How to Write an Office Requirement Brief That Gets You Better Options

Short answer: A good office requirement brief states current and expected headcount, how many people attend on a typical day, where employees and clients travel from, the budget as a total cost range, the latest possible move date, the fit-out standard expected, and who signs off the decision.

Why the brief shapes the outcome

Advisors, landlords and operators can only respond to what they are told. A vague brief such as 'about 100 seats in Gurugram' produces a long list of options that are hard to compare. A clear brief produces fewer, better options and shortens the search.

People and attendance

State current headcount, the expected headcount over the lease term, and the attendance pattern on a normal and a peak day. If you run a hybrid policy, give the real occupancy you observe rather than the policy on paper. This is what drives seat count and meeting space.

Location logic

Explain why location matters: where employees commute from, whether clients visit, proximity to Metro or a highway, and any corridors you will not consider. Ranking these helps when no option satisfies everything.

Budget as total cost

Give a range for total monthly or annual occupancy cost rather than a rent figure alone. Say whether you can fund a fit-out or need a fitted or managed option. This lets traditional leases and managed offices be compared fairly.

Timeline and decision process

Give the latest date you must be operational, notice obligations on your current space, and who must approve the decision. Searches stall most often because a decision maker joins late.

A simple template

Company and business unit
Headcount now / in 3 years; typical and peak attendance
Preferred corridors, ranked; corridors excluded
Format: bare shell, warm shell, fitted, managed
Total cost range and capex appetite
Must-have features (power backup, 24x7 access, parking ratio, compliance)
Latest operational date
Decision makers and approval steps

Frequently asked questions

How long should the brief be?

One or two pages is enough. Its job is to remove ambiguity, not to describe the company.

Should we share our budget?

Sharing a total-cost range saves time and filters out unsuitable options. You still negotiate the final commercials.

Can PrimeSpaceWorks help write it?

Yes. Our office shortlist tool and requirement call are designed to turn a rough need into a usable brief.