Illustrative office planning table with drawings and materials

PREPARE YOUR WORKSPACE BRIEF

Office Fit-Out
Planning Checklist

Start with how your team works, what you already have and what needs to change. Prepare your floor plan, furniture needs, budget priorities and target dates for a clearer conversation about your next office fit-out.

WORKPLACE NEEDSPeople & ActivitiesCurrent team and future plans

PROJECT PRIORITIESScope & BudgetSeparate essentials from options

DELIVERY PLANNINGAccess & TimingConfirm before scheduling

View the briefing checklist

BEFORE YOU START

What should you prepare before requesting an office fit-out proposal?

Prepare a floor plan if available, your team size, the activities the space must support and your target timing. List what can stay, what needs replacing and the decisions you need help with:

People and activities: Note team size, meeting needs, focused work, visitors and storage.
Existing space: Share available plans, photographs and a list of furniture you intend to retain.
Priorities: Separate essential changes from optional improvements and identify your budget range.
Responsibilities: Identify who can approve selections and who will confirm building access and any required professional advice.

BRIEFING CHECKLIST

Information to Include in Your Brief

Use this table to organize the first discussion. Unknown details can be marked “to confirm”; you do not need to invent dimensions, quantities or a fixed programme.

Topic	What to Share	Question to Discuss	Who to Involve	Decision to Record
Team and work patterns	Headcount and daily activities	Which spaces are used most?	Team representatives	Workplace priorities
Existing furniture	Inventory, condition and photographs	What should be retained or replaced?	Office or facilities lead	Retain/replace list
Space information	Available plans and room photographs	Which measurements need checking?	Project lead and appointed specialists	Survey needs and scope
Budget	Working range and essential items	What is included and excluded?	Budget owner	Agreed proposal assumptions
Timing and access	Target dates and building contact	What could affect delivery access?	Building management and project lead	Confirmed access arrangements
Selection and handover	Decision-makers and required documentation	Who signs off selections and outstanding items?	Client and supplier representatives	Written responsibilities

BEFORE ORDERING

Three Conversations Before You Commit

Compare proposals on the same scope and record assumptions. Any construction, safety or permission questions belong with the appointed qualified specialists and responsible building contacts.

Furniture and Layout

Discuss furniture quantities, dimensions, storage and equipment needs. Confirm the proposed models and layout before ordering; photographs alone do not establish fit or suitability.

CONFIRM MODELS & QUANTITIES

Scope and Responsibilities

Ask the written proposal to distinguish supply, delivery, installation and other work. Identify exclusions, dependencies and who will resolve questions outside the agreed scope.

RECORD INCLUSIONS & EXCLUSIONS

Delivery and Handover

Agree access arrangements, installation coordination, inspection and care-document handover. Record outstanding items and how they will be followed up.

AGREE THE HANDOVER PROCESS

04 / KNOWLEDGE BASE

Office Planning FAQs

Practical questions for preparing a brief and comparing proposals.

Do I need a complete floor plan before making an enquiry?

Share whatever reliable information you have, including team size, photographs and your priorities. Mark measurements or plans that need confirmation so the next discussion can identify what is missing.

Can existing furniture be included in a new layout?

Include it in the brief with quantities, dimensions and condition information. Suitability depends on the proposed layout and intended use; confirm what can be retained before finalizing the order.

How should I compare furniture and fit-out proposals?

Compare the same quantities, models, services and assumptions. Ask about exclusions, delivery dependencies, installation, care information and written warranty terms rather than choosing on the headline total alone.

Next: review turnkey office fit-out scope and furniture procurement checks.