planning to ensure successful execution.

The duration of an office fit out is influenced by a range of factors beyond the simple size of the space. Understanding these variables at the outset can help businesses plan more accurately and avoid unexpected delays. Unforeseen challenges, such as unexpected issues in larger spaces or intricate designs, can also impact the timeline, making effective planning and management crucial.

One of the most significant factors is the complexity of the design. High-end fit outs that involve bespoke joinery, feature walls, specialist lighting, or unique branding elements naturally require longer lead times for manufacture and installation. In contrast, standardised open-plan layouts with modular furniture can often be delivered more quickly.Material procurement and supply chain reliability also play a crucial role. Long lead items, such as custom-made reception desks, imported flooring finishes, or specialist mechanical and electrical equipment, must be ordered early in the programme. Delays in sourcing these materials can disrupt even the most carefully scheduled project. Current market conditions, including international shipping times and material shortages, should be factored into procurement planning wherever possible. Additionally, projects requiring extensive modifications to mechanical and electrical systems, including electrical systems, will require more planning and time during the design phase.Another critical element is the need for landlord approvals and statutory consents. Many office buildings, particularly those with multiple tenants, require a formal licence to alter before any works can proceed. The landlord’s technical team will typically review proposed designs to ensure they comply with building standards and do not interfere with common services. Securing these approvals can add anywhere from two to six weeks to the pre-construction timeline, depending on the complexity of the submission and responsiveness of all parties involved.Existing site conditions have a considerable impact as well. A fit out in a newly completed ‘Category A’ space is often more straightforward, focusing primarily on internal finishes and partitioning. However, if the project involves heavy structural modifications, major strip-out of legacy systems, or remedial works to address issues such as asbestos or outdated services, the build programme will inevitably be extended. Preliminary works, such as site preparation and ensuring health and safety measures, are critical for streamlining the subsequent fit-out process and typically take 1-2 weeks.Finally, client-side decisions can influence timelines significantly. Changes to the design brief after construction has commenced, late choices of finishes, or variations in scope will almost always result in additional time and cost. Early clarity on objectives, budget constraints, and sign-off processes is critical to maintaining momentum on site.Successful office fit outs are typically those where time has been properly allowed not only for construction, but also for the critical pre-construction phases including design development, tendering, landlord approvals, and procurement. A well-planned fit out timeline considers all of these factors from day one, ensuring realistic delivery targets and a smoother path to completion.

An office fit out project typically follows a series of structured stages, each critical to achieving a successful outcome on time and within budget. Understanding the typical fit out process allows businesses to better plan resources, manage expectations, and minimise the risk of avoidable delays.

The first stage is feasibility and initial briefing, where business needs are assessed, key objectives defined, and initial budgetary parameters set. This phase includes site surveys to understand the existing conditions, identifying any limitations or opportunities that may impact the design and delivery programme. A test fit is also conducted to ensure the chosen location meets specific business needs.Following this, the design development stage begins. Here, space planning is undertaken, layouts are produced, and visual concepts are developed. Design packages covering furniture, finishes, mechanical and electrical services, and audio-visual requirements are created. This stage often involves workshops with client stakeholders to ensure the proposed solution meets operational needs, cultural ambitions, and branding guidelines. The design concept is crucial during this phase as it helps adapt plans to specific spatial constraints and project objectives. Obtaining landlord approvals and, if necessary, local authority consents, typically occurs during or immediately after this stage. Depending on the landlord’s requirements, full design drawings, method statements, and risk assessments may be needed for licence to alter approvals. After the design concept is finalised, a comprehensive design package is created to ensure accurate planning and execution.Once the design is approved, the project moves into the procurement and mobilisation phase. Contractors are selected through a tender process or negotiated appointment, and long-lead items are ordered early to ensure availability when needed. A detailed programme is produced, setting out a clear schedule for delivery. Site logistics and access planning also take place during mobilisation, with a focus on site set up to ensure health and safety measures and timely project initiation.The next phase is construction and delivery, where the physical works begin. This includes partitioning, flooring installation, mechanical and electrical works, fitting kitchens and tea points, decorating, and installing bespoke joinery. Regular site meetings ensure the programme is maintained, variations are managed, and quality is controlled throughout the process.Upon completion of the main works, the project enters snagging and commissioning. This stage involves identifying and rectifying any defects, testing systems such as HVAC and IT infrastructure, and ensuring that all works meet the specified standards. Final inspections are conducted, building control certificates obtained if required, and warranties provided.The final stage is handover and occupation. Here, the completed office is handed over to the client, often supported by a soft landing approach, where the fit out team remains involved for a short period after move-in to address any teething issues. Post-occupancy evaluations may also be carried out to ensure the office meets performance expectations.By carefully managing each of these stages and allowing sufficient time for approvals, procurement, and quality assurance, businesses can achieve a smooth and successful office fit out, aligned with their operational and cultural objectives.

Obtaining the necessary licenses and approvals is a crucial step in the office fit out process. This stage involves submitting plans and applications to local authorities, such as planning permission and building regulations approval. The office fit out team must ensure that all necessary permits and approvals are obtained before construction begins. This stage can take several weeks to several months, depending on the complexity of the project and the speed of the local authorities. The office fit out team works closely with the client to ensure that all necessary documentation is submitted, and that the project complies with all relevant regulations and standards.

Cat B fit outs typically require between 8 and 14 weeks to complete, depending on the size of the space and the complexity of the specification. Unlike Cat A fit outs, which only deliver the base-level finishes provided by landlords (such as lighting, ceilings, and raised floors), a Cat B fit out transforms a blank canvas into a fully operational office tailored to a specific business. An important phase in this process is the furniture review, which involves confirming the selection of furniture, working with suppliers for the best pricing and finishes, and finalising the order before the construction begins.

The reason Cat B projects take longer is because they involve additional design detail and a broader scope of work. This includes the installation of internal partitions, floor finishes, furniture, branded elements, meeting rooms, kitchenettes, breakout areas, and any required AV and IT infrastructure. During the strip out phase, elements that will not be included in the final design of the space are removed, which is crucial for preparing for the subsequent fit-out works.A typical 3,000–5,000 square foot Cat B fit out with a relatively straightforward layout might be completed within 8 to 10 weeks, while larger or more bespoke projects — for example, 10,000 square feet or more with custom joinery, executive offices, and detailed branding — can take 12 to 14 weeks or longer.The timeline also depends on how quickly the design is finalised, how early key decisions are made, and whether there are any access restrictions or works taking place in occupied buildings. Delays often occur when there is late decision-making around finishes, furniture, or AV systems, which can affect procurement and installation sequences.Businesses considering a Cat B fit out should also allow at least 4 to 6 weeks prior to construction for design development, landlord approvals, and procurement of long-lead items. This means the total project duration from briefing to handover is more realistically in the region of 12 to 20 weeks. The transformation of the new space into a fully functional office is a meticulous process that ensures the tailored design and functionality of the workspace, ultimately benefiting the company's performance.

Keeping an office fit out on schedule requires more than simply appointing a reliable contractor. Many delays occur during the early stages, often before construction has even begun. To ensure your project progresses smoothly, it is essential to finalise the design as early as possible, securing internal stakeholder approvals and making key decisions on finishes, furniture, and specialist systems upfront. Early engagement with landlords to obtain necessary consents, such as licence to alter agreements, is also critical and should not be underestimated when setting a project programme. Additionally, adopting a streamlined process by integrating design and construction phases can reduce timelines and minimise risks.

Material procurement planning is another area where projects can succeed or fail. Ordering long-lead items, such as bespoke joinery, specialist lighting, or mechanical and electrical equipment, early in the process helps avoid supply chain disruptions that can derail timelines later. A clearly defined programme, agreed between the project manager, contractor, and client team, should be established at the outset, with realistic milestones and allowances for contingencies.Regular communication throughout the fit out is vital. Weekly site meetings involving all key parties help maintain momentum, identify potential risks early, and enable swift decision-making if unexpected challenges arise. Businesses should also resist the temptation to make major scope changes after construction has commenced, as even small alterations can lead to costly and time-consuming delays. Minimising disruptions to business operations during the fit-out process is crucial to maintaining productivity and aligning the workspace with brand identity.Allowing appropriate time at the end of the programme for snagging, commissioning, and final inspections ensures a smooth transition to occupation without last-minute stress. By focusing on these planning principles, businesses can significantly increase the likelihood of delivering an office fit out on time and within budget.

The snagging and handover stage is the final stage of the office fit out process. It involves inspecting the completed workspace to identify any defects or issues, and ensuring that all systems and installations are functioning correctly. The office fit out team works closely with the client to ensure that the workspace meets their expectations and requirements. This stage typically takes several days to several weeks, depending on the complexity of the project and the number of defects or issues identified. The office fit out team provides a comprehensive aftercare service to ensure that any issues are resolved promptly and efficiently, and that the client is fully satisfied with the final result. The snagging and handover stage marks the completion of the office fit out project, and the beginning of a new chapter for the client in their new workspace.

An office fit out represents a significant investment of time, money, and resources, making careful planning essential from the outset. Understanding typical timelines, the stages involved, and the factors that can influence delivery dates allows businesses to approach their project with realistic expectations and greater confidence.

While many fit outs can be delivered within six to fourteen weeks of starting on site, early decisions around design, procurement, and approvals are critical to keeping the programme on track. Businesses that invest time in the pre-construction phase often find that the build stage runs more smoothly, with fewer disruptions and surprises. Collaborating with a fit out partner who conducts inspections and condition reports ensures the new premises meet reliability and compliance standards.Whether you are fitting out a small office or undertaking a large-scale bespoke Cat B project, partnering with experienced advisors who can guide you through the process can make a significant difference. At Tally Workspace, we help businesses not only find the right office, but also navigate fit outs and refurbishments with expert support at every stage to ensure a successful fit out.Ready to begin your project? Use our Office Space Calculator to estimate your ideal space size, and speak to our team to start planning a successful move.

Most office fit outs in the UK take between six and fourteen weeks from the start of construction to completion. Smaller, straightforward projects can often be delivered in as little as six to eight weeks, while larger or more complex fit outs may extend to fourteen weeks or longer. Understanding the office fit out timeline is crucial for planning purposes, as it helps businesses manage expectations and minimise disruptions. Additional time should also be allowed for design development, landlord approvals, and procurement before construction begins.

Common causes of delay include late decision-making around design and finishes, slow landlord approval processes, delayed procurement of long-lead materials, and unexpected site conditions that require remedial work. Additionally, unforeseen challenges such as larger spaces or intricate designs may face unexpected issues that can extend the timeline. Careful pre-construction planning and early engagement with all stakeholders are critical to minimising these risks.

A Cat B fit out typically requires between eight and fourteen weeks for construction, depending on the size of the space and the complexity of the design. Including design development and approvals, businesses should plan for a total project timeline of around twelve to twenty weeks. An important phase in this process is the furniture review, which involves confirming the selection of furniture, working with suppliers for the best pricing and finishes, and finalizing the order before the construction begins.

In certain circumstances, an office fit out can be accelerated through careful planning and phased delivery. For example, if design decisions are made early and procurement is managed proactively, construction can be programmed for parallel activities rather than sequential stages. This approach results in a more streamlined process, reducing time and minimising risk. However, fast-tracking typically increases costs and requires greater client-side responsiveness.

Ideally, businesses should begin planning an office fit out at least six months before their desired move-in date. This allows sufficient time for design development, approvals, tendering, procurement of materials, and contingency planning for unexpected delays. A clear understanding of timelines is crucial, as meticulous planning and precise execution are essential for managing expectations throughout the project. Early planning significantly improves the likelihood of meeting target occupation dates.